Disability in employment: policy, procedure and guidance
Guidance for line managers
1. Oveview
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.
We encourage line managers to support members of staff with a disability or long term health condition. To be aware of the support available to staff and the processes for arranging reasonable adjustments if required.
The online Disability Awareness module is mandatory for all staff, therefore if you have not completed this please arrange to do so via the LMS (login required).
A member of staff approaches you to talk about a disability or long term health condition. This could be prompted by a number of different reasons, for example:
A new member of staff starting at the University
A management referral to Occupational Health (OH) that has resulted in recommendations
The Individual Adjustment Plan should be reviewed and if necessary updated on a regular basis, in consultation with the member of staff.
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
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
2. Time off for medical appointments related to a disability or long term health condition
It is recommended that Line Managers have a discussion with a member of staff who has a disability or long term health condition about regular medical appointments where they need time off that is not sickness absence. Once agreed, this information should be recorded as a reasonable adjustment on their Individual Adjustment Plan and reviewed regularly.
How to record this time off?
When taking this time off the member of staff will complete their flexitime timesheet as usual, to reflect their usual working day(s), and add information in the notes section about the time they are taking, clarifying that it is a reasonable adjustment related to their disability or health condition.
3. Disability related sickness absence
We understand that due to a disability or long term health condition some members of staff may take more sickness absence than their non-disabled colleagues. To support the member of staff's attendance, reasonable adjustments may be discussed and put in place.
When the member of staff returns to work after a period of sickness 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 review but the line manager may want to discuss such absences on a case by case basis under the Managing ill-health and sickness absence Policy (see the section titled managing sickness absence/sickness absence definitions). The aim of such conversations is to ensure that the appropriate levels of support for the member of staff with a disability or long term health condition are in place, to effectively monitor and manage absence.
For further guidance about supporting a member of staff with a disability or long term health condition please contact your HR Adviser.
