If workplace adjustments have been requested or recommended for consideration as part of a formal College process, for example sickness absence, the adjustments will be discussed as part of that process, for example as part of a formal sickness meeting.  The manager/member of staff will be assisted by the HR representative supporting the case and the EDIC or Occupational Health may be contacted to provide additional guidance and advice in relation to the workplace adjustments if needed.   

If a request for adjustments has been routed through EDIC, the manager and member of staff will be guided by EDIC as to the steps to take.

Otherwise, when a line manager becomes aware of a request or recommendation for workplace adjustments from any of the other routes described above, they must ensure they take the following steps:

 1. Line manager must meet with the member of staff to speak to them about their requirements. 

  • Take the lead from the member of staff. Avoid making assumptions and discuss what might be helpful and possible.
  • Some members of staff may not know what adjustments they need, so advice can be sought from EDIC by the line manager, the member of staff or both.
  • Consider any additional information available, for example Occupational Health report
  • Ask the member of staff how the College could support them and what they might find useful.

2.  When discussing and deciding whether an adjustment is reasonable the following factors should be considered: 

  • Its practicality
  • The cost
  • How effective the change will be in avoiding the disadvantage the disabled worker would otherwise experience
  • Impact on others in the team’s workload
  • Health and Safety
  • External sources of help/financial support, for example Access to Work
  • College resources and size

3. If the adjustments are reasonable and straightforward to implement, the line manager should proceed and implement the adjustments with the member of staff, keeping a written record of what has been agreed. We recommend that a workplace adjustment Passport is created.

4. If extra support is needed following the initial discussion, EDIC should be contacted to provide advice. This may, for example, include support for a further assessment of individual needs, support to identify adjustments that may not yet have been considered or support to access additional funding.

5. A further discussion may be necessary following advice/input from EDIC. It may be appropriate for an adjustment to be trialled for a period of time.

6. Following the discussions, the line manager should consider all the available information and communicate the outcome in writing to the member of staff.

7. Any workplace adjustments must be implemented as soon as reasonably possible.

8. Discuss and agree on timings for regular reviews with the member of staff to ensure the adjustments put in place are meeting their needs or if changes to reasonable adjustments are required.

9. If the member of staff disagrees with the outcome and all reasonable attempts to resolve the matter with the support of EDIC and Strategic HR have been unsuccessful, a Workplace Adjustments Review Meeting should be convened.