The process

Start of the process

A new member of staff could:

• Be contacted by Occupational Health following completion of the health questionnaire
• Have a discussion with their line manager about reasonable adjustments either following a report from Occupational Health or at the request from the member of staff
• Be referred to Occupational Health by their line manager
• Make a self referral to Occupational Health

An existing member of staff could:

• Have a discussion with their line manager about reasonable adjustments either following a report from Occupational Health or at the request from the member of staff
• Be referred to Occupational Health by their line manager
• Make a self referral to Occupational Health

What happens after a discussion with Occupational Health?

Occupational Health makes recommendations about reasonable adjustments. These are provided to the referring manager. Recommendations could also be provided by a GP or Access to Work.

An applicant/appointee may apply for external Access to Work funding if they are about to start or return to paid work in the next 12 weeks. Existing members of staff can also apply for this funding.

Line manager discusses and implements reasonable adjustments

The line manager and member of staff meet to discuss the recommendations from Occupational Health. It is suggested this meeting takes place within 2 weeks of receipt of the recommendations or upon request from the member of staff.

A decision is then made about what reasonable adjustments are to be put in place, based on what the member of staff requires and what the manager is able to provide.

Agreed reasonable adjustments to be recorded by the line manager and shared with the member of staff on the Individual Adjustment Plan form.

The line manager could also discuss reasonable adjustments with their departmental Human Resources Advisor and/or finance person.

To implement the reasonable adjustments, the line manager may need to contact and follow up with:

• Estates Services to discuss changes to buildings on campus. Contact fm-helpdesk@york.ac.uk.
• IT to request assistive technology
• Health and Safety to discuss a PEEP if required
• Purchase ergonomic furniture (chair, standing desk) and IT equipment (mouse, keyboard)
• The departmental HR Advisor for advice and guidance

Regularly review at 1:1 meetings and annual performance reviews, the reasonable adjustments with the member of staff and make changes if required. Also see the additional reasonable adjustment guidance for managers.

HR Adviser's responsibilities

To provide advice and guidance to both the line manager and member of staff about reasonable adjustments. This might also include a discussion about funding.

To prompt the line manager about implementing reasonable adjustments and remind them of the potential risks for staff and the University by not doing this.

Who should the member of staff contact if there are delays in implementing reasonable adjustments?

Staff should follow up with their line manager or contact the departmental HR Adviser.