DRAFTING THE GENDER EQUALITY PLAN

At the beginning of the planning phase of the GEP, a list of measures or strategies should be defined, which will be the actions, policies or processes that a given RPO has chosen to carry out in its organization in order to prevent and overcome inequalities and gender bias.

The organizations can choose their own actions from a complete list of actions PLOTINA RPO partners have prepared to support all other RPOs in their choice, divided into the 5 Key Areas, and subdivided according to specific objectives to be achieved within each key area. It presents the many strategies/measures that can be adopted in order to reach gender equality.

Additionally, some of the actions have been classified as good practice by PLOTINA RPOs, and an extense information sheet has been developed for each of them. They can be found by clicking on the links some of the actions at the table have.

Finally, find below the button to download an excel document to design your own GEP, create the annual work plans, do the follow-up of the implementation and gather qualitative results of the implemented actions:

GEP design and implementation tool

KEY AREA 1: The governance bodies, key actors and decision-makers

Objectives

1.1. Promote decision-makers institutional engagement on gender equality

Nr.	Action	Selected as a Good Practice by RPO partner
001	Ratifying the European Charter for Researchers
002	Enhancing visibility of the support from key actors and senior leader to the GEP (e.g. at conferences, awards, posters or others…)
003	Ensuring senior leadership is accountable for the implementation and evaluation of gender equality actions
004	Arranging regular GEP follow-up meeting with senior management, leaders, human resources staff, to create ownership of the GEP, to strengthen the potential of the plan and maximize its impact
005	Formally providing empirical data to decision-makers to make gender situation visible and known
006	Organizing initiatives to enhance engagement and commitment of decision makers and key actors in gender equality activities

1.2. Create structures and offer tools to support and promote gender equality in the institution with the engagement of key figures

Nr.	Action	Selected as a Good Practice by RPO partner
007	Appointing delegates (in departments/faculties/schools) to be responsible for monitoring and ensuring that workplace procedures and practices are gender-neutral	Alma Mater Studiorum -Università Di Bologna
008	Creating institutional gender equality structures	Özyeğin Üniversitesi Mondragon Unibertsitatea ISEG University of Warwick
009	Creating the role of gender and diversity coordinator that refers to top decision bodies	Özyeğin Üniversitesi
010	Creating a Gender Equality Team, provided with the necessary skills and experience and with time/financial resources, that will take the lead to coordinate the implementation of the GEP
011	Ensuring engagement of institution key figures (human resources staff, staff in the Governing bodies, workers'union representatives,...) and all the necessary Experts (ex. Change management, Marketing, etc…) in the Gender Equality Team
012	Creating a network structure with the aim to facilitate and maintain communication and cooperation between actors in the areas of gender research and gender equality practice	Kemijski Inštitut ISEG
013	Developing initiatives to raise gender awareness and capacity at all levels of the organization with provision of training to staff, teaching and research staff	Mondragon Unibertsitatea Özyeğin Üniversitesi Kemijski Inštitut
014	How to film an organisational video showcasing E&D activities	University of Warwick

1.3. Promote a more horizontal, gender-aware and egalitarian leadership in the institution

Nr.	Action	Selected as a Good Practice by RPO partner
015	Raising gender equality awareness through the development and provision of seminars to senior leadership and key figures	Özyeğin Üniversitesi
016	Requiring governing bodies' members to attend gender equality training(s)
017	Organizing initiatives for a gender sensitive and diversity competent leadership
018	Promoting a more horizontal-leadership style within the institution, beyond the traditional authoritative/commanding to include e.g. democratic/coaching and affiliative styles

1.4. Prevent and combat sexual and gender-based harassment in the institution

Nr.	Action	Selected as a Good Practice by RPO partner
119	Developing sexual harassment prevention and support structures/channels, easily available, accessible and well communicated to all stakeholders	Mondragon Unibertsitatea Kemijski Inštitut Özyeğin Üniversitesi
020	Analysing the support structures and/or procedures that exist in the institution, and revising them if necessary
021	Offering specific training on sexual and gender-based harassment to staff members that are responsible for this issue in the institution
022	Organizing awareness-raising sessions on sexual and gender-based harassment for all staff-members

