EDI considerations for writing communications

There are a number of Equity, Diversity and Inclusion (EDI) considerations that need to be taken into account when writing communications. These communications could be in response to local, national or international events, to mark an EDI awareness day or for another reason such as a local or global crisis. In any case, it is important to carefully consider the perspectives of, and the potential impact on, people who will have been affected by the matters being addressed in order to reduce harm.

This guidance can be used in conjunction with Marketing and Advancement’s internal communications toolkits.

 

Understand the topic 

  • Research the topic using multiple reliable sources. This will reduce the risk of writing from a single perspective (e.g. a white Eurocentric perspective).  
  • Have different members of the university been consulted? Can they be consulted in a timely manner? Consider how different groups, especially diverse groups, or those being communicated about, will receive the message.  
  • The topics being addressed in these communications (e.g. conflict, global crises, political events) can be complex. Members of the University will have different perspectives, opinions and experiences of the subject, and multiple perspectives will likely exist. It could be that multiple groups are affected – acknowledge this. 
  • Would it be helpful to add historical context to your text? E.g. the origin of an awareness day. 
  • Be sure to include the current day relevance of the topic. How does it affect people today? What are the current challenges/success people experience etc.? 

Maintain transparency and authenticity 

  • Ensure that the context and relevance of the text is clear. Why are you sending this communication, who is it for and what effect do you want the message to have on them? 
  • Be objective but do not shy away from condoning acts of violence or discrimination. 
  • Acknowledge where harm has been done.   

Consider the local context and relevance to the Loughborough community 

  • Where possible relate the topic to the Loughborough community. E.g. how it may impact staff and students, or how it relates to University values. 
  • Point out ways staff and students may engage with the topic. E.g. Where to learn more, where to get support (see below) and signposting to relevant events (e.g. the Voices of Diversity series) and learning opportunities.  
  • You may wish to include links to relevant work or research at Loughborough, recognising that there will be a variety of views, research and approaches to any topic. Again, keep cultural considerations (e.g. respecting beliefs, values, and practices) in mind and check the context and appropriateness.  

Fact check 

  • Verify facts using credible sources. If appropriate, reference your sources. 
  • Avoid bias when referring to research or further resources. Acknowledge the breath of information available even if you are not able to include links to all of it.   

Review for tone and sensitivity  

  • Readers may have been harmed and/or distressed by the topics you are writing about. Wherever possible, endeavour to make the tone of your writing empathic and compassionate without using overly emotive language. 
  • Keep cultural competence in mind. Use language that is appropriate for the current day and widely accepted by the groups of people you are addressing. If in doubt, look this up or consult someone.  
  • Ask others to read through the text for tone and understanding. Different people interpret things in different ways and having more than one person (but not too many) involved in the editing of text can mitigate miscommunication.  

 Review for accessibility 

  • Think inclusive – is the text taking into account neurodiversity and is screen reading possible?  
  • Make sure language is accessible and easy to understand. This will ensure it can be read and understood by everyone including those for whom English is not a first language or those using a screen reader. 
  • Ask a colleague to check the text for readability. Use tools like the Hemmingway app.  
  • Refer to the Library’s accessibility guidelines.  

Signpost readers  

  • Consider signposting readers to further resources to help them learn more about the topic. If possible, include resources from different credible sources and in different formats (e.g. written text, podcasts, videos). 
  • Is there a call to action that you’d like to communicate? E.g. inviting readers to attend a certain event, participate in an initiative or engage in a developmental exercise. If so, be clear about what this is.  
  • Consider signposting readers to external agencies. 
  • Readers should be made aware of what support is available through the University. Here are some sources of support that students and staff can access. Please note, this list is not exhaustive, and it may be appropriate to add more specific forms of support too.  

Students   

Student Services (Email: studentservices@lboro.ac.uk, Tel: 01509 222765) offer a range of support, including mental health and wellbeing, and advice specifically for international students. Support for London students is also available by emailing London-Welfare@lboro.ac.uk or calling 020 3805 1303/1351.  

One-to-one support with an advisor is also available. If you would like to access this support, please complete the online referral form. 

If you feel your studies are being affected, you can contact your Academic School or Personal Tutors so that we can provide the right support to you. If you wish, you can also submit an individual Mitigating Circumstances claim to explain how you have been impacted by recent events. More information on this can be found in the Student Handbook.  

 Staff  

Colleagues can access support through our Employee Assistance Programme, as well as our Mental Health First Aiders. 

Should you need some time away, we would like to draw attention to our compassionate leave arrangements, including our specific policy related to those experiencing trauma as a result of a protected characteristic (e.g. ethnicity, national origins, race or religion). 

Our Staff Networks  also exist to provide peer-to-peer connection and support. 

The University Chaplaincy (Email: chaplaincy@lboro.ac.uk, Tel: 01509 223741) also offers a space for quiet reflection for both staff and students. University Chaplains are here to listen, to care and to help anyone within our community. No appointment is necessary.