360Giving Data Standard » Extensions » Diversity, Equity, and Inclusion Extension » Preparing DEI Extension data

Preparing DEI Extension data¶

Overview of the steps¶

In order to publish DEI Data Standard data using the 360Giving Data Standard DEI Extension, you will need to do the following:

Ensure that you have implemented DEI Data Standard in your grants process following the guidance provided by the DEI Data Group.
Decide whether to publish a spreadsheet or a JSON file. If you‘re an existing 360Giving publisher you will have already made this decision.
Ensure the grant information linked to the DEI data you intend to publish meets the requirements of the 360Giving Data Standard.
Add the appropriate fields, rows, and/or sheets required by the DEI Extension to your file

The following sections cover these steps in more detail, providing guidance for publishing data in spreadsheet and JSON file formats.

Not sure what file format to use?

Read our guidance on choosing a file format

DEI Extension field guidance¶

The data collected through the application of the DEI Data Standard can be complex because there are multiple questions that can be asked in a range of ways, and multiple answers can be provided in response to some questions.

The DEI Extension has been designed to be as straightforward as possible however it is more complicated than the commonly used parts of the 360Giving Data Standard.

DEI Details¶

For publishers sharing data using spreadsheets, the DEI Extension data sits within the main grants sheet of the 360Giving Data Standard. All DEI Extension fields used in spreadsheets are prefixed with DEI Details, followed by the specific field name.

There are two fields which appear once for each grant record.

DEI Details:DEI Data Standard Version is for declaring which version of the DEI Data Standard being used by the DEI data you have collected. This information can be found in DEI Data Standard documentation provided by the DEI Data Group.
DEI Details:Purposes is a free text field for describing why your organisation is collecting DEI Data Standard data.

There are seven other fields which appear under each of the application areas, Project, Mission and Leadership.

Four of these fields make use of codelists, which means that the values that can be included in those fields can only be taken from a specific codelist – Asked Status, Reply Status, Available Options and Taxonomy Codes.
The remaining three fields are free text which means any text value can be included – Additional Details, Lived Experience and Geography.

Field list¶

This means that fully populated DEI Extension data will include 23 fields of information.

General fields

DEI Details:DEI Data Standard Version
DEI Details:Purposes

Fields which apply to Project

DEI Details:Project:Asked Status
DEI Details:Project:Reply Status
DEI Details:Project:Available Options
DEI Details:Project:Additional Details
DEI Details:Project:DEI Response:Taxonomy Codes
DEI Details:Project:DEI Response:Lived Experience
DEI Details:Project:DEI Response:Geography

Fields which apply to Mission

DEI Details:Mission:Asked Status
DEI Details:Mission:Reply Status
DEI Details:Mission:Available Options
DEI Details:Mission:Additional Details
DEI Details:Mission:DEI Response:Taxonomy Codes
DEI Details:Mission:DEI Response:Lived Experience
DEI Details:Mission:DEI Response:Geography

Fields which apply to Leadership

DEI Details:Leadership:Asked Status
DEI Details:Leadership:Reply Status
DEI Details:Leadership:Available Options
DEI Details:Leadership:Additional Details
DEI Details:Leadership:DEI Response:Taxonomy Codes
DEI Details:Leadership:DEI Response:Lived Experience
DEI Details:Leadership:DEI Response:Geography

Required fields¶

In the extension, including DEI Details fields is optional for each grant. However, when any DEI Details field is included, the Asked Status field becomes required for each of the three areas: Project, Mission and Leadership.

For a publisher of data using the DEI Extension, this means that:

If there is no DEI Data Standard information for the grant, you can omit the entire DEI Details set of fields.
If there is DEI Data Standard information for the grant, you must include at least a value in Asked Status for each Project, Mission and Leadership. This requirement ensures a minimum level of context required for a user to interpret the data correctly.

Additional Details¶

In addition to contextual information provided using codelist fields in Asked Status, Reply Status and Available Options fields, there is also a free text field for sharing additional details. This allows for providing extra context and explanation of the way data was collected not found elsewhere.

These are three free text fields available for the Project, Mission and Leadership Applications areas.

DEI Details:Additional Details

Lived Experience and Geography fields¶

In the DEI Data Standard approach, in addition to collecting responses using the taxonomy which classifies population groups, funders can include open questions for respondents to provide information about Geographical/residential context and other relevant lived experience. This allows for groups that don’t fall into the DEI Data Standard categories to provide responses where relevant.

These are three free text fields available for the Project, Mission and Leadership Applications areas.

DEI Response:Lived Experience
DEI Response:Geography

Codelists¶

The extension includes several codelists to promote consistency and interoperability between datasets. These are all closed codelists, meaning only values from the codelists may be used in these fields.

