Frequently Asked Questions (FAQs)

 

1. What is the Hampton-Alexander Review?

The Hampton-Alexander Review is an independent review body, supported by Government, which builds on the excellent work of the Davies Review to increase the number of women on FTSE 350 boards, with an important new focus to improve women’s representation in senior leadership positions. Find out more and view previous reports at www.ftsewomenleaders.com

2. How does a FTSE 350 company submit their gender performance data and what is required?

The process takes place through an online data submission facility via a secure portal on the Review’s website. The portal is designed to gather company specific data on the number of men and women on both the Executive Committee and Direct Reports to the Executive Committee each year as at 30 June and the turnover (i.e. the total number of men and women who have left and joined) in the 12 months prior to 30 June.

Note: Submission of data on the composition of FTSE Boards is not required via the portal as this information will be collected from publicly available sources.

3. How do I get started?

Follow the link to the portal here which takes you to the portal Welcome page as shown below.

Portal FAQs 2019 FINAL 12 Apr 2019Choose the Log In box if your company registered in 2018, or in previous years and the registered user is unchanged. The registered user will need the Username and Password they provided at the point of registration. Once successfully logged in, the relevant company record, tabs showing their gender data submitted in previous years, and the form requiring completion in 2019, will become visible.

Choose the Change User box if your company registered in 2018 or in previous years, but you would like to change the Username that is registered to access the company’s account. This may be because the current registered user is no longer working for the company, or responsibilities have changed.

Choose the Register box if your company is a new entrant to the FTSE 350 (i.e. entered the FTSE 350 after October 2018) and submitting their gender data for the first time. The registration process is a two-stage process as follows:

Stage 1 Register your Company
The first stage is registration where the employee responsible for submitting their company’s gender data is required to register their company and their own contact details on the portal. To do this click the Register box on the Portal welcome page as shown above.

Stage 2 Submitting your Data
The second stage is the actual gender data submission. See Qu. 6 below for more details on the data submission requirements.

4. What are the portal opening times?

The portal will be open from 1st May 2019 for companies which are new to the FTSE 350 index and need to register for the first time, or any company that is already registered but needs to change their registered user details. It is also open for all companies wishing to log in and browse prior year’s data.

The portal will be open from for all FTSE 350 companies to submit their 2019 gender data from

Monday 1st July until Wednesday 31st July 2019

5. Who should complete the registration process and submit the data?

The person who registers and submits the gender data should be the same person. They should also be an employee of the company, appropriately authorised to submit their company’s gender data and someone the Hampton-Alexander team can contact in the event of any queries.

6. What type of data is being collected?

a) The Register your Company process only collects the relevant employee contact details against the appropriate company name. Personal information such as the contact name, email address and telephone number will not be published and will remain confidential to the parties of the Hampton-Alexander Review. Please read our latest Privacy Policy for further details on the use of the data.

b) The Submitting your Data process via the online form collects Gender Representation Data, Employee Turnover Data and Key Functional Role Data as set out below:

Gender Representation Data

The online form collects the gender of members of the Executive Committee and the Direct Reports to the Executive Committee on a snap-shot basis as at 30th June each year.

Section 1 Executive Committee*
*excludes administrative and support staff
Executive Committee members – men
Executive Committee members – women
Total number of Executive Committee members

Section 2 Direct Reports* to the Executive Committee
*excludes administrative and support staff
Direct Reports – men
Direct Reports – women
Total number of Direct Reports

Employee Turnover Data

The online form also collects information on turnover by comparing the gender representation of a company from one year to the next. In addition to the gender representation data required, the number of leavers and the number of joiners by gender are required to calculate the turnover.

Section 1 Executive Committee
Executive Committee members that left in the year to 30 June 2019 – men and women
Executive Committee members that joined in the year to 30 June 2019 – men and women

Section 2 Direct Reports* to the Executive Committee
*excludes administrative and support staff
Direct Reports that joined in the year to 30 June 2019 – men and women
Direct Reports that left in the year to 30 June 2019 – men and women

Note: When calculating leavers, include all internal moves, which have happened in the year, due to promotion/sideways move/demotions/secondments and all external moves, which have happened in the year due to retirement/redundancies/resignation. When calculating joiners, include all internal moves, which have happened in the year due to promotion/sideways move/demotions/secondments and all external recruitment hires

Section 3 Key Functional Role Data

This section is new for 2019 and on a snapshot basis as at 30th June each year, requests the gender and name of the holders of key functional roles. The purpose of this data is to provide a better understanding of the gender balance of leaders in functions where women are often strongly represented.

