Reasonable adjustments and Access to Work

Reasonable adjustments are changes an employer makes to support an employee with a disability or a physical or mental health condition. These adjustments help ensure the employee is not put at a substantial disadvantage when doing their job.

Reasonable adjustments may include:

• changing the recruitment process so a candidate can be considered for a job
• making physical changes to the workplace, such as installing a ramp for a wheelchair user or adding an audio-visual fire alarm for a deaf person
• allowing someone to work in a different location, such as on the ground floor for a wheelchair user
• changing equipment, such as providing a specialist keyboard for someone with arthritis or noise-cancelling headphones for neurodiverse staff
• supporting a phased return to work after someone becomes disabled, including flexible hours or part-time working

Access to Work is a government-funded programme that helps people with disabilities or physical or mental health conditions to start or stay in employment. It is led by the employee and tailored to individual needs.

After applying, the employee’s needs are assessed and recommendations for support are made. If approved, an Access to Work grant is awarded. The University, as the employer, is responsible for providing the agreed items. Depending on the situation, Access to Work may cover the full cost or share the cost with the employer.

Support is personalised and may include:

• specialist equipment and assistive software, such as screen readers, speech-to-text tools or voice-controlled devices
• ergonomic equipment, including adjustable desks, specialist chairs and keyboards
• communication aids for people with hearing or speech impairments
• adapted IT hardware, such as modified keyboards
• support workers, including British Sign Language (BSL) interpreters, job coaches, teaching assistants and scribes
• help with travel for those unable to use public transport
• workplace adaptations

To apply for support through Access to Work, individuals must:

• have a disability or a physical or mental health condition that affects their ability to do their job or travel to and from work
• be in paid employment or about to start a job. This includes apprentices, trainees, people on supported internships and those who are self-employed
• live and work in England, Scotland or Wales
• be aged 16 or over

Access to Work offers a range of support, based on each person's individual needs. This may include:

• specialist equipment and assistive software – tools that help individuals carry out their work effectively
• support workers – such as British Sign Language (BSL) interpreters, job coaches, teaching assistants and scribes
• travel assistance – support with travel costs for those who cannot use public transport
• workplace adaptations – physical changes to the work environment to improve accessibility

Additional support may include:

• mental health support – personalised plans to help individuals remain in or return to work, including one-to-one sessions with a mental health professional
• communication support for interviews – for example, BSL interpreters or lipspeakers to support job applicants during interviews

Access to Work grants do not need to be repaid and do not affect other benefits.

To apply for an Access to Work grant:

1. Check eligibility: make sure you meet the criteria. Visit the Access to Work eligibility page for details.
2. Gather information: prepare details about your job, workplace and the type of support you need.
3. Submit your application: you can apply online or by phone. Alternative formats, such as braille, audio CD or BSL video relay, are available on the Access to Work website.

You can apply at any time during your employment. If you have been offered a job at St Andrews, it is best to apply at least six weeks before your start date.

After applying, an Access to Work adviser will contact you to assess your needs and recommend support.

Guidance

You may also find it helpful to read the:

• Access to Work guide for employees
• Access to Work guide for line managers

Once an Access to Work grant is awarded, the University is responsible for putting the recommended support in place. This includes sourcing equipment or services, or identifying suitable alternatives that align with University policies.

Access to Work will send a letter with details of:

• the items awarded
• any costs to the professional services unit or School
• the amount Access to Work will contribute

This letter is sent to both the employee and the workplace contact named in the application.

Funding responsibilities

As a large employer, the University must:

• pay the first £1,000 of any specialist aids and equipment
• pay 20% of any additional costs above £1,000

Access to Work will fully fund:

• any items recommended for home working
• some types of training

Access to Work will not fund:

• standard office equipment
• anything that qualifies as a reasonable adjustment under the Equality Act 2010

Examples of reasonable adjustments the University is expected to fund include:

• standard universal docking stations for IT equipment
• standard work monitors
• standard office chairs, including those for home use
• standard noise cancelling headphones

Next steps

The award letter outlines the support available and the responsibilities of the University under the Equality Act 2010.

Employees are encouraged to discuss the agreed support with their line manager, HR Business Partner or a member of the EDI team by emailing diversity@st-andrews.ac.uk.

Access to Work support is based on your needs at the time of assessment. The award letter will include an end date for the grant.

If your needs change, you should contact Access to Work. A reassessment may be needed to review and update the support you receive.

If you still need support after the grant expires, you must submit a new application.

For more information and to apply, visit the official Access to Work page on GOV.UK.