August 3rd 2021, Release Note: WFM UK | ATS: Capturing Applicant Diversity & Inclusion Data – Fourth & HotSchedules Customer Success Portal

What's Changing?

New functionality has been introduced to enable customers to capture voluntary Diversity & Inclusion (D&I) data from candidates when applying to vacancies in the Applicant Tracking System (ATS).

Release date: 3rd August 2021

Reason for the Change?

D&I data can be used for government reporting requirements such as Gender Pay Gap reporting

Customers Affected

All customers using the ATS and the HR module within Workforce Management.

Enabled by Default? - No
Set up by customer Admin? - No
Enable via Support ticket? - No
Enable via Customer Success Manager? - Yes
Affects configuration or data? - No

Release Note

Applicant D&I data will be captured using a standardised questionnaire which will be displayed at the bottom of the application forms. Customers can have this D&I questionnaire (Fig.1) enabled by contacting their Customer Success Manager (CSM).

To complete the Diversity & Inclusion questionnaire, candidates select Open (see Fig. 2).

Fig.1 - D&I questionnaire section in an Application Form

Fig.2 - D&I questionnaire in expanded view

The questions and options for answers cannot be modified by customers within the D&I Questionnaire. This is to ensure that dashboards in Fourth Analytics can be developed in a consistent way across our customer base to provide useful insights.

Customers can however modify the following content to ensure the messaging and tonality suits their brand:

Description - Candidates will see this text first before expanding the D&I questionnaire and therefore is designed to display a clear and concise summary of why D&I data is required (see Fig. 3). The Description text has a maximum limit of 200 characters with spaces

Fig.3 - Description text in D&I section

Background Information - Candidates will see this text once the D&I questionnaire has been opened and expanded. Further details and information can be outlined within this text area to provide rationale and context for why applicants are being requested to provide D&I data. The Background Information text area has a maximum limit of 2000 characters with spaces

Fig. 4 - Background Information text in D&I Section

If the D&I questionnaire has been enabled, the candidate will be required to answer all the questions in order to submit their application.

If the candidate does not wish to share their sensitive information, they can simply select Prefer Not to Say within the pick lists for each question.

The Questionnaire

The Diversity & Inclusion questionnaire includes the following questions and available answers:

Question	Available Answers
What is your age?	Younger than 18 18-24 years old 25-34 years old 35-44 years old 45-54 years old 55-64 years old 65-74 years old 75 years+ Prefer not to say
How would you describe your gender identity?	Male Female Non-binary Transgender Not listed above Prefer not to say
How would you describe your ethnicity?	White - British White - British Northern Irish White - Irish White - Other Mixed - White and Black Caribbean Mixed - White and Black African Mixed - White and Asian Mixed - Other Asian or Asian British - Indian Asian or Asian British - Pakistani Asian or Asian British - Bangladeshi Asian or Asian British - Other Black or Black British - Caribbean Black or Black British - African Black or Black British - Other Chinese or Other Ethnic Group - Chinese Chinese or Other Ethnic Group - Other Arab & Middle Eastern – Arab Middle Eastern - Middle Eastern Descent Arab & Middle Eastern - Iraqi Arab & Middle Eastern - Other Arab & Middle Eastern - Kurdish Arab & Middle Eastern - North African Gypsy / Traveller / Irish Traveller Any Other Ethnic Group Prefer not to say
What is your sexual orientation?	Asexual Bi/bisexual Gay Lesbian Heterosexual/straight Pansexual Not listed above Prefer not to say
What is your religion?	Amish Atheism Bahai Faith Buddhism Chinese Folk Christianity Catholic Protestant Orthodox Christianity Confucianism Hinduism Islam Jainism Judaism Shamanism Shinto Sikhism Spiritism Taoism Wicca Zoroastrianism Not listed above Prefer Not To Say
Do you consider yourself to have a disability, impairment or condition?	No known impairment, health condition or learning difference A mental health difficulty, such as depression, schizophrenia or anxiety disorder A physical impairment or mobility issues, such as difficulty using your arms or using a wheelchair A social/communication impairment such as a speech and language impairment or Asperger’s syndrome/other autistic spectrum disorder A specific learning difficulty such as dyslexia, dyspraxia or AD(H)D Blind or have a visual impairment uncorrected by glasses Deaf or have a hearing impairment An impairment, health condition or learning difference that is not listed above Prefer not to say

The questions and answers detailed above have been aligned between the ATS and Workforce Management to ensure that any D&I data captured at the application stage for a candidate is subsequently passed through to Workforce Management to be stored against their employee record within the HR module. This is outlined in detail within WFM UK Release Note: Diversity & Inclusion Enhancements.

Enabling Diversity & Inclusion Questionnaire

To enable this functionality within the ATS platform, please make a request via your Customer Success Manager and provide the following:

Description text - a maximum limit of 200 characters with spaces
Background Information text - a maximum limit of 2000 characters with spaces

Multi-brand customers have the option to enable the D&I questionnaire on a per brand basis. The Description Text & Background Information text can also be customised on a per brand basis.