We value, promote and celebrate inclusion, challenging discrimination and putting equality, diversity and belonging at the heart of everything we do.
We are an inclusive university, where difference is celebrated, respected and encouraged. We believe that diversity of experience, perspectives, and backgrounds will lead to a better environment for our employees and students. This is evidenced by our commitment to our Disability Confident leader status.
This guidance aims to explain the process to faculty and department accountants for recording the cost of workplace adjustments centrally.
What are workplace adjustments
To ensure employees who are disabled have equal opportunities to non-disabled employees, the University will make ‘workplace adjustments’ for disabled employees. 'Adjustment’ is the legal term for any adaptation made in the workplace to ensure equal access for a disabled person.
Find out more about Reasonable Adjustments
Process
New employees
Recruitment – candidates are encouraged to disclose if they have a disability or any underlying health conditions that may require workplace adjustments.
Onboarding – new employee completes pre-employment health questionnaire and will liaise with HR Advisor and new line manager to initiate the creation of the adjustment to work plan.
Note: This does not automatically include a referral to occupational health (OH). Where a new employee has identified existing needs (say, from previous employment or a previous Access to Work assessment) then further input from OH is not necessarily required.
New Employee – is responsible for making the application to Access to Work, if one is required.
Line Manager - is responsible for working with the employee to identify and agree on any adjustments and for completing the agreement to adjustment plan and liaising with the faculty and/or department accountant to ensure costs are recorded centrally for any expenditure for workplace adjustments, including those arising from an Access to Work application.
An example of what should be recorded: - All expenditures recommended by Access to Work (code any reimbursed costs to this too). This can include the provision of training, support employees and support with other aspects of work as well as support with equipment purchases. - Assistive technology requests for specialist hardware (noise cancelling headphones, white noise generators, ergonomic keyboard and input devices, accessibility software) - Sit stand desks (where supported by OH, GP, Medical Professional (including Physio) or recommended by SHEW through assessments). - Posturite specialist ergonomic workstation assessments (and any recommended equipment). - Specialist DSE chairs (not BOF Conway or Coast / Ergonomic Coast) – although most of these specialist provisions should come via the Posturite assessment route. - General DSE requirements – standard chairs, footrests, document holders etc should not be recorded under this arrangement (these are considered standard pieces of office equipment and should be made available to all employees).
Please note – SHEW is not responsible for “signing off” on the purchase of specialist equipment, sit-stands etc, so whilst they can advise on equipment etc, they do not provide a gateway for the coding of items.
Existing employees
Sometimes employees can become disabled or develop an underlying health condition during employment. This is often picked up during the sickness absence policy, accessing disability leave, or general conversation with a line manager.
Line manager should work with the employees to co-create an adjustment to work plan and liaise with HR Advisor if they require support. Liaising with the faculty and/or department accountant to ensure costs are recorded centrally for any expenditure for workplace adjustments, including those arising from an Access to Work application.
Employee is responsible for making an application to Access to Work, if one is required. Where an employee is classified as an existing employee then Access to Work do not provide full reimbursement of costs; all expenditures, reimbursed or not, should be recorded, but it would be helpful to be able to distinguish between the two.