What are codelists?¶

Codelists are a list of values. Each value has three elements:

a short name, which is designed for humans to read and understand
a description, which explains to humans the meaning behind the code so that we can interpret it
and the code, which is included in the data

If you have ever used a web form and selected a value from a drop-down list, this is very similar to how codelists function. They are a preset list of options to choose from.

The reason for using codes instead of names is because it avoids issues caused by typos, spaces or different cases. It also means the accompanying name and description can be amended or translated without the codes needing to be changed.

Codelists used in the DEI Extension¶

There are four codelists available for use in the DEI Extension.

Asked Status¶

A codelist to declare whether DEI Data Standard questions were asked for this grant, and how.

There are four codes on this codelist which can be published in three fields:

DEI Details:Project:Asked Status
DEI Details:Mission:Asked Status
DEI Details:Leadership:Asked Status

Each of these fields can only be included once with a single code per grant, which means you must pick one code to use.

There are two options for showing that the questions were not asked for the specific grant:

The questions were not applicable (AS100). For example, this code would be used by funders asking questions about one or two of the application areas but not all three.
The data is historical (AS101). This code would be used by funders on grants that were awarded (or where the data was collected) before the DEI Data Standard process was adopted.

For grants where the questions were asked there are two options:

The questions were asked during the application process (AS200). This code would be used by funders asking for DEI Data Standard questions at any point before the decision to make the award was made. Whether the DEI questions are asked via a separate form or as part of the assessment process, you would still use this code.
The questions were asked after the application process (AS201). This code would be used for any grants where the DEI questions were asked to grant recipients after the award decision.

Code	Title	Description
AS100	Not Asked Not Applicable	Not asked because this was not applicable to this situation
AS101	Not Asked Historical Data	Not asked because this grant was made before any DEI process was adopted
AS200	Asked During The Application Process	This was asked before a decision was made to award the grant
AS201	Asked After The Application Process	This was asked after a decision was made to award the grant

Available Options¶

A codelist to declare which answer options were available to the respondents.

There are seven codes in this codelist which can be published in three fields:

DEI Details:Project:Available Options
DEI Details:Mission:Available Options
DEI Details:Leadership:Available Options

This field is an array which means multiple codes can be included in this field, separated by a semi-colon.

There are three codes which are used to show which taxonomy values were available for respondents: Population Group, Category and Subcategory.

Funders providing respondents with the option to select Subcategory values from the taxonomy, all three codes must be declared (AO100;AO101;AO102).
Funders providing Population Group and Category values to select from should declare the two relevant codes (AO100;AO101).
Funder providing only Population Group values to select from should only declare this code (AO100).

There are also two codes to indicate if respondents were given the opportunity to provide a free text answer to share other lived experience not included in the taxonomy (AO201), or a free text answer related to geography (AO200).

There is a code to indicate if the respondents were able to state that their Project, Mission or Leadership are general not aimed at or consisting of a specific group (AO300).

Finally there is a code to indicate if respondents were given the option to answer ‘Prefer not to say’ (AO301).

It is possible that, depending on the range of options available to respondents, all seven codes could be included in this field (AO100;AO101;AO102;AO200;AO201;AO300;AO301).

Code	Title	Description
AO100	Taxonomy Population Group	The respondant may select the DEI Taxonomy codes referring to Population Group
AO101	Taxonomy Category	The respondant may select the DEI Taxonomy codes referring to Categories within a Population Group
AO102	Taxonomy Subcategory	The respondant may select the DEI Taxonomy codes referring to Subcategories within a Category
AO200	Geography	The respondant may enter a description of the relevant geography in a field
AO201	Lived Experience	The respondant may enter a description of the relevant lived experience in a field
AO300	General	The respondant may declare that this is general and therefore not aimed at or consisting of a specific group of people
AO301	Prefer Not To Say	The respondant may select an option that they prefer not to say

Reply Status¶

A codelist to declare whether a reply to DEI Data Standard questions was received or not.

There are five codes on this codelist which can be published in three fields:

DEI Details:Project:Reply Status
DEI Details:Mission:Reply Status
DEI Details:Leadership:Reply Status

Each of these fields can only be included once with a single code per grant, which means you must pick one code to use.

There is one code to indicate that there was no reply (RS100).
The other four codes represent types of reply that were received:
- the reply was got (RS200)
- the reply was general (RS201)
- the reply was prefer not to say (RS202)
- there is no permission to publish the reply (RS203)

Note that the values declared in the Available Options are expected to align with the values declared in the Reply Status field for each application. If the codes General (AO300) and Prefer Not To Say (AO301) have been declared in the Available Options field, it will be possible to declare Reply Status codes Reply was General (RS201) or Reply was Prefer not to say (RS202) when appropriate. However, if these were not declared as being available options, it is expected that the range of valid responses in the Reply Status field would be either No Reply (RS100), Reply Got (RS200) or Reply Got but no permissions (RS203).

