We will continue to update this page with good practice examples of how organisations have used EDI data to drive inclusion, if you would like to submit your own examples, please get in touch.

How to use this resource

We have put together a set of questions for housing associations to work towards, and each organisation can set their own pace and approach. Our 2023 data collection found three key areas of underrepresentation – female leaders, ethnic diversity at leadership level and disability across the workforce. Moreover, the Better Social Housing Review recognised the structural inequalities experienced by Disabled tenants and tenants from Black, Asian and Minority Ethnic backgrounds. We therefore suggest that, as a minimum, organisations collect gender, ethnicity and disability data and work towards greater representation in these areas.

This resource exists to help members communicate the value of collecting EDI data to their workforce. It also provides examples of how that data could be used. The information below can be used to inform action plans on EDI data use and develop internal communications strategies to share key findings with your workforce.

Questions

Position in organisation (Note: this question can be adapted to include more detailed breakdown)

For this organisation, are you? Please select one.

( ) A board member

( ) A member of the leadership team

( ) A staff member (not on the leadership team)

How old are you? 

( ) 16-24

( ) 25-34

( ) 35-44

( ) 45-54

( ) 55-64

( ) 65+

Why we suggest this wording

While any age categorisation would still be comparable with Census population data, these categories provide an appropriate level of detail to explore representation. Having a 65+ category aligns with the age categories in the Labour Force Survey, which measures economic activity for people aged 16-64 years old.

Why collect this data

To understand how well your workforce, executive teams and board members represent a variety of ages and are therefore more likely to represent different ways of thinking, cultures and beliefs that are associated with different generations. While you may expect leaders to be, on average, older than the rest of the workforce due to the experience needed, it is still important to ensure the needs of different generations are represented and that you have diversity of thought when making strategic decisions.

How you can use this data

To work towards employing a representative range of age groups in your workforce. A lack of representation of some age groups could be related to policies around flexible working, well-being initiatives and benefits. Different age groups may value these policies differently. Organisations could look at which different policies and benefits could be introduced to ensure all age groups benefit equally from them.

Which of the following best describes your gender:

( ) Male

( ) Female

( ) Non-binary

( ) Other gender, please describe

( ) Prefer not to say

Why we suggest this wording

If you have the space to include a definition of non-binary, the following wording could be helpful:

“Non-binary is an umbrella term for people whose gender doesn’t sit exclusively with ‘man’ or ‘woman’. Non-binary identities are varied and can include (but are not limited to) people whose gender fluctuates (genderfluid), people who do not identify with any gender (agender), and people who identify with multiple genders (bigender/polygender).”

For equality monitoring purposes, we suggest asking about gender, rather than sex assigned at birth. Most people will have a biological sex that corresponds to their gender, but gender better reflects people’s current experience of their workplace. Therefore, data on gender tells us what we need to know about the existence of gender inequality and sexism in the workplace.

Under the current wording and interpretation of the Equality Act 2010 the Equality Act 2010 (Gender Pay Gap Information) Regulations 2017, there is no definition of “sex”, “male” or “female” and no distinction made between sex and gender. However, the Equality and Human Rights Commission has recommended that these terms be clarified and that, for sex discrimination purposes, it should relate to sex at birth rather than gender, with gender identity being protected separately. Those recommendations are not currently implemented in the legislation. If this changes, organisations may have to collect data on sex to determine whether someone is protected against discrimination on these grounds.

You could consider also asking a question on sex once at the point of induction, following the Government Statistical Service (GSS) sex and gender harmonisation guidance on the question wording.

Why collect this data

Our 2023 report identified a lack of female representation at leadership level. Only 47% of executives and 44% of board members are female compared to 54% of the workforce. Collecting data on the gender of your workforce and leadership is essential to identify any barriers to progression within your own organisations. Moreover, employers with 250 or more employees are legally required to report their gender pay gap data. The guidance suggests that it is important for employers “be sensitive to how an employee identifies their gender”. While it requires employers to report the pay gap for two genders - ‘men’ and ‘women’ - the regulations do not define these terms and clarify that if an employee does not self-identify as either gender, then they can be excluded from the calculations.

How you can use this data

To identify and act on any underrepresentation. If, for example, female leaders are underrepresented, organisations could change recruitment practices to ensure that job advertisements don’t include gendered wording. They could also increase or revise training and development opportunities for women.

