Disability in employment: policy, procedure and guidance
Guidance for staff
1. Disclosure
You do not have to disclose a disability or long term health condition or provide a medical diagnosis, this is entirely voluntary. However, it is encouraged to ensure that the appropriate resources and specialist support can be identified and provided for staff with a disability or long term health condition.
Disclosure of a disability is encouraged on application and appointment to a new role as well as at any time during employment at the University via MyView or by speaking to your line manager.
2. Reasonable adjustments
As an employer we have a duty under the Equality Act 2010 to make reasonable adjustments for staff with a disability or long term health condition.
You should contact your line manager to discuss adjustments that you might need. Your line manager will organise a meeting with you and work through an Individual Adjustment Plan form that is part of the Reasonable adjustment process for staff with a disability or long term health condition.
Examples of adjustments may include but are not limited to:
Acquiring or modifying equipment (for example assistive computer software or a height adjustable desk)
Changes to the workplace or physical environment to improve accessibility
Alterations to a person's working hours or routines
Agreeing adjustment to work or working practices
Reallocation of duties - this does not mean that the member of staff has a lighter workload than their colleagues. There will be an equal distribution of work but some of the work tasks may be different
Providing relevant training (for example, how to use equipment)
Personal Emergency Evacuation Plan (PEEP) - this is a document that details the most suitable and safe method of evacuation of a member of disabled staff from a building in the event of an emergency
Display Screen Equipment (DSE) assessments - these are for all computer users to assess their workstation and working habits, to ensure they are in accordance with current guidance. This is done by completing both the online training and online assessment packages, plus the support of DSE assessors. See further information on the Health and Safety webpages (login required)
Not counting some or all sickness absence related to a disability or long term health condition as general sickness absence
Increasing the number of absences that would prompt a review
3. Access to Work
You can apply to Access to Work which is a government scheme that aims to assist disabled people in employment or those due to start employment. It offers support based on an individual's needs, which may include a grant to help cover the costs of practical support in the workplace.
An Access to Work grant can pay for:
special equipment, adaptations or support worker services to help you do things like answer the phone or go to meetings
In addition there is a Workplace Mental Health Support Service offered under Access to Work and delivered by Remploy. It is a free and confidential service available to any employees with depression, anxiety, stress or other mental health issues affecting their work.
4. Time off for medical appointments related to a disability or long term health condition
For regular time off for medical appointments related to your disability or long term health condition, it is recommended that you have a discussion with your line manager to agree and record this information as a reasonable adjustment on your Individual Adjustment Plan. It should be reviewed regularly.
How to record this time off?
To record this time off, complete your flexitime timesheet as usual, to reflect your usual working day(s), and add information in the notes section about the time you are taking, clarifying that it is a reasonable adjustment related to your disability or health condition.
5. Disability related sickness absence
It is recognised that due to a disability or long term health condition some members of staff may take more sickness absence than their non-disabled colleagues. Your line manager should have a discussion about other reasonable adjustments that may be available to help support members of staff with a disability or long term health condition.
When a member of staff returns to work after a period of absence, the line manager should arrange a return to work discussion and complete the Return to work discussion form. If a particular absence is linked to their disability or long term health condition then this will be recorded as disability related sickness absence and not general sickness absence. This will not automatically be counted towards levels of absence and prompt a formal review but a line manager may discuss such absences on a case by case basis with HR under the Managing ill-health and sickness absence Policy.