Code	Title	Description
RS100	No Reply	No reply was received
RS200	Reply Got	A reply was received
RS201	Reply was General	The reply is general and is not aimed at or does not consist of a specific group of people
RS202	Reply was Prefer not to say	The reply was Prefer not to say
RS203	Reply Got but no permissions	A reply was received but is not permitted to be shared as open data

Taxonomy Codes¶

The Taxonomy Codes selected from the DEI Taxonomies. The value for these codes should be drawn from the Taxonomy Codes codelist.

There are 73 codes on this codelist which can be published in three fields:

DEI Details:Project:DEI Response:Taxonomy Codes
DEI Details:Mission:DEI Response:Taxonomy Codes
DEI Details:Leadership:DEI Response:Taxonomy Codes

This field is an array which means multiple codes can be included in this field, separated by a semi-colon.

These fields are used to provide the answers provided by organisations in response to DEI Data Standard questions.

Note that the DEI Data Standard criteria for each application area require that a population group be represented by a majority of the project/service users or the leadership of an organisation. This means that responses may be taken from multiple different population groups but it is not possible for there to be multiple categories or sub-categories answers taken from the same population group.

For further guidance on the criteria and definitions for each application area see the DEI Data Standard documentation on the DEI Data Standard section of the Funders Collaborative Hub.

Code	Title	Description
DEI010000	Communities experiencing racial inequity	Organisations working on racial justice or supporting people from multiple communities
DEI010100	Black / African / Caribbean / Black British	Mixed Black/ Black British
DEI010110	African
DEI010120	Caribbean
DEI010199	Any other Black/ African/ Caribbean background
DEI010200	Mixed	Mixed groups
DEI010210	White and Black
DEI010220	White and Asian
DEI010299	Any other Mixed / Multiple ethnic background
DEI010300	Asian / Asian British	Mixed Asian/ Asian British
DEI010310	Indian
DEI010320	Pakistani
DEI010330	Bangladeshi
DEI010340	Chinese
DEI010399	Any other Asian background
DEI019900	Other Group experiencing ethnic or racial inequity
DEI019910	Arab
DEI019920	Jewish
DEI019930	Gypsy, Roma and Traveller Communities
DEI019999	Any other Ethnic group
DEI020000	Disabled people	Working with people across multiple disabilities
DEI020100	Physical Impairment	Working with people with multiple or different physical impairments
DEI020110	Mobility	Physical/mobility impairment, such as a difficulty using your arms or mobility issues which require you to use a wheelchair or crutches
DEI020120	Visual impairment/ partial sight/sight loss	Visual impairment, such as being blind or having a serious visual impairment
DEI020130	Hard of hearing/ deaf/ hearing loss	Hearing impairment, such as being deaf or having a serious hearing impairment
DEI020140	Speech impairment	Impaired ability to produce speech sounds
DEI020200	Mental Health	Mental health condition or experience, such as depression or psychosis or addiction that impacts people’s lives
DEI020300	Cognitive differences	Multiple or different cognitive differences
DEI020310	Learning disability	A reduced intellectual ability and difficulty with everyday activities which affects someone for their whole life, such as Down’s Syndrome
DEI020320	Learning difficulty	Learning difficulties such as dyslexia and ADHD
DEI020330	Neurodivergent	Cognitive difference such as autistic spectrum disorder where individuals are impacted by the social environment
DEI020400	Health	Long-standing illness or health condition, such as cancer, HIV, diabetes, chronic heart disease or epilepsy, or other rare conditions
DEI029900	Other	Other - An impairment, medical condition or environmental disadvantage that is not listed above
DEI030000	Faith	Interfaith and multi-faith groups
DEI030100	Catholic	People who describe their faith as Catholic or Roman Catholic
DEI030200	Protestant	Anglicans, Adventists, Baptists, Methodists, Pentecostals, Presbyterians, Religious Society of Friends, Reformed Churches and other Protestant denominations
DEI030300	Other Christian denominations	Orthodox and other denominations
DEI030400	Buddhist
DEI030500	Hindu
DEI030600	Jewish
DEI030700	Muslim
DEI030800	Sikh
DEI030900	Atheist
DEI031000	Agnostic
DEI039900	Other	Other faiths and beliefs
DEI040000	LGBT+ People	Working with LGBT+ people with multiple identities
DEI040100	Bisexual people	All bisexual people
DEI040110	Bisexual men
DEI040120	Bisexual women
DEI040200	Gay men
DEI040300	Lesbian/gay women
DEI040400	Transgender people	All transgender people
DEI040410	Trans men
DEI040420	Trans women
DEI040500	Non-binary people
DEI049900	Other	Other LGBT+ People, including queer and intersex people
DEI050000	Migrants	Migrants with multiple status
DEI050100	Asylum seekers
DEI050200	Refugees
DEI050300	Undocumented People
DEI059900	Other Migrants	This includes other migrants with official immigration status, e.g. international students; and who are naturalised British
DEI060000	Older People	Typically those aged 60 and over
DEI070000	Children and Young People	Typically people under 26 but sometimes people under 19
DEI070100	Young adults	Typically young people from 16 to 25 years of age
DEI070200	Young people	Typically young people from 8 to 25
DEI070300	Children	Under 16
DEI070400	Infants	Under 2 years of age
DEI080000	People who are educationally or economically disadvantaged	This will be defined by the organisation, such as children eligible for free school meals or for adults were eligible for free school meals as a child, families receiving benefits or universal credit, people who are homeless, people who did not complete formal education or otherwise considered in deprivation or poverty etc.
DEI090000	Women and girls	Those who identify and live as women and girls
DEI700000	Welsh Language Speaking
DEI800010	The Protestant community
DEI800020	The Catholic community
DEI800030	Neither

