Making a start in disability inclusion – workplace adjustments

In today’s fast paced, high tech and rapidly changing world, our brains have to rely on a whole bunch of shortcuts so that we can make decisions (like should I get out of bed). Our brains truly are amazing. It can form associations between different concepts based on past experiences without us even realising that’s what we have done. These associations can influence our perceptions and actions without us being aware of them. This can be known as unconscious bias or implicit bias.

It is not uncommon for people to have at least one (if not all) of these unconscious biases surrounding disability inclusion:

• I don’t give need to worry about people with disability as it doesn’t impact me
• Disability inclusion is currently the buzz in the business world and we can do our bit with a cute morning tea
• Disability inclusion is a “special project” that is done in addition to your normal day job vs a strategic objective that shapes how your business operates
• You have successfully navigated disability inclusion if your business meets the building accessibility requirements. But did you know a disability bathroom may meet the standards and still be totally inaccessible to a person in a wheelchair as they can’t navigate opening the door.
• Disability inclusion is fought with risk. If we get this wrong, we will be on the cover of the newspaper

Unfortunately these unconscious biases prevent us from taking simple actions to improve the world for many people.

One tool to get you closer to dispelling an unconscious bias is having a workplace adjustments policy.

Very simply a workplace adjustment policy tells staff that you want to remove the barriers that may prevent them from performing at the top of their ability. Reasonable adjustments don’t have to apply to just people with a disability. It helps everyone to bring their best selves to work each day. Some common examples of workplace adjustment are:

• Physical modifications to the workplace (e.g., ramps, adjustable desks).
• Assistive technology and equipment (e.g., screen readers, ergonomic chairs).
• Flexible work arrangements (e.g., part-time work, modified hours).
• Provision of auxiliary aids and services (e.g., interpreters, note-takers).
• Job restructuring or task reallocation

Despite this simple definition, many people with disability often will not ask for a workplace adjustment. Some of the reasons I have heard are:

• I don’t want to lose my job
• I don’t want to be treated differently
• I don’t want to be seen as a ‘princess’
• It’s just easier to organise the adjustment myself
• My employer doesn’t have the right to know I have a disability as it doesn’t impact my job.

By having a clear and concise policy, you send the subliminal message that asking for an adjustment is ok here. That is not only the feel good part but it is also a legal requirement. The Disability Discrimination Act (1992). This legislation states:

Australian Organisations must “ensure that workplace barriers are removed so that skilled people with disabilities are able to perform the inherent requirements of their positions. To facilitate this, employers are required to provide reasonable adjustments within the workplace whenever it is necessary, reasonable, and possible to do so”.

Despite the legal driver, some business will still avoid engaging with workplace adjustments, some of the reasons being:

• We don’t have many people with disability who need reasonable adjustments
• It would cost too much
• It means we treat our staff differently and we don’t want to be seen to have favourites

Your workplace adjustment policy should include the following detail:

Purpose

We are committed to providing an inclusive and supportive work environment.

The policy is to ensure that all employees, including those with disabilities, have equal access to employment opportunities and can perform their role and individual duties effectively. This policy outlines the procedures for requesting and implementing reasonable adjustments in the workplace to accommodate employees with disabilities.

Legal Framework

This policy is guided by the following legislation:

• Disability Discrimination Act 1992 (DDA)
• Fair Work Act 2009
• Work Health and Safety Act 2011

The request process

Consider a streamlined and confidential approach that maps to other ways your employees may already operate – eg use your leave system.

Frame the request by starting with the barrier to performance and the expected outcome if that barrier were to be removed. Then ask the person to suggest options.

The assessment process

What factors will the organisation consider when deciding to approve the adjustment. Be specific with thresholds for:

• Improvement to be experienced by the person
• Proven effectiveness
• Feasibility
• Cost and whether subsidised programs such as the JobAccess Employment Assistance Fund (EAF), are applicable
• Impact on operations

Who will be making the assessment and what timeframes do they have to adhere to? Will the assessor come back to the applicant with other possible adjustments that may meet both the individuals need and the business need. Is there a process for appeal if you don’t agree with the decision. I am a personal believer that requests that don’t fit in with the thresholds identified above should be reviewed by a panel with reasons documented and shared with the applicant.

Monitoring and Review

How will the organisation ensure that the workplace adjustment is working in the way it was intended? What systemic reviews will the workplace do to identify if other policies should be adapted. For example, you may decide to change your procurement policy to ensure all future purchases meet accessibility standards, such as variable height desks.

Training and awareness

How will you ensure all staff know about this policy and can use it. Will you provide regular training and awareness programs for all employees on disability inclusion and the importance of reasonable adjustments?

 

This is all very simple to document in a blog, and if it was that easy, you would have done it by now. But it isn’t hard, sometimes you just need someone in your corner helping you with additional operational effort and specialist expertise. We can be that for you at Supporting Potential.

To read all our other blogs visit here.