Is your gender identity different to the one that you were assigned at birth?

( ) Yes

( ) No

( ) Prefer not to say

Why we suggest this wording

This question aligns with the Census 2021 question on gender identity. It can be used as a proxy to understand whether someone might be protected against gender reassignment discrimination by the Equality Act 2010. In the Equality Act, gender reassignment means proposing to undergo, undergoing or having undergone a process to reassign your sex. However, asking about gender identity is likely to be easier to understand and moreover, asking for information about gender reassignment could interfere with people’s right to privacy.

While there are longer, more inclusive questions you could ask about gender identity, limitations around HR systems mean that this shorter question is the one we recommend at this time.  

Why collect this data

Our 2023 data collection saw an increase in people choosing not to disclose information about their gender identity, this suggests staff may not feel fully comfortable at work. As a sector, we want to create safe environments for people to be their full selves at work, knowing that they will be treated equally and fairly.

We also want to do what we can to ensure that our homes provide safe spaces for trans residents. Research commissioned by HouseProud in 2017 found that 60% of trans residents did not feel their neighbourhood was a safe place to live as an LGBTQ+ person. The report highlighted that many residents felt housing provider staff had a poor understanding of LGBTQ+ lives. In some cases, residents experienced discrimination from staff. Trans representation at all levels of an organisation is an important part of understanding how trans residents’ experience of services could be improved, as well as hearing from trans residents themselves.

How you can use this data

To explore representation and inclusion of trans people at a workforce and leadership level. A high proportion of ‘prefer not to say’ responses to this question could indicate that people do not feel they can be their full selves at work. Although, people’s reasons for choosing not to disclose their gender identity are complex and may have as much, if not more, to do with attitudes and events outside of work.

To create an inclusive workplace culture, organisations could look at whether their policies, procedures and facilities meet the needs of trans people. They could develop a transitioning at work policy, for example. To help them do this, organisations could consult trans colleagues and seek support and advice from external organisations.

Organisations could also introduce training for staff around trans inclusion and treating trans residents and colleagues with respect.

Are you…

( ) Married/Civil partnered

( ) Divorced/Separated

( ) Widowed

( ) Living with a partner

( ) Single

Why we suggest this wording

Since the data collection in 2023, we have simplified the suggested response options. They previously asked for more detail than is necessary for equality monitoring purposes. These response options still align with Census data to enable comparisons with the population.

Why collect this data

Being married or in a civil partnership is a protected characteristic. Research published by the Equality and Human Rights Commission found that married women aged 40 and over experience a pay disadvantage compared to unmarried women, while married men of all ages earn substantially more than unmarried men.

How you could use this data

By gathering this data, organisations can explore whether there are any barriers to progression for people who are married. Someone’s marital status and their living arrangements can impact on the support, wellbeing and benefits that they need from their employer. Representation of different marital and living situations at leadership level can help to ensure those diverse needs are met.

Organisations could also look at how the marital status of their employees overlaps with other characteristics to see whether there are additional barriers for those who are married and, for example, female and have caring responsibilities.

What is your ethnic group?

White

( ) English, Welsh, Scottish, Northern Irish or British

( ) Irish

( ) Gypsy or Irish Traveller

( ) Roma

( ) Any other White background, please describe:__________________________

Mixed or Multiple ethnic groups

( ) White and Black Caribbean

( ) White and Black African

( ) White and Asian

( ) Any other Mixed or Multiple background, please describe: ________________________

Asian or Asian British

( ) Indian

( ) Pakistani

( ) Bangladeshi

( ) Chinese

( ) Any other Asian background, please describe: ____________________________

Black, African, Caribbean or Black British

( ) African

( ) Caribbean

( ) Any other Black, Black British, Caribbean or African background, please describe: _________________

Other ethnic group

( ) Arab

( ) Any other ethnic group, please describe: ___________

( ) I prefer not to say

Why we suggest this wording

The wording aligns with the GSS harmonised standards for ethnicity data and Census 2021 data, so any data collected would be comparable with the population. Within the tool, the ethnicity question is split by headline categories (White, Mixed/multiple ethnic group, Asian/Asian British, Black/African/Caribbean/Black British, Other ethnic group) and the more detailed categories. This means that organisations can still complete the question even if they do not collect this higher level of detail. However, we suggest asking the detailed question, as there may be differences in experiences and outcomes for people with different ethnicities within the same headline group.

