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Diversity Monitoring Form Guidance

The Scottish Government has a legal duty to monitor the ethnicity of its staff and applicants for employment. It also has separate duties in relation to disabled people.

In order to obtain information which will help us to meet these duties we are asking applicants to complete a Diversity Monitoring form containing questions, which ask for details on your age, nationality, ethnicity and disability status. Please follow the instructions and complete as required. Completion of the form is needed to process your application. However there are “prefer not to say” options for some of the questions if you do not wish to provide this information.

If you would first like more information about the reasons behind this survey, how the information you provide will be used, confidentiality issues etc. then please read on.

In terms of the Data Protection Act 1998 the Scottish Government is also required to ensure that the information we hold about staff is as accurate as possible.

The Purpose of the Questionnaire

We have a legal duty to monitor the ethnicity of our staff and those who apply to work with us. We have separate duties in relation to disabled people. By requesting that all staff and applicants complete these forms, we hope to obtain information which will help us to meet these duties and ensure that the information held on the existing HR system.

The information obtained from these forms will be used by staff in Human Resources to assist the Scottish Government to develop its equal opportunities policies. Data from the forms is also submitted to Cabinet Office on an anonymous basis to form part of the Civil Service staffing statistics database

Occasionally, we are also asked to provide statistics on the background of our staff for Ministerial Briefings, Parliamentary Questions and similar matters. Data from these forms will be used for this purpose, but it will never be given on a basis which would allow staff to be individually identified.

The Data Protection Act

The data will be used in accordance with the terms of the Data Protection Act. The data will be held in the Scottish Government’s HR database. We would like to assure you that information held in the database is held securely and is treated in the strictest confidence. The information obtained from this form will only be used for the purposes set out above. Access to the data obtained on this form will be strictly limited to the appropriate HR staff that require access to the information for the purposes set out above. The Data Controller is the Scottish Government as per the data protection notification made to the Office of the Information Commissioner.