Declaring an Impairment or Disability Confidentially

Please update your HR information

What will updating my HR data achieve?

We need a clear picture of our workforce and our range of disabilities so the College can make informed decisions about the support and facilities offered to staff. This is the reason for asking you to update your HR data on a regular basis. The data enables HR to provide relevant information for our workforce and offer appropriate opportunities for staff to influence how we cater for their needs. At present the information we have about our staff is incomplete, particularly in relation to disability and ethnicity.  One issue we are aware of is that we are lacking information about staff who have developed some impairment, health condition or disability during their time working for the College, but have not disclosed details. Offering details of conditions, such as diabetes, a hearing impairment or cancer, will ensure that the College can appropriately cater for different needs, but it is important that all staff give their disability status, whether or not you consider yourself to have an impairment or disability.

 How will my data be used?

Data protection legislation requires us to comply with important principles regarding privacy and disclosure when handling sensitive personal data. We respect an individual's right to confidentiality and give a commitment that the information will only be used to comply with the monitoring requirements of equality legislation and the statistical reporting requirements of the Higher Education Statistics Agency (HESA). Specific information relating to any individual will not be passed on unless a person is asked and he or she agrees. Please be assured that, by providing this data, there are no adverse affects on your rights as an employee.


What do you mean by an ‘impairment' or ‘disability'?

Our database covers a wide range of impairments and long-term medical conditions, some are visible and others are not, as follows:

  • Blind or (significant) visual impairment (that is not corrected with spectacles)  
  • Cognitive disability (such as autistic spectrum disorder, Asperger's Syndrome or resulting from head injury)  
  • Deaf or (significant) hearing impairment  
  • General learning disability (such as Down's syndrome)  
  •  Long-standing illness or health condition (such as cancer or HIV (from the point of diagnosis),  diabetes,  chronic heart disease, or epilepsy)  
  •  Mental health conditions (such as depression, anxiety or schizophrenia)  
  •  Multiple disability (a number of impairments)  
  •  No known disability
  •  Other type of disability
  •  Physical impairment, dexterity or mobility issues (such as difficulty using any limbs, using a wheelchair or  crutches)  
  •  Disability that I do not wish to specify
  • Specific learning disability (such as dyslexia or dyspraxia)

We use data to help identify if there are actual, or potential, inequalities so that action can be taken and use the same categories as the national census so as to enable meaningful comparisons between our workforce and local and national statistics. There is also an option prefer not to say/information refused, should you wish to not declare.

Read more about disability support.

Action required

The easiest way to input your data is to use the on-line Self Service information system and to follow these steps:

1. Go to and enter your College username and password

2. Click on My Details

3. Click on Personal Details

Alternatively, if you normally use ICIS you can simply log in as usual and select My Details in the navigator window. If you have any problems accessing self service please contact the ICT Service Desk.

For further information on accessing self service and frequently asked questions, please go to our Self Service webpage.

If you wish to, or can only provide information using a form, you can print a Disability Disclosure form .


Staff who would like to discuss any issues in relation to their health or who need support, either now or in the future, should contact their local HR team, the College's Equality, Diversity and Inclusion Centre or Occupational health. More general comments in relation to the College's approach to equality, inclusion and diversity should be directed to the Deputy Director, Organisational Development and Inculsion, Susan Littleson on