Why collect this data

A key finding from our 2023 EDI data collection was that executive teams in the housing association sector are less ethnically diverse than the sector’s workforce and residents. Only 4% of executives are either Black/African/Caribbean/Black British or Asian/Asian British compared to 15% of the workforce and 13% of residents. We also know that residents from Black, Asian and Minority Ethnic backgrounds are more likely to live in homes with issues like damp and mould, as emphasised in the Better Social Housing Review.

The sector needs leaders that represent the communities they serve. Even in areas with less ethnically diverse populations, having representation of a diverse range of ethnic backgrounds is crucial to delivering effective and equitable services that improve people’s lives and ensure no one is left behind. Ethnically diverse leadership teams make decisions that acknowledge and reflect the diverse needs and experiences of their staff and residents and are better equipped to tackle the inequality that we know exists.

Additionally, the Equality (Race and Disability) Bill plans to make ethnicity pay gap reporting mandatory for employers with over 250 staff, bringing regulations in line with current guidance for gender pay gap reporting.

How you could use this data

By gathering this data, organisations can understand whether there are barriers to leadership progression for some ethnic groups. This data can also be used for ethnicity pay gap reporting. Identifying, investigating and reporting on disparities in the average pay between ethnic groups demonstrates greater transparency and helps organisations build trust with staff. The government currently publishes guidance for employers on voluntary ethnicity pay reporting, including how to measure, report on and address any ethnicity pay differences within their workforce.

To address underrepresentation, organisations could look at their recruitment policies, development opportunities and their succession planning processes. Housing associations can demonstrate their commitment to anti-racism by signing up to the Social Housing Anti Racism Pledge (SHARP), which includes six principles to inform your anti-racism strategy. They can also implement Leadership 2025’s five-point plan for a more ethnically diverse leadership.

To hear more practical solutions to improve ethnic diversity, watch our webinar ‘Addressing the lack of ethnic diversity at leadership level’ which took place on Tuesday 8 October.

What is your religion?

( ) No religion

( ) Christian (including Church of England, Catholic, Protestant and all other Christian denominations)

( ) Buddhist

( ) Hindu

( ) Jewish

( ) Muslim

( ) Sikh

( ) Any other religion, please specify:_____________________________________

( ) I prefer not to say

Why we suggest this wording

This wording aligns with the GSS harmonised standard for data on religion and is comparable with Census 2021 data.

Why collect this data

Our 2023 EDI data collection found that ‘Religion’ was the characteristic with the highest proportion of ‘Prefer not to say’ responses. This indicates that, as a sector, we need to continue to work on being more inclusive for people with different religious beliefs.

Diversity of religious beliefs across all levels of the workforce benefits organisations, employees and residents. It brings diversity of thought and reflects the experience of the communities organisations serve in strategic decisions and service delivery.

How you could use this data

To address a lack of diversity at a workforce or leadership level, organisations could look at how inclusive their policies, such as holidays and annual leave policies, are for people with different religions. They could assess whether places of work are designed in a way which enables colleagues to practice their religion, and whether a more inclusive culture could be created through internal communications, events and training. For example, organisations could consult with staff about how they could better support colleagues who observe Ramadan or celebrate religious holidays other than Christmas.

Do you have any physical or mental health condition which has lasted, or is expected to last, at least 12 months?

( ) Yes

( ) No

( ) Prefer not to say

(If yes) Do any of your conditions or illnesses reduce your ability to carry-out day-to-day activities?

( ) Yes, a lot

( ) Yes, a little

( ) Not at all

Why we suggest this wording

The wording of this question reflects the way it is asked within Census 2021, this means we can accurately compare against the population. An alternative to this wording would be to ask about self-reported disability – i.e. whether staff consider themselves to be Disabled or to have a disability. This question is less clinical; however, it may result in fewer people responding yes, as some people with a long-term health condition may not consider themselves Disabled. If organisations choose to ask this question differently, it is worth bearing in mind how the changes to the wording might impact on the way staff respond and therefore how comparable the data is to Census population data. The GSS harmonisation team provides guidance on how to analyse disability data when using this wording, including alignment to legislation and potentially missed populations.

