uk resource centre for women in science, engineering and technology - athena swan sub-site

FAQs

What’s the Athena SWAN definition of SET/STEM?

  • We use the definition set out in DTI Economics Paper 16
  • This says that SET covers the fields of medicine, dentistry, subjects allied to medicine (eg nursing and pharmacy), biological sciences, veterinary sciences, agricultural sciences, physical sciences (eg physics and chemistry), environmental sciences, mathematical and statistical sciences, computer sciences and ICT, engineering, technology, architecture, and building and planning
  • For more details go to the SET definition page of the website.

Can we have an extension to the deadline for submission?
  • We are unable to offer any extensions to the deadline. 
  • Judging panels are arranged in advance and the judges need enough time to read and understand each of the submissions thoroughly in order to make their decision and provide considered feedback.

How firm is the word count: we cannot explain all our activities within the limits?
  • Word counts have been given for sections as a whole; it is up to you how you use these words within subsections. However, you must not exceed the word count, either in the body of the form or by attaching annexes.  
  • It is not necessary to set out every gender-related policy, especially those that are required by law and which every institution will be implementing.
  • Focus on what you are doing that is innovative or different.  Be concise, more is not necessarily better.

Is it acceptable for institutions to give business reasons for not implementing the Athena SWAN principles in practice?
  • No.  There are strong business reasons for implementing the Charter principles.  All members commit themselves to the principles when they join the Charter. An institution which was not working on implementing the principles would be highly unlikely to qualify for an award.
 
My institution has an unusual set-up: how do I ensure that the judges understand this?
  • Use the opening section to provide a concise picture of your institution, drawing out any unusual features so that the judges understand the limitations on what you can do.
  • You can also use the section ‘any other information’ to highlight particular differences between you and other institutions.

Should I send the submission in hard copy or electronically? 
  • Send the entire submission electronically, including the covering letter, but send the covering letter of support signed by the Vice-Chancellor or Head of Department in hard copy as well.  This must be received by the SWAN team within 7 working days of the submission deadline.
  • Do bear in mind that the submissions will be printed off in black and white and sent to the judges. The entire application should be in a PDF format that is printable on A4 paper without adjustment.
At my institution the Self Assessment Team says that the tone of the draft submission is too critical and negative. Do you think we will be judged harshly for this?
  • It is unlikely that the judges will view this in a negative light. One of the most important things the judges look for is honesty, and provided that an organisation recognises its short-comings and then proposes action plans to address them, the panel will view this kind of self-criticism quite favourably.  In fact, they may be suspicious of an overly rosy portrayal!  However, at Silver and Gold level you will need to show that you have made some progress!
Should departmental submissions be coordinated by the Head of Department or a senior member of staff?
  • Not necessarily, but it can be easier to get support if the preparations are led by a more senior staff member.
Do departmental Silver awards encourage other departments to apply?
  • Yes. It’s good to have active links between departments to share good practice and support each other. York University has an Athena SWAN Committee across different SET departments, which supports departments where women are under-represented and more isolated.  At Imperial College successful departments mentor applicant departments the following year.

How can we engage people in the process?
  • The Head of Department sets the tone. Engage people through staff meetings. Submit the draft report to management meetings. Put the minutes of the self-assessment team on the Intranet. Remember to sell the message to men as well as women.

Can we use examples of good practice from non-SET departments?
  • No. The SWAN Charter and awards are about improving the representation of women in SET.

Can someone from Athena SWAN proofread or check my application before I submit it formally?
  • No.  The SWAN Charter Coordinator and UKRC staff are involved in the judging panels and it would be a conflict of interest for them to check applications. However, UKRC staff can provide guidance on the preparation of the applications and on good practice.
  • You should also look at the factsheets on good practice and the links to previous applications on the website (http://www.athenaswan.org.uk/html/athena-swan/good-practice/previous-applications/)

Who should we include in the SET data?
  • Ideally, you should include all staff working on SET.
  • Although the SWAN Charter was originally aimed at academic and research staff, the judges are interested to see how departments create inclusive environments for technical and support staff as well.
  • At Bronze department and Silver and Gold levels we ask for data on students as well because they provide the pipeline for future staff and their perceptions will have an impact on future employment.

At Bronze university level do I need to provide data for each and every SET department?
  • No.  Because we are looking at the university’s baseline policies, we want to see how SET departments compare with non-SET departments.  If there are particular disciplines with problems, you could provide data on those along with your plans to improve the situation.  Avoid sending pages of separate data for lots of SET departments.
Is there a threshold for proportions of female staff at each award level?
  • No. Circumstances will vary, for example, some physics departments may have no female staff, but you will be expected to put in place mechanisms to address this.
Where can we find information about national statistics and data?

We recently changed our HR system and the data is not easily comparable with previous years.  Is this acceptable?
  • We welcome efforts to improve data gathering.  You should explain what the changes are and how they have affected the application in the section for ‘any other comments’.
  • You should, nevertheless, make some effort to compare progress over the years so that you can identify where efforts should be prioritised.
 
 
 



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