Disclosing a disability guide via HR Self Service
Updated on: 22 January 2026
Steps, support and responsibilities in disclosing a disability.
Reasons for disclosing a disability
The Equality Act 2010 offers protection based on impairments of which the employer is aware or could be reasonably expected to be aware.
- The University encourages staff to disclose disabilities to their line manager, or via HR Self-Service.
- Alternatively, staff may prefer to disclose to their HR Business Partner, Occupational Health (OH) or to the EDI (equality, diversity and inclusion) team (diversity@st-andrews.ac.uk).
Staff disability data can help ensure that the University is aware of the range of on-site disabilities, increasing relevant planning, activity and Health and Safety considerations.
All personal data will be handled sensitively and confidentially, in accordance with the General Data Protection Regulation (GDPR). The University’s Head of Information Assurance and Governance can advise on concerns or questions around use of personal data.
Disclosing a disability via HR Self Service
You can view or update your personal record at any time.
To do this:
- Sign in to HR Self Service.
- Select My Personal Details in the navigation.
- Select Equal Opportunities.
- Select the Edit These Details button to make updates.
- There are two drop-down fields: Disability 1 and Disability 2. Select the option that best applies to you.
- Once finished, select Submit to save your changes, or Save for later to return to these options later.
If you are seeking needs assessment and reasonable adjustments, you need to inform your line manager (or equivalent other), to make appropriate and timely arrangements.
HR Self Service’s online categories are aligned with legislative guidance from both the Equality and Human Rights Commission (EHRC) and the Higher Education Statistics Agency (HESA). These categories are outlined in Appendix A.
Appendix A: Disability categories and definitions
Physical
- Definition
- limits a person's mobility, dexterity, or stamina
- Examples (not exhaustive)
- paralysis, osteoporosis, ME (chronic fatigue syndrome)
- HESA definitions
- a physical impairment or mobility issues, such as difficulty using arms or using a wheelchair or crutches
Fluctuating or recurring
- Definition
- produce greater and lesser symptoms over time
- Examples (not exhaustive)
- rheumatoid arthritis; fibromyalgia, endometriosis
- HESA definitions
- any disability category, select as appropriate
Sensory
- Definition
- affects one or more of the sense
- Examples (not exhaustive)
- D/deafness, partial sightedness, tinnitus
- HESA definitions
- deaf or a serious hearing impairment, blind or a serious visual impairment uncorrected by glasses
Progressive
- Definition
- conditions that get worse or produce a greater impact over time
- Examples (not exhaustive)
- multiple sclerosis (MS), cystic fibrosis
- HESA definitions
- a long-standing illness or health condition such as cancer, HIV, diabetes, chronic heart disease, or epilepsy
Autoimmune
- Definition
- causes the body’s immune system to attack itself
- Examples (not exhaustive)
- lupus, HIV (human immunodeficiency virus)
- HESA definitions
- a long-standing illness or health condition such as cancer, HIV, diabetes, chronic heart disease, or epilepsy
Organ-specific
- Definition
- conditions which affect a particular organ or system
- Examples (not exhaustive)
- heart disease, chronic obstructive pulmonary disease (COPD), diabetes
- HESA definitions
- a long-standing illness or health condition such as cancer, HIV, diabetes, chronic heart disease, or epilepsy
Neurological
- Definition
- conditions which affect the nervous system
- Examples (not exhaustive)
- multiple sclerosis (MS), neuropathy, complex regional pain syndrome
- HESA definitions
- a long-standing illness or health condition such as cancer, HIV, diabetes, chronic heart disease, or epilepsy
Developmental conditions and Specific Learning Differences (SpLDs)
- Definition
- neurological differences impacting processing
- Examples (not exhaustive)
- dyslexia, dyspraxia, dyscalculia (note there is some contention around which categories best represent neurodiverse conditions, for example, autism, (attention deficit hyperactivity disorder), dyspraxia)
- HESA definitions
- a specific learning difficulty such as dyslexia, dyspraxia, or ad(h)d a social or communication impairment such as asperger's syndrome or other autistic spectrum disorder
Mental health conditions and mental illnesses
- Definition
- conditions which affect cognition, emotional regulation, or behaviour
- Examples (not exhaustive)
- anxiety, bipolar conditions, obsessive compulsive conditions (note there is some contention around which categories best represent neurodiverse conditions, for example, autism, (attention deficit hyperactivity disorder), dyspraxia)
- HESA definitions
- a mental health condition such as depression, schizophrenia or anxiety disorder
Other
- Definition
- any condition experienced in accordance with the key terms of the Equality Act 2010, that is not covered above
- HESA definitions
- a disability, impairment or medical condition that is not listed
Please note, the information above is not intended to be definitive or exhaustive. For conditions to be protected by law, they must be experienced in accordance with the key terms of the Equality Act 2010.