We also recognise that there are good reasons for organisations to collect more detailed information about the types of disabilities their employees have and their individual needs. This data could be useful, for example, when undertaking equality impact assessments to explore the impact of policy changes on Disabled employees. Organisations may also find it useful to ask a separate question to understand representation of neurodiversity in their workforce and on their leadership teams. We have not included either of these within the EDI data tool due to a lack of comparable population data but will continue to look at whether this should change in the future

Why collect this data

Our 2023 report states that more than a quarter of the sector’s residents are Disabled or have long-term health condition (29%), compared to only 9% of the sector’s workforce. While we recognise that not all Disabled people are able to work, the sector’s workforce is still not representative of the proportion of England’s working population that are Disabled (16%). Moreover, we should aim to create inclusive workplaces for Disabled people and remove barriers so that all Disabled people who want to work can. This will not only benefit colleagues, but also residents whose experiences will be better reflected in decisions that affect them.

Additionally, the Equality (Race and Disability) Bill plans to make disability pay gap reporting mandatory for employers with over 250 staff, bringing regulations in line with current guidance for gender pay gap reporting.

How you could use this data

Where workforce data on disability indicates a lack of representation, organisations can work to address this by looking at flexible working arrangements and creating disability-friendly policies for internal communications, meetings and events.

Organisations can demonstrate commitment to inclusivity by becoming a Disability Confident employer and take a look at the NHF resources on Disability Confident best practice for housing associations.

Finally, and crucially, speak to Disabled colleagues about their experiences, preferences and ideas, ensuring that their voices are central to plans to create more inclusive workplaces for Disabled people.

Do you have children under the age of 16, or 16-18 years and who are in full-time education, who live with you at least part of the time?

This could include biological children, adopted children or stepchildren. It does not include children aged 16 to 18 years who have a spouse, partner or their own child living in the household.

( ) Yes

( ) No

( ) I prefer not to say

Why we suggest this wording

This wording aligns with the way the question is asked in the Census and the ONS definition of dependent children, so population data is comparable.

Why collect this data

To understand whether there are barriers in the workplace for colleagues, or prospective colleagues, with dependent children.

How you could use this data

If people with dependent children are underrepresented at a workforce or leadership level, it could be worth looking at policies like employee benefits and flexible working to ensure that they benefit colleagues equally and create supportive and inclusive workplaces for colleagues with dependent children.

Do you look after, or give any help or physical support to, anyone because they have long-term physical or mental health conditions or illnesses, or problems related to old age? Do not include paid employment.

( ) Yes

( ) No

( ) I prefer not to say

Why we suggest this wording

This question wording aligns with the GSS harmonised standard for data on unpaid care and the wording in the Census, so population data is comparable.

Why collect this data

People who provide informal care are protected under legislation. Under the Equality Act 2010, people with caring responsibilities are protected against discrimination by association, for example, if they care for someone who is elderly (age discrimination) or Disabled. A 2024 report by Carers UK suggested that this legislation is poorly understood and called on the government to make caring a protected characteristic to ensure that carers are visible, valued and better supported by employers and public bodies.

Additionally, the Carer’s Leave Act 2023, which came into effect in April 2024, entitles employees who care for someone with a disability, health condition, injury or care needs due to old age, to up to one week’s unpaid leave per year.

Data on caring responsibilities needs to be regularly updated as people can become carers overnight. The Centre for Care found that between 2010 and 2020, on average, 12,000 people became a carer every day.

How you could use this data

Data on employees’ caring responsibilities can be used to understand whether policies, such as flexible working policies, are working for people who provide informal care. It also enables organisations to monitor whether the workplace is supportive and inclusive towards them and offers equal opportunities for progression to leadership roles.

The University of Sheffield found that 36% of working carers had turned down a job offer or promotion, or decided not to apply for a job, because of their caring responsibilities. But support from employers can help. Carers UK found that support from employers, such as offering opportunities for flexible working and leave, can help carers to juggle work and care and reduce stress and anxiety. There are strong business benefits from supporting carers. Cumulatively, UK companies could save up to £4.8bn a year in unplanned absences and a further £3.4bn in improved employee retention by adopting flexible working policies to support those with caring responsibilities. To help create inclusive workplaces for carers, organisations can introduce carers’ networks. These networks provide spaces for carers to meet regularly and share their experiences.

