When dealing with cases with disability issues, the Equality Act places a duty on the Council to make reasonable adjustments to meet the needs of a disabled employee (see Equality Act 2010 Summary for more information). 

This duty requires managers to be flexible, to look at what needs to be done and accept that it may be possible to achieve the right end by different means. You are not expected to know all the answers for the best solution for any case, but you are expected to make every effort to find out.

You may become aware that reasonable adjustment may be required to be considered via a recommendation Occupational Health or by an employee requesting this through completion of a Workplace Adjustment Passport.

Where you receive a request directly from an employee, you should seek Occupational Health advice via an occupational health referral to ensure that any adjustments are appropriate.

You have to be flexible in considering reasonable adjustment and consider what can be accommodated. Reasonable adjustments are specific to an individual person. They can be for physical or mental health conditions. They can cover any area of work.

Occupational Health will make recommendations on any modifications or adaptations which may assist the employee. You should discuss these with the employee and assess whether they can be practically and reasonably supported. HR can advise as appropriate.

What is reasonable depends on each situation.

Some examples of reasonable adjustments are: 

• Making adjustments to premises (eg installing electronic door openers, ramps; installing loop systems, visible fire alarms)
• Arranging to modify equipment or acquiring specialised equipment
• Re-allocating some of the duties
• Altering employee's working hours (allow extra flexibility)
• Assigning the employee to a different place of work
• Giving or arranging special training
• Providing additional supervision and/or support
• Providing a reader or interpreter
• Transferring employee to an alternative post (see the Redeployment Policy)

You must consider carefully if the adjustment:

• will remove or reduce the disadvantage – you discuss this with the employee and not make assumptions
• is practical to make 
• is affordable 
• could harm the health and safety of others

You do not have to change the basic nature of the job. There is no requirement to make adjustments that are unreasonable. However, you may still find other ways to support the disabled person including making other adjustments that are reasonable.

Costs of any adjustments will be borne by the Service. External funding to purchase aids or adaptations, or to assist with transport to work, in some cases may be available through Access to Work. Decisions must be justifiable and reasonable given the size of the Council.

If it is not possible to make the adjustments recommended, the employee's fitness for work should be managed in line with the Capability Policy.

You should record any agreed reasonable adjustments for future reference using a Workplace Adjustment Passport and this should be saved to the employee's personal file in MyView. The passport provides a framework within which to discuss the employee's health and what changes can be made at work to assist them.

Once these adaptations have been agreed the document is signed by both parties to indicate that the adjustments will be made and upheld. This means that if the employee's line manager changes they do not have to explain their requirements again and that the current arrangements will not be withdrawn.

The employee should be given a copy for their own retention and they are encouraged to share this with any new manager if they change jobs within the Council.

The passport should be reviewed annually or if the employee's condition/health changes to check that adaptations remain appropriate and can be adjusted if the employee's needs or their role has changed. Occupational Health advice can be sought if there has been any change to the employee's condition/ health.

The review also ensures that the adjustments are still reasonable in line with the employer's requirements and effective in enabling the employee to fulfil their role.