1.5. Promote diversity and inclusivity with the institutional use of communication

Nr.	Action	Selected as a Good Practice by RPO partner
023	Analysing institutional documents, communication materials and websites; developing a guide on inclusive use of language for written and visual communication
025	Reviewing institutional documents from a gender perspective	Mondragon Unibertsitatea Kemijski Inštitut University of Warwick
026	Providing staff members with useful tools that will help them using an inclusive language	University of Warwick
027	Organizing targeted training sessions on the inclusive use of language and images to different stakeholders of the institution (communication managers, leaders, administrative staff, general staff…)

1.6. Promote interdisciplinary gender networks/links within and among RPOs

Nr.	Action	Selected as a Good Practice by RPO partner
028	Creating interdepartmental network structures such as for example, a virtual (online) forum to discuss gender equality issues among RPO staff members
029	Creating a Gender Equality Agents network

1.7. Review the institution (representation, structures, culture…) from a gender perspective

Nr.	Action	Selected as a Good Practice by RPO partner
030	Integrating and analysing questions about gender equality issues in internal questionnaires about staff satisfaction at work or working atmosphere	Kemijski Inštitut
031	Gathering gender disaggregated data regularly, quantitative and qualitative. Analysing these data in a dedicated Report so as to monitor gender and diversity in the organization	Alma Mater Studiorum – Universita Di Bologna Mondragon Unibertsitatea Kemijski Inštitut

1.8. Adopt strategies to encourage accountability at all levels for the implementation and institutionalization of the GEP in the RPO/institution

Nr.	Action	Selected as a Good Practice by RPO partner
032	Including Gender Equality as a core issue in formal documents: policy, communication, marketing,…for internal and external stakeholders
033	Formally requesting consideration of the gender perspective in the planning of university activities, when applicable
034	Planning university activities from a gender perspective	Mondragon Unibertsitatea
035	Including the Gender Equality Report and the relative Gender Equality Plan - with quantitative and qualitative data - in the Programming cycle of top decision making bodies/Governance
036	Integrating Gender Equality policies and processes in the Quality System Management	Özyeğin Üniversitesi

1.9. Ensure all stakeholders are aware and have easy access to the information about the gender equality policy and GEP implementation

Nr.	Action	Selected as a Good Practice by RPO partner
037	Communicating the institutional gender balance policy adopted to reach gender balance in all Governing, top decision making Bodies and Managing roles
038	Designing, implementing and evaluating a communication campaign/process to enhance visibility and support to the change effort in the RPO
039	Communicating the RPO's gender equality policies and providing newly-hired staff memberswith online and/or hard copies (e.g. hard copies at induction, a dedicated website, etc.)
040	Providing online and/or hard copies of gender equality and diversity policies to internal and external staff	Özyeğin Üniversitesi
041	Developing a communication plan that includes all stakeholders to communicate the initiatives linked to the gender equality and diversity policy of the institution

1.10. Engage students as stakeholders in gender equality institutional process

Nr.	Action	Selected as a Good Practice by RPO partner
042	Encouraging students' organizations to get involve in particular activities to develop the understanding of equality and diversity among the students
043	Recognition given to student feminist groups, by offering them options to participate in relevant discussions, meetings, committees to present their views…
044	Providing resources for student unions and groups to organize awareness raising events for the student population
045	Requiring students who are members of governing bodies to attend gender equality training

KEY AREA 2: Recruitment, career progression and retention

Objectives

2.1. Ensure that every person involved in the recruitment process is aware of gender-issues, discrimination and stereotypes

Nr.	Action	Selected as a Good Practice by RPO partner
046	Developing gender awareness initiatives, briefings or guidelines for recruitment and appointment of Recruitment Committee/panel members	Alma Mater Studiorum - Università Di Bologna
047	Organizing a workshop to enhance transparency about the selection/promotion process and the criteria for promotion	University of Warwick
048	Training the members of selection and promotion committees regarding gender bias, inclusive recruitment and promotion procedures	Mondragon Unibertsitatea

2.2. Promote gender inclusive and bias free recruitment, career progression, retention and evaluation policy in the institution

Nr.	Action	Selected as a Good Practice by RPO partner
049	Requiring a justification for single-gender presence in the different recruitment phases
050	Creating a Gender Balance Committee with the aim to eliminate gender bias from the recruitment process
051	Promoting gender balance in all Recruitment Committees with the aim of reaching a 40-60 balance
052	Developing and communicating a guide on biases that might affect recruitment, evaluation and promotion committees
054	Including gender balance as a criterion, every other conditions being equal	Mondragon Unibertsitatea
055	Taking maternity, paternity and parental leave periods into consideration when assessing and evaluating Research output for recruitment and promotion decisions	Alma Mater Studiorum – Università Di Bologna Mondragon Unibertsitatea

