Gender, Ethnicity and Birth Year

You may remember that I spoke to you during the August Week about the positive response from Croquet England Associates in the survey about including gender, year of birth and ethnicity as confidential items in the database. At the EB meeting last night it was agreed that we should go ahead with this.

The idea is that members can update their own record rather than have a requirement on club secretaries to gather it. We know that very many people will not bother but we need to make the effort to put something in place so that we can at least try and collect basic diversity information.

This information should only be visible to the individual. The purpose would be entirely for anonymous statistical analysis.

If it is possible to have answers that are selected for gender and ethnicity rather than free text this would make data analysis much easier. So, the options would be:

Gender identity: (not specified), Man, Woman, Non-binary, Transgender, Prefer not to say

Ethnic identity: (not specified), White British or Irish, White Other, Black/Black British/Black African/Black Caribbean, Asian/ Asian British, Mixed/Multi-ethnic, Other, Prefer not to say

Year of birth should be more straightforward but if you can require 4 digits that would remove any possible ambiguity. If possible a 'prefer not to say' option as well.

The EB has now agreed that these fields should be added, although new members creating their own records on the system may choose to provide this information, I can not see many existing members going in to add this info or, club administrators adding this info to their membership forms and then adding it through their update processes.

Split the date of birth into 3 separate fields Year, Month, Day. Add note that under 25's must put in full date to get U25 privileges other members we would just like the year.
The fields can be updated by the individual and the data administrators. I think there is already sufficient warnings to data administrators for verification that they have permission to modify the data. Club administrators would only be able to add this information if it is provided on their club's membership form - it being assumed that consent to upload data from the form is already included on the form.
If the system can support it, another option would be that only the individual can view/update these fields - a data administrator can not see the content but has an option to clear the field. One could also argue that, if only the individual can see the info then if they are looking at the record and think the data is wrong then they can change it and data admins don't need access at all.
The fields would not appear on any of the existing reports or CSV extracts. The fields would also not appear on the CSV bulk members upload i.e. this info can only be viewed/updated a single record at a time.
The default value for each field is 'Undefined' - to differentiate from 'Prefer not to say'
Suggest 1 initial summary CSV report:
Age/year Gender Ethnicity
M, F, etc W, B, A, etc.
Undefined
Prefer not to say
2022
2021
etc.
TOTAL
Only when we see what % of members provide this info should we then consider further info/access/reports