FOI-2024-1693
You asked
- I would like to know when the ONS were in discussion with central government in taking up the new hybrid policy.
- I would like to know further how the decision was reached to go for 40% in the office, was this from central government, or was it ONS who put that number forward?
- I want to know what data and evidence Office of National Statistics (ONS) used in reaching that decision, and if no data and evidence was used based on what reasoning was the 40% reached?
- Were D&I team/s (including support networks, e.g. Carers network) within ONS consulted on this decision?
- Lastly, given ONS' pillar on 'inclusion' what steps has ONS taken to make sure the new policy will not result in discrimination at work? (happy to elaborate on any of the above).
We said
Thank you for your request.
Please see the following answers to your questions:
1. Sir Ian Diamond was in discussion with other Permanent Secretaries where it was determined collectively in November 2023 that all Civil Service departments will increase their office attendance levels to 60%, within the scope of their estate capacity.
2. The letter from all Permanent Secretaries to all Civil Servants (published on UK Statistics Authority intranet site) clearly stated that:
Ministers had asked Permanent Secretaries to set and implement an expectation of increased office-based working
Permanent Secretaries agreed together those based in offices will spend a minimum of 60% of their working time working face to face with their colleagues either in offices or on official business, rather than at home
The 60% requirement is subject to estate capacity
Given this position, UKSA used existing capacity planning models to identify the attendance levels that could be accommodated, using current and committed estate, which resulted in 40% for all offices, excluding the Darlington Economic Campus which would be 20%.
3. The data and evidence used in reaching this decision was based on the number of colleagues contractually based at each location in conjunction with office capacity, which in turn is based around available workspaces and furniture settings across each site.
4. As noted above, the decision to move to 60% attendance across the Civil Service was made by Permanent Secretaries, with departmental implementation shaped by relevant estate capacity.
The ONS subsequently consulted with Network Leads on the planning and implementation arrangements, and will continue to do so.
5. In order to understand any implication of requiring office attendance, an Equality Impact Assessment has been completed and will continue to be iterated through the implementation period, seeking input from relevant network leads and Departmental Trade Unions.
In addition, colleagues have been invited to attend consultation sessions with Employee Relations experts to discuss personal circumstances, and line managers are being offered deep dive policy sessions to ensure they are fully briefed on the support being made available for colleagues. To date over 400 consultation sessions have taken place and over 14 deep dive policy sessions.
The phased implementation over several months towards 40% attendance, together with the adoption of a four-week accounting period, provides some mitigation of potential impact across all groups of colleagues. Workplace adjustments and carer's passports are in place for colleagues to access as needed. UKSA's hybrid working approach continues to offer great flexibility to work in different ways that best support delivery, with an ongoing hybrid approach and flexible working hours.
UKSA will continue to monitor and review the use of offices and the various spaces within them, reflecting any inclusion considerations from these reviews in future iterations of the Equality Impact Assessment.