How to include DEI Extension data in a 360Giving data file¶

A key step to using the DEI Extension is declaring that you are using it in a Meta sheet included in your file.

This Meta sheet is the way 360Giving data publishers include metadata about their grants data in their files. It is separate and different from the metadata fields in the DEI Extension itself which are usually included in the main grants sheet. For further information read our guidance on 360Giving Data Standard Metadata.

It is only once you have declared that you are using the DEI Extension in the Meta sheet that your data can be checked and validated by the 360Giving Data Quality Tool and used by GrantNav and 360Insights. If you miss this crucial step, the Data Quality Tool will not recognise the fields for the DEI Extension and treat them as non-Standard Additional Fields.

Once you have a Meta sheet in your file, you can declare the extension by adding the Metadata field with the title `Extensions`. Usually this is in column A. In the next column (usually column B), add the value dei

You should also fill in the Version, which should be 1.4 or higher, as extensions were not available before version 1.4 of 360Giving Data Standard.

We recommend adding other useful pieces of metadata to your file, following the Metadata guidance provided.

Spreadsheet templates¶

A blank spreadsheet template including all 360Giving Data Standard fields and a sheet including DEI Extension fields is available for download for reference.

360Giving is developing a DEI Extension mapping template to make it easier for publishers to select the correct metadata values appropriate for their implementation of the DEI Data Standard, and support adding the appropriate Taxonomy codes that must be used.

Please contact 360Giving Helpdesk to find out about more tailored templates and guidance for your organisation via support@threesixtygiving.org putting DEI template in the email subject line.

JSON Format Guidance for Developers¶

The 360Giving Data Standard is defined by a JSON Schema, which details the entities that can be described using the Standard, and the properties it recognises. The DEI Extension, which is also defined by a JSON Schema, is an optional extension designed to be added to the 360Giving JSON Schema, and makes use of 360Giving’s extension mechanism to allow you to validate the fields and codes used in your data.

The normative reference for the fields and codes added by the DEI Extension JSON Schema can be found alongside documentation in the Technical Reference section.

It is straightforward to implement the DEI Extension into an existing JSON format file of 360Giving data:

Ensure that the version field in your package data has a value greater than 1.4, since extensions were not available prior to this.

If you‘re updating an existing publication and your current version is 1.0 or greater, you can declare 1.4 without any problems related to backwards incompatibility (see also: our Versioning and Upgrade Process).

If you don’t have a version field currently, it is safe to add this with the value of 1.4 unless your data isn’t conformant to Version 1.0 or later. You can verify this by checking the 360Giving Data Standard data in your file in the Data Quality Tool (DQT), as all data that passes the tool’s validation checks is conformant with Version 1.0 or later.
Create the extensions field in your package data if you have not already done so, and add the string dei. This declares the extension to tooling such as the Data Quality Tool so you can validate the contents of the extension fields.
For each grant that will contain DEI information, add a grants.deiDetails property.
1. When a grant has a deiDetails property, deiDetails.leadership, deiDetails.mission, and deiDetails.project become required for that grant.
2. For each deiDetails.leadership, deiDetails.mission, and deiDetails.project; the askedStatus property is required. Values for askedStatus must draw from the Asked Status codelist.
3. Each other property is optional, but should be filled out in accordance with the DEIApplicationArea and DEIResponse object schemas when present.

Support Available¶

360Giving Helpdesk provides pro-bono support to help funders navigate the steps to publish DEI Data Standard data alongside their 360Giving grant data.

Visit our website to find out ways to get support with publishing. It is recommended to book a publisher 1-1 support call to discuss your plans to prepare and publish DEI data alongside 360Giving data, making sure to mention that you would like to discuss DEI data preparation in the booking form.

Getting further help

This guidance aims to support funders through the 360Giving publishing process. If you can't find the information you need or you have further questions email 360Giving Helpdesk. You can help us improve this guidance by filling out our feedback form.