Reasonable adjustments guide

Implementing reasonable adjustments  

What is considered ‘reasonable’ 

The overall aim should be, as far as possible, to remove or reduce any disadvantage faced by a disabled worker. According to the Equality and Human Rights Commission, employers can consider the following conditions when deciding if an adjustment is reasonable: 

• Effectiveness – Will the adjustment help overcome the barrier?  
• Practicality – How practical is it to provide the adjustment?  
• Cost – What are the resource implications of making an adjustment. Is there availability of financial support such as Access to Work. 
• Health and Safety – Could it cause harm to others. 

It will not usually be reasonable to refuse a requested adjustment on the grounds of cost alone. The affordability of the adjustment is factor when considering the resources of the University, however it will often be more appropriate to consider the effectiveness and/or the practicality of the requested adjustment, rather than focusing on affordability alone.  

Recorded reasonable adjustments will be accessible only to those who need to know – the staff’s line manager is the primary person who would have access, but there may be cases where details of adjustments would need to be shared, such as for safety in specific roles. The staff would be made aware of who has access to their reasonable adjustments prior to any disclosure or data sharing.  

 Staff cannot be required to share information relating to their disability, but you can encourage conversations about reasonable adjustments throughout the staff lifecycle. 

Process 

This is a step-by-step guide that can be used to support a positive process in applying for reasonable adjustments. Please note that staff don’t need to provide any medical evidence of their disability. 

1. Organise/request a meeting – This is an opportunity for staff to explain and for managers to better understand the staff needs in relation to the provision of reasonable adjustments. This request can be instigated at any point in a person's employment due to changing circumstances. This should be carried out sensitively and respecting staff wishes regarding confidentiality.  
2. For new staff this meeting should be prioritised and happen as soon as possible after employment starts as the process for Access to Work (AtW) is faster and may have a reduced cost in the first 6 weeks of employment.      
3. If the staff feels they would like support, they can invite a colleague or trade union representative along to the attend the meet with them.   
4. The key points of the discussion should be recorded including any support requirements or adjustments needed. The Reasonable adjustments passport (Word) will be used to record adjustments once they have been assessed and agreed.  
5. Identify additional sources of information or support if required. If additional information on reasonable adjustments or AtW is needed consult Reasonable adjustments and Access to Work or contact EDI Team diversity@st-andrews.ac.uk or HR BP  
6. If an AtW application is appropriate, the staff submits the application. Support to complete this application can be provided by the central EDI team. It is important for staff to let their manager know they are applying and how the application is progressing. The application will ask for details of the workplace and AtW will notify the named manager if it is granted.  
7. Once all adjustments have been agreed this should be documented on the Reasonable adjustments passport (Word) or in the staff record. The passport is owned by the staff member and is retained by them, however a copy can be saved in the HR system for information.  
8. Identified adjustments should be implemented in a timely manner, and any delays should be discussed with the staff member.  
9. If a staff member requires a Personal Emergency Evacuation Plan (PEEP) a note of this this should be included in the passport or staff record. A PEEP is recommended for all those who declare factors which may affect their ability to safely evacuate a building and where management is aware of such factors or has reasonable grounds to believe they are present. For further guidance contact ehss@st-andrews.ac.uk     
10. If an employee’s role involves a computer, a digital screen equipment (DSE) assessment should take place. This is especially important for individuals affected by musculoskeletal conditions. The DSE assessment is accessed and completion recorded via the Essential Skillz Health and Safety module Health and Safety Training  
11. Once the reasonable adjustments have been implemented the staff is responsible for updating the passport as and when their needs change. Staff have a responsibility to update managers should this occur. Regular reviews with the manager should be scheduled as part of everyday staff support, for example, initially three monthly, moving to annual reviews.    
12. If reasonable adjustments are required for a third party engaged to work at the University, these requests should go through the host school or unit. The third party can apply to AtW for support and should make their host unit or school aware of their application.    

Examples of reasonable adjustments  

Only the minimum amount of information should be discussed and recorded.   

Funding for reasonable adjustments 

Where feasible, the cost of reasonable adjustments should come from school/unit budgets. Schools/units who experience funding difficulties can contact their HR Business Partner or the EDI Team for advice. 

Staff may wish to consider applying to the AtW scheme, who currently provide government funding for some reasonable adjustments and relevant support. AtW will recommend a provider to carry out a needs assessment to identify equipment and support which will help a disabled staff carry out their role. For more guidance on AtW consult Access to Work guide for line managers and Access to Work guide for employees.      

Reasonable adjustments passport 

The passport is intended for any staff member of the university with an agreed reasonable adjustment. It provides a formal record of the agreed adjustments and prevents staff having to repeat requests or disclose conditions, especially where they change managers or roles. 

The Reasonable adjustments passport (Word) is a confidential document staff can share with whom they wish. The University will also retain records of reasonable adjustments, as it needs to evidence how it has met obligations under the Equality Act 2010, if challenged.  

The passport will be retained by the member of staff as a record of agreed adjustments; however, a copy can be stored on the HR system. The passport will record types of adjustments requested, when they were agreed and specify review dates. 

Useful Links 

ACAS gives staff and employers free, impartial advice on workplace rights, rules and best practice. They have a guide relating to reasonable adjustments. 

Disability Information Scotland - Since 1999 Disability Information Scotland have been providing disabled people in Scotland and those who support them with impartial, accurate and helpful information on the topics and services that matter to them. 

AbilityNet is a UK charity providing free online resources and a network of over 450 community-based volunteers help individuals with any disability, of any age, to use all kinds of digital technology.  

CASS Counselling CASS is a UK counselling and neurodiversity coaching service that was designed to support neurodiverse people with e.g., Autism and ADHD traits and to assist their families, friends, teachers and other supporters who are quite often some of the most essential lines of guidance and assistance