Which of the following best describes your sexual orientation?

( ) Straight/Heterosexual

( ) Gay or lesbian

( ) Bisexual

( ) Asexual 

( ) Other sexual orientation, please describe:

( ) I prefer not to say

Why we suggest this wording

This wording aligns with the GSS harmonised standard for data on sexual orientation. As in the standard, the term ‘sexual orientation’ aligns with wording used in the Equality Act 2010.

We have included the additional response option of Asexual to be more inclusive, following professional advice. There is Census population data available for this category as a common response to the “Other sexual orientation, write in” response option in the Census 2021 questionnaire.

Why collect this data

Research commissioned by HouseProud in 2018 found that many residents felt housing provider staff had a poor understanding of LGBTQ+ lives. In some cases, residents experienced discrimination from staff. Representation within the workforce and at leadership level is key to addressing this.

In 2023, 6% of the housing association workforce chose not to disclose their sexual orientation. There could be a variety of reasons why people have chosen not to disclose this information about themselves, ranging from concerns around the security of this data, to uncertainty about how this information may be used by their employer. It could indicate that they do not feel their workplace is inclusive enough.

How you could use this data

If there is a high proportion of people choosing not to disclose their sexual orientation, one way to build trust is to demonstrate how data can be used to create more inclusive workplaces for LGBTQ+ colleagues. Organisations could look at introducing awareness training, they could create and empower staff networks, and acknowledge and celebrate key dates, such as Pride Month.

To demonstrate a commitment to equality for LGBTQ+ communities within the workforce and learn more about how to become LGBTQ+ inclusive leaders, housing associations could join Stonewall’s Diversity Champions programme. To extend this commitment to residents, join the HouseProud pledge.

What was the occupation of your main household earner when you were aged about 14?

( ) Modern professional & traditional professional occupations such as: teacher, nurse, physiotherapist, social worker, musician, police officer (sergeant or above), software designer, accountant, solicitor, medical practitioner, scientist, civil / mechanical engineer.

( ) Senior, middle or junior managers or administrators such as: finance manager, chief executive, large business owner, office manager, retail manager, bank manager, restaurant manager, warehouse manager.

( ) Clerical and intermediate occupations such as: secretary, personal assistant, call centre agent, clerical worker, nursery nurse.

( ) Technical and craft occupations such as: motor mechanic, plumber, printer, electrician, gardener, train driver.

( ) Routine, semi-routine manual and service occupations such as: postal worker, machine operative, security guard, caretaker, farm worker, catering assistant, sales assistant, HGV driver, cleaner, porter, packer, labourer, waiter/waitress, bar staff.

( ) Long-term unemployed (claimed Jobseeker’s Allowance or earlier unemployment benefit for more than a year).

( ) Small business owners who employed less than 25 people such as: corner shop owners, small plumbing companies, retail shop owner, single restaurant or cafe owner, taxi owner, garage owner.

( ) Other such as: retired, this question does not apply to me, I don’t know

( ) I prefer not to say

Which type of school did you attend for the most time between the ages of 11 and 16?

( ) A state-run or state-funded school

( ) Independent or fee-paying school

( ) Independent or fee-paying school, where I received a bursary covering 90% or more of my tuition

( ) Attended school outside the UK

( ) I don't know

( ) I prefer not to say

If you finished school after 1980, were you eligible for free school meals at any point during your school years?

( ) Yes

( ) No

( ) Not applicable (finished school before 1980 or went to school overseas)

( ) I don't know

( ) I prefer not to say

Why we suggest this wording

These questions are recommended by the Social Mobility Commission based on their accuracy, clarity and accessibility.

Why collect this data

The Social Mobility Commission says that the question on parental occupation is the best way to assess someone’s socio-economic background. The question on attendance at an independent school measures extreme advantage, as independent school attendees are known to be overrepresented in top jobs in the UK. The question on free school meals (FSM) measures extreme economic disadvantage. We know that receiving free school meals has an impact on earnings – at age 25, only 23% of FSM recipients had recorded earnings above the Living Wage, compared to 44% of non-recipients.

