Gender Equality Plan (GEP)

Version 1.0 — Valid for 2025–2027

Top-management endorsement

This GEP is approved and signed by SD SISTEM's top management. It is published on our website and reviewed annually.

Scope

Applies to all SD SISTEM employees, interns, consultants, and visitors at all locations. For funded research/education projects (e.g., Horizon Europe, Erasmus, COST), partners and subcontractors are expected to align with this GEP.

1) Governance, publication & review

• Publication: PDF and web page on the SD SISTEM website (Corporate → Policies → Gender Equality Plan).
• Ownership: GEP Lead (within HR/People) and a Gender Equality Committee (GEC) with reps from HR, R&D/Projects, Operations, Legal/Compliance, and employee representatives.
• Review cycle: Annual progress report each Q1; full refresh every 3 years (or sooner if law or funder rules change).
• Contact: gender@sd-sistem.com (confidential inbox) and GEP Lead.

2) Dedicated resources

• Human resources:
  • GEP Lead: ≥ 0.5 FTE.
  • Data & Reporting support: ≥ 0.2 FTE (HR analytics).
  • Committee time: quarterly meetings (2 hours) + task time.
• Budget (annual): training programme, awareness campaigns, data tooling, external expertise for investigations/mentoring. (Exact amounts set in the annual plan.)

3) Data collection & monitoring

• Baseline (Q1 2025): sex/gender-disaggregated data for: headcount, contract type, job family & grade, seniority, recruitment pipeline, training participation, promotions, pay quartiles & median gap, turnover & exit reasons, parental/caregiver leave (uptake & return), flexible work uptake, leadership composition, harassment reports & resolution times.
• Indicators (sample):
  • Gender representation by level (incl. leadership/boards/committees).
  • Recruitment shortlists % with ≥1 under-represented gender.
  • Promotion rates by gender and grade.
  • Pay gap (median & mean; unadjusted and adjusted).
  • Training completion rates.
  • Return-to-work rate after parental leave.
• Reporting: internal dashboard (quarterly); public summary (annually) on website.

4) Training & awareness

• Mandatory e-learning (all staff, yearly): unconscious bias, bystander intervention, anti-harassment.
• Manager training (yearly): inclusive leadership, fair recruitment/promotion, flexible work management.
• R&I training (twice yearly): integrating sex/gender dimension in research design, data, analysis, and dissemination (incl. proposal writing for Horizon/COST).
• Onboarding: code of conduct, reporting channels, work-life & flexibility policy.

5) Work-life balance & organisational culture

• Flexibility: hybrid work (role-dependent), flexible hours, part-time options, short-term schedule adjustments for caregiving.
• Meetings: core hours 10:00–16:00; avoid evening/weekend meetings; "no-meeting" lunches.
• Parental & caregiver support: enhanced leave where possible, phased return, keeping-in-touch days, lactation space, EAP (Employee Assistance Programme).
• Culture: inclusive language guide, gender-neutral facilities where feasible, inclusive events.
• KPIs: uptake of flexible options by gender, satisfaction scores, return-to-work rates.

6) Gender balance in leadership & decision-making

• Targets: by end-2027, each leadership/decision body aims for 40–60% balance (or documented explanation + plan).
• Measures: at least one under-represented gender candidate on every leadership shortlist; mixed-gender selection panels; succession planning; sponsorship of high-potential talent.
• Transparency: publish annual composition and progress.

7) Gender equality in recruitment & career progression

• Job ads & outreach: neutral language; diverse imagery; outreach to under-represented groups; internship pipelines.
• Selection: structured criteria & scoring; mixed-gender panels; remove non-essential "nice-to-have"s; anonymised CV screening where possible.
• Progression: transparent criteria; calibrated promotion rounds; mentoring & sponsorship; equal access to learning.
• Pay equity: annual pay-gap analysis; corrective adjustments; salary bands visible to managers and HR; offer review to avoid inequity.

8) Gender dimension in research & teaching content

• Proposals & projects: every research proposal must include a Sex/Gender Dimension Statement (or a reasoned "not applicable").
• Methods: where relevant, disaggregate data by sex/gender; consider intersectionality; report sex-/gender-related findings.
• Ethics & QA: proposal reviews include gender dimension checks; dissemination uses inclusive language & imagery.
• Internal training/materials: short guides and examples for engineers/researchers/trainers.

9) Measures against gender-based violence (GBV) & sexual harassment

• Zero-tolerance policy: part of the Code of Conduct; applicable at work, online, events, and travel.
• Reporting channels: confidential email (gender@sd-sistem.com), anonymous form, and named contacts trained in trauma-informed response.
• Procedure & timelines: intake within 2 working days, assessment within 10, investigation outcomes with clear remedies; non-retaliation strictly enforced.
• Support: access to EAP/legal guidance; safety planning at work; interim measures.
• Training: bystander training for all; specific training for investigators and managers.
• Supplier clause: anti-harassment expectations included in vendor contracts.

10) Communications, procurement & events

• Inclusive comms: style guide; test for gendered wording; diverse representation in visuals.
• Events: speaker/committee balance targets; childcare info where possible; anti-harassment statement on agendas.
• Procurement: preference for suppliers with their own GEP/anti-harassment policy.

11) Action plan (extract, 2025–2027)