1. Human Resources Director (HRD) or the most senior executive responsible for people and talent management

2. Chief Information Officer (CIO) or the most senior executive responsible for systems and technology

3. General Counsel and /or Company Secretary
Either: (where the role is a combined responsibility),
(a) General Counsel and Company Secretary
Or: (where the role has separate responsibilities/job holders)
(b) General Counsel
(c) Company Secretary

7. How will the gender data collected be published in the report?

The Gender Representation Data, which is collected on a ‘snap-shot’ basis as at 30 June each year, may be published by the Hampton-Alexander Review on an individual company basis and in the aggregate.

The Employee Turnover Data may be published by the Hampton-Alexander Review in the aggregate, but will not be published on an individual company basis.

The Key Functional Role Data, which is collected on a ‘snap-shot’ basis as at 30 June each year, may be published by the Hampton-Alexander Review in the aggregate, but will not be published on an individual company basis. Role holders’ names are captured for completeness and validation purposes only, will not be published and will remain confidential to the parties of the Hampton-Alexander Review.

8. What if my company doesn’t have an Executive Committee?

We anticipate most FTSE companies will have an Executive Committee or similarly named organisational structure. For those companies that do not, it should be the nearest equivalent and senior-most executive or managerial governing body that sits below the board, often chaired by the CEO or in the absence of this, the collective of employees who directly report to the CEO. This should exclude administrative and support staff. From data gathered in previous years the average size of a FTSE 100 Executive Committee is 10. These are typically slightly smaller in FTSE 250 companies.

Direct Reports are employees in a direct reporting line to members of the Executive Committee or the nearest equivalent. This should exclude administrative and support staff. From data gathered last year, the average size of a FTSE 100 Direct Report population is 54. These are typically slightly smaller in FTSE 250 companies.

9. What if the role of Chief Information Officer, General Counsel and/or Company Secretary doesn’t exist in the organisation or is outsourced to a third party company?

If there is no equivalent role in the organisation for one or all of these roles as outlined in Q6 above, then please select ‘No such role’ from the drop down under Gender in Section Three. If you are unsure please contact info@ftsewomenleaders.com

10. If my company is structured as an Investment Trust, how should I respond?

Investment Trusts that do not have any employees and/or have substantially outsourced the management of the company to third parties, are not required to submit this gender data. Further Investment Trust which were recorded as such in Appendices B to D of the November 2018 Hampton-Alexander Report are not required to re-confirm their company status if this remains unchanged from 2018.

All new entrants to the FTSE 350 index are required to either confirm their legal status as an Investment Trust, or submit their gender data in 2019. To confirm your company’s status as an Investment Trust please contact info@ftsewomenleaders.com

11. How long will it take to complete the online submission?

Providing you have collected all of the data required in advance, the online submission process is straight-forward and should take no more than half an hour to complete.

12. Why do you need to collect this data?

To continue to build on the progress made in recent years we are requesting FTSE 350 companies to voluntarily share their data on the representation of women in their leadership layers, specifically the Executive Committee (or nearest equivalent top team) and the Direct Reports to the Executive Committee (excluding administrative and support staff), as well as the turnover in these two populations in the previous 12 months.

13. Who will have access to the data?

The data submitted will be accessed by a limited number of parties involved in analysing the gender performance data for the Hampton-Alexander Review and compiling the report. This includes the Hampton-Alexander Review Steering Group and team, the Government Equalities Office, the Department of Business, Energy and Industrial Strategy and partners supporting the Hampton-Alexander Review website and publication of reports. This year’s report will be made public on the 13th November 2019.

14. What are the implications of GDPR as regards asking for permission to use data?

Data Protection and data confidentiality is a priority for Government and the Hampton-Alexander Review team. Data consents, collection and storage processes are compliant with GDPR regulations. Please read our latest Privacy Policy.