See the Social Mobility Commission’s employers’ toolkit for information on why you should ask these questions and how to interpret the data, as well as other practical tips for collecting socio-economic data and ideas to improve socioeconomic diversity and inclusion.

How you could use this data

Look at these questions together to explore whether some socioeconomic indicators are over or underrepresented within your workforce or leadership. This data helps us to understand privilege and how well an organisation, and the sector, either perpetuates privilege or champions social mobility.

To achieve greater representation of underprivileged groups, a key area to look at is recruitment practices, as well as internal development opportunities and succession planning.

Housing associations may also want to consider asking their workforce whether they have lived in social housing. This would help them understand how well the experience of their residents is reflected in their workforce and leadership.

We will not collect this information as part of the EDI data tool. Collecting this data is less about encouraging greater diversity and more about assessing whether organisations properly represent those with experience living in social housing. Therefore, the exact question may depend on the type of social housing provided. For some organisations, it would be helpful to understand how many staff have lived in supported housing or have purchased shared ownership properties, for others, just knowing how many staff have lived or currently live in general needs social housing would be enough.

NHF resources

• Suggested questions to ask your workforce – a summary of the suggested questions which we have set out in this document.
• 2023 EDI data tool - an excel-based tool, designed and developed by the NHF, that enables housing associations to compare workforces to the communities they serve. The 2023 tool is available for NHF members to download and use. We will launch an updated version of the tool in 2026, alongside our third EDI data collection to measure the diversity of England’s housing association workforce.
• Code of Governance 2020 – the NHF Code of Governance sets out the standards that housing associations, their boards, and the wider sector should seek to attain. It was designed to help housing associations achieve the highest standards of governance and board excellence.
• Chairs’ Challenge - the NHF Chairs’ Challenge is a public commitment to take your board on a journey to understand how diverse and inclusive you are now, and then develop a vision for the future. 
• Inclusive Recruitment Toolkit - created with consultants Altair and Green Park, the toolkit details how board members, governance and HR teams can ensure their recruitment processes are as inclusive as possible.  
• Succession planning for inclusion – a report demonstrating housing associations are harnessing new ways of succession planning to create diverse boards, overcoming the obstacles of long-standing and old-fashioned recruitment practices. 
• EDI case studies and blogs - examples of how housing associations are creating initiatives and assessing their internal practices to make sure they are being as inclusive as possible.
• Disability Confident best practice for housing associations – examples of good and inclusive practice from Disability Confident members across the sector.
• National Network for Equality, Diversity and Inclusion Professionals – join our network for member housing association staff with some responsibility or interest in equality, diversity and inclusion. Hear from out of sector experts and speak with other network members to learn from one another, share ideas, and identify opportunities for collaboration.
• National CEO Network on Equality, Diversity and Inclusion – join our network for sector leaders to explore their crucial role in shifting workplace culture to become more inclusive. The meetings are an opportunity to hear from out of sector experts in aspects of the EDI agenda, and to discuss challenges and ideas with sector colleagues.
• Addressing the lack of ethnic diversity at leadership level webinar - watch this webinar for practical solutions to improve ethnic diversity in your organisations and hear Stonewater’s journey which has resulted in a prestigious Investors in Diversity award.

Other resources

• Leadership 2025’s five-point plan – implement the five-point plan to create a more ethnically diverse leadership across the housing sector.
• SHARP Pledge – the Social Housing Anti Racism Pledge (SHARP) provides a collective framework for housing organisations to develop an inclusive, anti-racist culture. The pledge involves communicating and engaging with stakeholders and others within the social housing sector to identify best practice to actively combat racism.
• Disability Confident employer scheme – this is a government initiative designed to encourage employers to recruit and retain Disabled people and those with health conditions.
• Stonewall’s Diversity Champions programme – this employers' programme ensures all LGBTQ+ staff are accepted without exception in the workplace.
• HouseProud Pledge – all social housing providers (housing associations, local authorities and ALMOs) can sign up to this scheme to demonstrate their commitment to LGBTQ+ resident equality and support.
• The Social Mobility Commission’s employers’ toolkit – this toolkit provides guidance and practical advice for employers to attract and retain talented people from lower-income backgrounds.