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Category Human Resources
Type Policy
Approved by Vice-Chancellor, 23 June 2025
Date Procedure Took Effect 23 June 2025
Last approved revision 
Sponsor Director of Human Resources
Responsible officer Head of Organisational Development

Purpose

To outline the University’s rationale for collecting staff sociodemographic data and to specify how this data is stored and used.

Organisational scope

This policy applies to all University staff.

Definitions

Equity Groups
The University’s Equity and Diversity Policy recognises the following staff equity groups:
  • Staff with lived experience of disability
  • LGBTTIQA+ staff
  • Staff from migrant or refugee backgrounds and those whose first language is not English
  • Women where there are barriers to access to success
University Staff Community
A member of the academic or professional staff employed by the university, whether employed on a permanent, fixed-term, full-time, part-time or casual basis.

Content

  1. Overview

    1. Reliable, aggregated sociodemographic data is needed to:
      1. Enact the University’s commitments to social accountability, responsibility, and justice as expressed in Vision 2040, Pae Tata, and University Strategic Frameworks, and inform other strategic initiatives.
      2. Monitor and report on progress in fulfilling strategic commitments.
      3. Comply with government monitoring and reporting requirements.
      4. Report to other bodies, such as for University rankings.
    2. The University has multiple strategic commitments aimed at encouraging the development of a diverse and talented University Community by dismantling structural and systemic forms of discrimination and by providing appropriate support and opportunities for all staff, according to their needs.
    3. The University’s commitments to kaimahi Māori, Pacific staff, and staff included in Equity Groups are outlined in the University’s Māori Strategic Framework, Pacific Strategic Framework and the Equity and Diversity Strategic Framework and Action Plan respectively.
    4. The University aims to have a staff profile that reflects the sociodemographic makeup of the wider community and student population, hence the need to ensure that sociodemographic data is collected and used.

  2. Privacy and confidentiality

    1. Staff data collected by the University shall be subject to the University’s Privacy Policy, the Employee Privacy Statement, and the Privacy Act 2020.
    2. Information collected will be securely stored in accordance with the Employee Privacy Statement.
    3. Only staff who need access to sociodemographic data to carry out a function of their University role will have access to unpublished data.
    4. Any sociodemographic data that is shared internally with the University of Otago community, or is published and made publicly available, will be aggregated to protect the privacy of individuals.

  3. Use of data

    1. The University will monitor and report on the existing, new or changed sociodemographic makeup of the University Staff Community to:
      1. Take evidence-based actions and make plans relating to the progression of its strategic commitments.
      2. Identify arising issues and monitor progress on the resolution of these issues.
      3. Inform University projects which are aligned with the University’s strategic priorities.
    2. The University is committed to reporting its findings, internally or externally as appropriate, and engaging regularly with the University Staff Community to ensure that data collection, analysis and reporting are culturally appropriate, socially responsive, and effective.
    3. Statistics about University staff demographics will only be used by the University to plan and monitor progress towards its strategic priorities, to comply with government monitoring and reporting requirements, and to report to other relevant bodies, such as for University rankings (pursuant to section 426(1) of the Education and Training Act 2020).
    4. Anonymised and unidentifiable demographic statistics may be provided to members of the University Community (including staff, students, and Council members) as part of University reporting, such as the annual Staff Demographic Data Summary.
    5. Aggregated, anonymised and unidentifiable data that show the make-up of the University Staff Community may be made publicly available in University reports, such as with annual pay-gap reporting.
    6. In keeping with the University’s vision to come Te Tiriti-led, this policy also aligns with the principles of Māori Data Sovereignty, in that the use of Māori staff sociodemographic data will only be used to enhance the wellbeing of Māori, as well as Māori language and culture.
    7. Requests for staff sociodemographic data from University staff should be made in the first instance to the Manager, Equity, Diversity and Inclusion.

  4. Data collection

    1. The University encourages staff to complete a sociodemographic profile to support accurate statistics on gender, ethnicity, citizenship, iwi and hapū affiliation, LGBTTIQA+ communities, and disability, where applicable.
    2. Staff complete their sociodemographic profile through Web Kiosk.
    3. Staff may also provide sociodemographic information during their recruitment and onboarding process.
    4. Staff also provide sociodemographic data when they complete the biannual Staff Values and Behaviours Survey. However, this data is only included in reporting connected to the survey and does not become part of a staff member’s sociodemographic profile. For this reason, we encourage staff to complete their sociodemographic profile through Web Kiosk even if they have completed the survey.

Related policies, procedures and forms

Contact for further information about this policy

If you have any queries regarding the content of this procedure or need further clarification, contact:

Email equity@otago.ac.nz

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