2.3. Understand more deeply the multiple gender bias that happen in the recruitment, career progression and retention processes

Nr.	Action	Selected as a Good Practice by RPO partner
056	Reviewing the recruitment and promotion process for identification of potential gender bias	University of Warwick
057	Developing an exit questionnaire for staff to understand the reasons for leaving the organization from a gender perspective	Özyeğin Üniversitesi
058	Analysing the eligibility criteria for grant applications, to identify the sources of possible bias and to prevent discrimination
059	Reviewing recruitment/promotion criteria to include not only metrics but other aspects as well, as for ex. team working, effective collaboration, mentoring/empowering of colleagues and collegiality
060	Analysing and reporting regularly internally and externally data comparison about pay and benefits

2.4. Ensure all women in the institution are empowered from a gender perspective

Nr.	Action	Selected as a Good Practice by RPO partner
061	Enhancing visibility of female role models	Alma Mater Studiorum – Università Di Bologna
062	Developing awareness raising initiatives to enhance women’s contribution to research	Alma Mater Studiorum – Universita Di Bologna ISEG ISEG
063	Organising empowering activities for early career researchers and offering them training to increase their leadership skills.
064	Launching induction and/or mentoring initiatives for newly hired faculty member to gain valuable insight from a small group of senior faculty members
065	Mentoring and empowerment courses to improve visibility, self-confidence, negotiating and leadership skills, particularly dedicated to the underrepresented gender	ISEG

2.5. Promote initiatives to support the career progression of the underrepresented gender in high and top positions

Nr.	Action	Selected as a Good Practice by RPO partner
066	Creating a Gender Balance Committee with the aim to monitor women's career progression and attract female scientists
067	Reviewing career progression criteria to avoid cases in which employment status of the underrepresented gender is considered a barrier for career progression. e.g. fixed-term positions, part-time contract or career breaks – common characteristic of women’s career paths
068	Encouraging women to participate in management positions (e.g. through seminars, lettlers, mentoring, individual meetings…)
069	Providing training and advice to women in STEMM to apply and write funding aplications	Kemijski Inštitut

2.6. Ensure a gender aware internal evaluation system

Nr.	Action	Selected as a Good Practice by RPO partner
070	Promoting rewards and incentive systems for gender equality and diversity efforts and results (such as, e.g. collegiality, PLOTINA prize, etc)
071	Developing a collegiality indicator

2.7. Ensure a wide pool of diverse applicants is reached in all vacant positions

Nr.	Action	Selected as a Good Practice by RPO partner
072	Implementing a wide communication policy for vacant positions, inside and outside
073	Inclusive writing of job profiles in order to encourage/attract a diverse pool of candidates
074	Creating a Handbook for Academic Hiring and Search Committee, to provide guidance on every phase of the search and hiring process in order to ensure fair and consistently applied practices
075	Developing guidelines on how to write Letters of Recommendation - Helpful both to experienced faculty letter writers concerned about writing fair letters, and to new letter-writers who value some guidance in the process

KEY AREA 3: Work and personal life integration

Objectives

3.1. Develop a corresponsible working culture

Nr.	Action	Selected as a Good Practice by RPO partner
076	Reviewing the work and personal life integration measures that exist in the organization, analysing the use women and men make of them, how measures could be improved and what other needs workers might have to improve or propose new measures	ISEG Mondragon Unibertsitatea Kemijski Inštitut
077	Scheduling work-meetings only within core hours
078	Developing initiatives to encourage men to take parental leave	ISEG
079	Understanding and developing ways to address long working hours culture

