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Using a consistent conceptual framework
MAC objective 7: Consistent conceptual framework for defining disability
What can we do?
1. Adopt the definitions of disability recommended by MAC
Agencies are urged to adopt the definition of disability in Section 4 of the DDA in developing recruitment and retention policies.
However, although the definition in the Disability Discrimination Act is conceptually strong and suitable to guide overall policy and direction, it can be difficult to put into operation in the practical process of data collection. For the purpose of data collection, agencies are urged to follow the MAC recommendation to adopt the definition of disability100 used by the ABS in its 2003 Disability, Ageing and Carers Survey (refer to Appendix B).
2. Ask consistent questions about disability
To ensure consistent APS-wide data collection, and to allow meaningful comparisons of that data across the APS, agencies should collect details of the disability status of their employees, by asking the following two questions:
| Question One ‘Do you have a disability?’ [referring respondents to the ABS definition of disability] |
Yes / No |
| Question Two ‘Do you have an ongoing disability that requires a work-related adjustment? |
Yes/No |
Once collected, data can be used at an individual level to consult with employees who have disclosed disability to ensure that any reasonable adjustment needs they may have are met, and that they are aware of the support arrangements available to them.
At a corporate level, data can be used to analyse trends, such as rates of engagement and separation of people with disability, and identify any systemic issues that need to be addressed.
3. Explain why data on disability is collected and how it is used
There are a number of simple things that agencies can do to encourage employees to disclose any disability. Agencies should promulgate clear advice about why personal employment data, including data on disability, is being collected and how it will be used to benefit both the employee and the agency.
Agencies should consider not only asking for this information when the employee is first engaged, but regularly offering employees the opportunity to update their status.
The Australian Public Service Commission complements data collection on commencement with an annual workplace diversity census. This is a straightforward process. An email is sent to all staff reminding them of why the information is requested, providing assurances of confidentiality and asking them to update their information.
Agencies may also wish to consider making use of a web–based system for collecting data developed by the Commission, called Online Employee Provided Information (OEPI). Disability status is one of the variables collected through OEPI. In those agencies that choose to make use of this facility, employees are sent an email inviting them to log on to a secure Commission website using a supplied password, check their current data and, if needed, update or correct the information displayed. Periodically, data is migrated from this website to APSED101 for use in analysis. To ensure that agencies' data is as accurate as possible, the information employees provide through OEPI is also forwarded to agencies so they can update their records.
Endorsement by the agency head of messages to staff about the reasons for supplying data can help to emphasise the importance of its collection, and appropriate guarantees of privacy and confidentiality can help to alleviate any concerns about how the information is used.
Agencies might also consider providing further information, in a targeted way, to employees who have elected not to supply data.
For more information on the above, see the section on ‘Collecting statistical data’ in What questions can I ask someone about their disability? of this kit.
100 http://www.abs.gov.au/AUSSTATS/
abs@.nsf/Latestproducts/4430.0Glossary12003?opendocument&tabname=Notes&prodno=4430.0&issue=2003&num=&view=
