Supporting Disabled Staff

UWS is committed to providing an environment where staff feel confident and safe declaring information about their disability. Disabled staff are encouraged to make their disability known to their manager so that they can be supported fully to perform in their role. Disabled staff are also encouraged to update their staff record via Employee Self Service. This allows UWS to gather statistical information on the diversity of the workforce and to ensure that disabled employees are having an equitable experience at work in comparison to employees who do not have a disability, and to ensure the adequacy of support provision.

Where a staff member meets the definition of a disabled person in the Equality Act 2010 employers are required to make reasonable adjustments to any elements of the job which place a disabled person at a substantial disadvantage compared to non-disabled people.

The duty to make reasonable adjustments arises where the following places a disabled person at a substantial disadvantage compared with people who are not disabled:

• A provision, criterion or practice applied by or on behalf of the University
• A physical feature of premises occupied by the University
• The lack of an auxiliary aid

Examples can be seen here: reasonable adjustments requirements | EHRC

The University has to take such steps as it is reasonable to take in all the circumstances to avoid that disadvantage – in other words, to make a ‘reasonable adjustment’

The duty to make reasonable adjustments also applies if an employer/manager becomes aware, or could reasonably be expected to be aware, that an individual has a disability even if that disability has not been disclosed by the individual.

The Act does not list the sorts of adjustments that may have to be made, however, examples include:

• Purchasing specialist equipment; modifying equipment
• Providing additional guidance/support
• Paid time off for assessment or treatment
• Paying the costs of dyslexia assessments
• Adjustments to the working environment or procedures
• Reallocation of duties or redeployment

In many instances disabled staff themselves may advise what adjustments they will benefit from.

Situational examples can be found here: Reasonable adjustments in practice | Equality and Human Rights Commission

Various components determine whether a specific adjustment is considered reasonable. The test of what is reasonable is ultimately an objective test and not simply a matter of what the employee, manager or institution may believe to be reasonable.

UWS’s overall aim will be, as far as is possible, to remove or reduce any substantial disadvantage faced by disabled staff which would not be faced by a non-disabled person.

If an adjustment cannot be made UWS will inform the employee with a clear explanation of the rationale behind the decision.

Any adjustments made will be reviewed regularly to ensure they are still appropriate and effective for the staff member.

UWS aims to be an employer of choice for disabled people. The University is committed to reducing the barriers faced by disabled people in recruitment and selection processes. UWS will ask all shortlisted candidates if they require adjustments to participate in interviews or assessment procedures and requested adjustments will be accommodated as much as possible.

Adjustments may include:

• Providing recruitment literature in audio, braille, and large print
• In interview situations providing extra equipment
• Allowing a guide or hearing dog into the workplace
• Providing extra time for assessment tasks
• Allowing a support worker to accompany the candidate
• Agreeing to the candidate bringing a British sign language interpreter
• Additional time to complete certain stages of the recruitment process

Where a disabled candidate is recruited successfully, discussions on any required reasonable adjustments should begin as soon as possible so that they may be in place for the new employee’s first day.

Access to Work can provide practical and financial support for staff who have a disability or long term physical or mental health condition and can help disabled staff overcome barriers and points of exclusion within the workplace. 

Access to Work Funding

Access to Work (AtW) is a UK government initiative managed by the Department for Work and Pensions available to help overcome the work-related issues resulting from disability. It offers practical advice and help in a flexible way that can be tailored to suit the needs of an individual in a particular job.

Access to Work can offer a grant towards the approved costs that arise because of a disability. For people who are starting a job with the University, the grant is set up to 100% of approved costs. For those who already work for the University, the grant is up to 80% of the approved costs over the first £1000.

Access to Work might pay towards the cost of equipment, adapting premises, or employing a support worker. It can also pay towards the cost of getting to work if the member of staff is unable to use trains or buses, and for a communicator at job interviews.

An application for the AtW Programme must be made by the disabled employee. Access to Work

Equality Impact Assessment is a key tool to ensuring decisions, policies and practices are assessed in relation to the impact on disabled staff and other protected characteristic groups. You will find more about Equality Impact Assessment here.

The University’s Occupational Health Service (OHS) is a specialist branch of medicine which exists to support all employees with any specific concerns they might have about health and its impact on wellbeing as well as work capability. OHS is an impartial and confidential service that provides advice and support on all health-related matters to employees, their managers and HR staff.

The OHS should be contacted for advice or referral where an individual’s health is an issue or a component of a disability, or where an individual’s disability is affecting their ability to attend work. Any member of staff can contact OHS directly and every enquiry will be dealt with confidentially (and only with the informed consent of those referred, where appropriate). Contact, occupational.health@uws.ac.uk.

Disabled staff members and managers supporting disabled staff can seek advice and guidance from their local HR Business Partner. For more information visit People and OD

Our UWS disabled staff network, the Disability Action Network, provides a mechanism to celebrate contribution, inspire through stories and offer insight into the lived experiences of our underrepresented colleagues, facilitating a shared understanding about the key priorities for change and providing a forum for discussion that enables participants to feel valued as employees. UWS, the UWS Equalities team, and the Disability Action Network have collaborated to produce the guidance, procedures, information, and advice on these webpages. Staff networks are an effective voice within our organisation, they add value to the work environment and amplify underrepresented voices, advocate inclusion and influence change to advance equality. Our staff networks are all about our people; they are progressive about change and support the employee journey and inspire a feeling of belonging.