3.2. Ensure availability of structured supports for work and personal life integration

Nr.	Action	Selected as a Good Practice by RPO partner
080	Creating an information and advice resource (e.g. desk) for the integration of work and personal life	Kemijski Inštitut Özyeğin Üniversitesi
081	Providing structured support inside the organisation for staff with caring responsibilities	Alma Mater Studiorum – Università Di Bologna University of Warwick
082	Providing flexible working times arrangement options, from part-time to remote working
083	Providing career breaks options
084	Supporting women and men coming back to work from parental leaves, from reduced work load to work times	University of Warwick
085	Implementing ICT-based systems to enhance flexibility
086	Providing specific measures and support for both members of dual career couples	University of Warwick
087	Budgeting for temporary replacement of employees that have requested parental leave (e.g. maternity cover)
088	Creating lactation rooms/spaces within the organization (for both staff and student use)	University of Warwick
089	Developing feasibility plans for the creation of new welfare services, ex. contract arrangements with service suppliers from family care duties and house chores to summer camp organization, to child-care in case of conference or congress	University of Warwick

3.3. Enable individuals on parental leave to have an easier return to work

Nr.	Action	Selected as a Good Practice by RPO partner
090	Providing institutional funding to support re-establishing research programs after parental leave (e.g. providing teaching relief support for new parents)	University of Warwick
091	Formal process in place for contacts and communication with women and men during parental leaves	Mondragon Unibertsitatea

KEY AREA 4: Researchers and research: gender equality and sex and gender perspective

Objectives

4.1. Promote diversity in research management

Nr.	Action	Selected as a Good Practice by RPO partner
092	Monitoring of all Research data disaggregated by gender: funding allocation, publications submission, excellence evaluation, patent applications,….
093	Ensuring diverse needs of individuals in research teams are considered
094	Ensuring research teams are gender balanced when possible
095	Ensuring transparency in all Research funding allocation phases
096	Raising awareness and enhancing visibility of female researchers as role models in local community events

4.2. Advance towards a gender inclusive/aware research excellency

Nr.	Action	Selected as a Good Practice by RPO partner
097	Developing, communicating and implementating standards for the incorporation of sex and gender analysis into basic and applied sciences
098	Assessing Gender Equality Impact as part of the research excellence standards
099	Requiring gender equality and diversity competence as part of research excellence standards
100	Rethinking excellence and developing an inclusive definition of excellence
101	Giving Interdisciplinary Research groups the same status as all other one-discipline research structures
102	Developing networks of multidisciplinary research groups interested in gender and diversity in internal funding applications/grants/projects where relevant

4.3. Promote the inclusion of the sex and gender dimension in research content

Nr.	Action	Selected as a Good Practice by RPO partner
103	Requesting sex and gender variables in Research planning, activity and results
104	Considering all genders for language and images in Research material and production
105	Dissagregating research data (data used in for example, academic articles, reports…) by sex and/or gender where relevant
106	Requiring all applicants for funding to consider sex and gender in their research design where relevant
107	Requiring calls for application to include sex and gender where relevant
108	Promoting incentives (e.g. additional marks for the evaluation, requiring it in the evaluation criteria, etc ) to encourage researchers including the gender dimension in their Research
109	Enhancing visibility of the gender dimension in research	ISEG Alma Mater Studiorum – Università Di Bologna University of Warwick

4.4. Raising awareness and training researchers on integrating the sex and gender dimension in research content

Nr.	Action	Selected as a Good Practice by RPO partner
110	Organising seminars to overcome unconscious bias in assessing excellence, in staff performance review/appraisal
111	Organising empowering seminars for female researchers linked to issues such as research funding, leadership in research groups, etc.
112	Organising internal training workshops on the use of sex and gender analysis methods in Research	Alma Mater Studiorum – Università Di Bologna Kemijski Inštitut Özyeğin Üniversitesi ISEG
113	Organising seminars to raise awareness/educate the importance of the introduction of sex and gender variable in research

KEY AREA 5: Integration of sex and gender dimension in teaching curricula

Objectives

5.1. Promote the integration of a sex and gender dimension in teaching curricula

Nr.	Action	Selected as a Good Practice by RPO partner
115	Providing staff with Guides and Workshops on integration of equality and diversity in curriculum design, learning activities and/or program of study, as a teaching and learning support	Mondragon Unibertsitatea
116	Development of introductory and advanced courses for all disciplines on sex and gender variables in Research	University of Warwick
117	Developing initiatives to raise awareness about the importance of integrating the gender dimension in teaching curricula
118	Providing students with specific courses relevant to sex/ gender in their study curricula	ISEG Mondragon Unibertsitatea Özyeğin Üniversitesi Alma Mater Studiorum – Università Di Bologna