15. How can I check if my company submitted data last year?

The vast majority of FTSE 350 companies submitted their data in the summer of 2018. You can check by logging onto the portal and clicking on the 2018 tab on your company’s record. If you are unable to do so, please contact us at info@ftsewomenleaders.com

16. Will data my company submitted in previous years be used in the 2019 Hampton-Alexander report or future reports?

For completeness of reporting and tracking progress over time, we may publish gender representation data submitted in previous years in this year’s report and future reports.

17. When will the portal be open for administrative changes and browsing?

The portal will open from Wednesday 1st May 2019 for a number of administrative tasks, such as companies registering for the first time, a need to change the registered Username where a company is already registered, re-setting of passwords, and where companies wish to browse prior year data.

18. When will I be able to submit data for this year?

The link to the portal will be live for data submissions on Monday 1 July 2019.

19. What is the deadline for submitting data?

The deadline for submissions is Wednesday 31 July 2019.

20. What will happen to the data once it has been submitted?

You will receive an email notification confirming your company data has successfully been submitted. The email will include a link to log back into the online facility to see the information you submitted, but you won’t be able to edit it.

21. If I notice a mistake in the data I have submitted will I be able to change it?

The online facility will be live from Monday 1 July until Wednesday 31 July 2019 which we hope is enough time to check the data is accurate before you submit it. If a change is required, the registered user will need to confirm this in writing via Contact Us at info@ftsewomenleaders.com

You will be then be sent a link allowing amendments to your data for up to 48 hours after receiving the link.

Data submitted in 2018 or previous years cannot be amended.

22. How will the data be used by the Hampton-Alexander Review team?

The Hampton-Alexander Review along with partners and our sponsors KPMG working with us, are responsible for collecting and reporting on progress as regards women’s representation on FTSE 350 Boards, the Executive Committee and Direct Reports to the Executive Committee. The team will collate all the gender data submitted and analyse it for inclusion in the annual Hampton-Alexander report, which will be published on the 13th November 2019. Gender representation data will be published both by individual company and on an aggregate basis.

23. Why isn’t this information already available elsewhere?

The composition of FTSE Boards is publicly available information and also reported by Board Ex. and elsewhere. This is not the case for the composition of FTSE 350 Executive Committees or Direct Reports to the Executive Committee, however the FRC and BEIS are currently reviewing this. To provide accurate year-on-year reporting on progress towards the 33% target, all FTSE 350 companies are requested to submit their data at the same time via the portal on the Hampton-Alexander website.

24. What happens if my company doesn’t submit its data?

We anticipate all FTSE 350 companies will want to participate as the Review’s annual report is widely used and distributed to business communities, including investors, customers, other stakeholders and regulatory bodies. If any company chooses not to participate, the names of these companies will be published as part of the reporting process.

25. Should my company publish the data Hampton-Alexander require elsewhere?

In line with the recommendations of the Hampton-Alexander Review we also encourage companies to publish details of the number of women on the Executive Committee and the Direct Reports to the Executive Committee in their Annual Report and Accounts and\or on their websites.

26. Is this the same as the new Gender Pay Gap (GPG) reporting requirements?

No, this is an entirely separate, voluntary request made by the independent Hampton-Alexander Review, supported by the Department of Business, Energy and Industrial Strategy and the Government Equalities Office. Together we request FTSE 350 companies to submit data on the gender representation on the Executive Committee and Direct Reports to the Executive Committee.

Mandatory GPG reporting https://genderpaygap.campaign.gov.uk/. is a legislative requirement that came into force in April 2017 requiring employers with 250 employees or more, to publish a range of Gender Pay Gap information by 30 March for the public sector and 4 April for the private and voluntary sector.

Analysis of FTSE companies’ gender pay gap reports, shows there is a significant gap in the earnings opportunity of men and women, largely as a result of too few women in higher paid executive or leadership roles and too many women occupying lower paid and lower grade roles.

The Hampton-Alexander Review’s primary purpose is to increase the number of women on FTSE 350 boards and in executive and leadership roles, ensuring equal opportunity for both men and women and as such significantly contributing to closing the gender pay gap.

Contact Us
If you have any further questions please contact the Hampton-Alexander Review team at info@ftsewomenleaders.com

May 2019