For more information on Staff Networks, contact equality@uws.ac.uk

This service is available to advise on IT-related adjustments for disabled staff. A range of assistive software and hardware can be borrowed by staff to try out. For more information visit IT Support

Managers must put in place a Personal Emergency Evacuation Plan (PEEP) for any individual who requires assistance or special arrangements to evacuate a building in an emergency. This may include staff with mobility, sensory and learning impairments.

Emergency Evacuation of people with disabilities procedure

Disabled staff may be entitled to priority parking access in University car parks and, where possible, to University buildings. Contact, estates@uws.ac.uk

The following documents provide information and guidance to support staff with specific mental health needs. It is important to remember that people with the same mental health condition can experience different symptoms, and to a different extent. This means that adjustments and support need to be tailored to an individual’s specific needs.

Supporting staff with PTSD

Supporting Staff with Anxiety

Supporting Staff with Depression

Coming soon: Supporting Staff with Dementia

Prolonged periods of stress at work and/or in our personal lives can have a serious impact on our mental health. Stress is now the leading cause of sickness absence in the UK today. It can have a drastic effect on our productivity, confidence, and mental well-being - and if left unaddressed can lead to serious mental and physical health problems.

The Occupational Health webpages provide guidance and advice for staff who are experiencing stress. Any member of staff can contact OHS directly and every enquiry will be dealt with confidentially (and only with the informed consent of those referred, where appropriate). occupational.health@uws.ac.uk

Health Assured, the University’s Employee Assistance Programme, provides useful information to help manage stress better. All UWS staff and immediate family can instantly access free, confidential, personalised health and wellbeing advice and resources 24/7, 365 days of the year – contact the EAP by phone on 0880 028 0199 or via www.healthassuredeap.co.uk.  Username: university Password: westscotland

Health Assured also offer:

• Webinars providing topical information and self-help guidance to support and educate on a range of issues, including webinars on
  • Women’s Mental Health
  • Complex Mental Health
  • Suicide Awareness
  • Coping with change
  • The Menopause
  • Mindfulness
• Bright TV—powered by Health Assured. A monthly TV series, featuring well-known personalities talking about their personal experiences with mental health issues.
• A range of 4-week programmes to help with a variety of issues, such as sleep, healthy eating, and energy
• Wellbeing podcasts
• Health checks

In addition, all UWS colleagues and their immediate family also have access to telephone counselling, online video counselling and face-to-face counselling.

To find out more about how you can find support for mental health, please visit the EAP website at www.healthassuredeap.co.uk.

UWS also provide all staff with access to wellbeing training modules on the Staff Induction and Personal Development webpages, and Training and Development run training sessions on Mindfulness and Positive Psychology among many others, available to book on the Training home page.

Neurodiversity encompasses all specific learning differences, many of which co-occur or overlap so individuals may experience the strengths and challenges associated with more than one of the specific types of neurodiversity. The guidance below provides examples of adjustments that may be considered for all neurodivergent staff:

Workplace adjustments and management approaches to support

We recognise that neurodivergent staff may not always identify as a disabled person. A neurodivergent person has one or more ways in which their brain functions outside the ‘typical’ way. For example, neurodivergent people may be diagnosed with autism, ADHD, OCD, dyspraxia, dyslexia, dyscalculia, or Tourette's.

The following documents provide information and guidance to support staff with specific types of sensory impairment:

Supporting Staff with Visual Impairment

Supporting Staff with Hearing Impairment

It is strongly recommended that individuals with sensory impairment receive a thorough workplace assessment as set out in the guidance documents above.

People with sensory impairments often experience challenges in having meaningful and effective conversations with others, which may make the person feel isolated. The following documents provide tips for good workplace communication that is inclusive of people with hearing or sight loss.

Inclusive Workplace Communication for Hearing Loss

Is Your Meeting Deaf Aware

Tips for effective communication

The UWS BSL Plan was created to raise the profile of BSL at UWS and ensure that there is good access to our information and services for BSL users. This includes making our website more accessible to BSL users by including BSL videos and highlighting BSL accessible ways to get in touch; improving information and data on BSL by including the question on BSL in staff surveys; and exploring and investigating how we can develop best practice and establishment of a UWS BSL working group to oversee the actions identified in the plan.

The British Deaf Association Help & Resources provides more information. The BDA is a national Deaf-led organisation that works directly with Deaf people that use British Sign Language (BSL), campaigning for equal rights on a national level and working at a local level empowering Deaf people to achieve access to their local public services. This is carried out through projects delivering individual and community advocacy. They also work to ensure BSL is included by public bodies by delivering a public commitment through signing the BSL Charter.

We recognise that the term ‘disabled person/staff may not reflect fully the Deaf community. Deaf with a capital D is most used to refer to a person with a hearing loss so profound that they have barely any or no functional hearing. It is also used to describe people who are active members of the Deaf community and identify themselves as culturally Deaf. Deaf people see their deafness as an identity, not a disability.

There is a range of online training available for staff in relation to disability and wellbeing, such as Inclusive Language, Inclusive Leadership, Disability Confident, Stress Less and Menopause at Work to name but a few. This can be found on the Staff Induction and Personal Development page.