• Section 1 - Purpose
• Section 2 - Application and Scope
• Section 3 - General Principles
• Section 4 - Types of Reasonable Workplace Adjustments
• Section 5 - Implementing a Reasonable Workplace Adjustment
• Section 6 - JobAccess
• Section 7 - Roles and Responsibilities 
• Section 8 - Definitions

Section 1 - Purpose

(1) This Procedure sets out the process for requesting, developing and implementing a reasonable adjustment at the University of Wollongong (the University) to accommodate a disability, mental health, or chronic medical condition, including a temporary medical condition.

Section 2 - Application and Scope

(2) This Procedure applies to: 

1. all staff of the University who have a temporary, episodic, or permanent disability, mental health issue or chronic medical condition.

(3) This Procedure does not apply to: 

1. students at the University (see Disability Policy - Students);
2. staff employed by other entities controlled by the University; and
3. staff employed at campuses of the University outside of Australia.

(4) This Procedure supports the Equity, Diversity, and Inclusion Policy by providing advice for staff and their Supervisors on the processes associated with any reasonable workplace adjustments required at the University.

Section 3 - General Principles

(5) The University has a diverse workforce and is committed to providing the required range of measures for staff who require workplace adjustments due to a permanent or temporary disability, mental health, or chronic medical condition.

(6) Reasonable adjustments are put into place to assist a person with a permanent or temporary disability, mental health, or chronic medical condition to complete the inherent requirements of their role effectively and comfortably and supports equal employment opportunity.

(7) The requirement to make reasonable adjustments applies irrespective of whether a person’s disability was pre-existing or commenced during employment.

(8) Reasonable adjustments are not changes to the inherent requirements of the role itself.

(9) The requirement to provide reasonable adjustments for staff with a disability applies to all areas of the employment life cycle.

(10) Staff with a disability are not obliged to disclose the details of their disability, mental health, or chronic medical condition unless they require services, support, or adjustments. A disclosure can be made during the recruitment process or at any point during the employment relationship.

(11) If a staff member does disclose a disability to the University, it must be treated in accordance with the University's Privacy Policy and not be discussed with anyone unless the staff member has given permission to do so.

(12) In most cases, it is helpful for staff with a disability to provide supporting documentation regarding their disability, mental health, or chronic medical condition to enable appropriate workplace adjustments. This may include a letter from a health professional or any relevant information that might help to inform a decision. The information sought by the University will only be what is relevant to the specific adjustments requested.

(13) A staff member with a disability, mental health or chronic medical condition can bring a support person to any meeting about a service, support, or workplace adjustment. The support person’s role is to:

1. provide emotional and practical support to the staff member;
2. provide advice to the staff member about rights and entitlements;
3. clarify the process or proceedings to the staff member if necessary; and
4. take notes for the staff member when necessary.

(14) This Procedure does not apply to injuries where the staff member has either lodged or has an accepted workers compensation claim. The process for this can be accessed via the injury management and return to work programs supported by the Wellbeing Health and Safety Unit. 

Section 4 - Types of Reasonable Workplace Adjustments

(15) Workplace adjustments are either temporary or permanent and may include but are not limited to:

1. provision of equipment or software;
2. physical changes to the work environment including height adjustable workstations, building access or work-related aids;
3. flexible working arrangements including changes to start and finish times as well as appropriate break times if required in line with the Flexible Work Arrangements Procedure;
4. for Academic staff, reasonable timetabling accommodations may be available if possible. Refer to the Restricted Teaching Availability Form;
5. technological provisions such as communication technology devices or large-screen monitors; or
6. use of University facilities such as quiet rooms.

Section 5 - Implementing a Reasonable Workplace Adjustment

(16) Staff are encouraged to discuss reasonable workplace adjustment requirements with their Supervisor and must submit a Staff Workplace Adjustment Request Form for approval.

(17) The Supervisor should seek the relevant approvals dependent on the request (e.g. Infrastructure and Property Division (IPD) or Information Management and Technology Services (IMTS)) and ensure that agreed reasonable workplace adjustments are implemented in consultation with the relevant People and Culture Division representatives.

(18) Staff may be required to provide supporting documentation regarding their disability, mental health, or chronic medical condition to enable the provision of a requested reasonable adjustment and ensure a safe working environment in accordance with Work Health and Safety legislation, as outlined above in Section 3 clause 12.

(19) The local business unit should resolve all reasonable low-cost workplace adjustment requests, where possible. If no budget or resourcing exists, the staff member’s Supervisor should contact the People and Culture Business Partner and/or the Equity, Diversity and Inclusion Team (EDI) for assistance with applying for funding through the Employment Assistance Fund (EAF) via JobAccess.

(20) The Supervisor will respond to a formal request for reasonable adjustments within 10 working days of the request being made.

(21) When the outcome of the reasonable adjustment request is known, staff and Supervisors should complete a Reasonable Adjustment Access Plan (Staff).

(22) The Reasonable Adjustment Access Plan (Staff) should be reviewed annually, or upon change of position/duties by the employee, with their Supervisor to ensure they remain relevant and effective, and manageable within the workplace. Before a reasonable workplace adjustment is declined the Supervisor must discuss this with their People and Culture Business Partner and/or the Equity, Diversity and Inclusion Team.

(23) Reasonable Workplace Adjustment requests may be declined if they would impose an unjustifiable hardship on the University. This includes, but is not limited to, factors such as cost, impact on service quality or efficiency and workplace safety of staff and students.

(24) Staff members who believe their request for a reasonable adjustment has been unreasonably denied, may appeal their manager’s decision. Appeals should be in writing to the staff members’ People and Culture Business Partner. The Chief People and Culture Officer will decide all appeals and provide a written response to the staff member within 20 days, as per the Complaints Management Policy.

Section 6 - JobAccess

(25) Staff with a disability or a mental health issue may access the Australian Government funded Employment Assistance Fund (EAF) to cover the costs of making a reasonable workplace adjustment. This may include:

1. the cost of making adjustments to your physical workplace;
2. modifications to work vehicles;
3. special equipment for the workplace;
4. information and communication devices;
5. Auslan interpreting services; or
6. specialist services for staff with specific learning disorders and mental health issues.

(26) Staff can seek advice from the Equity, Diversity and Inclusion Team where funding for JobAccess is available to support a reasonable adjustment request.

(27)  Staff may apply for JobAccess funding on an individual basis via the online services site. If they need assistance completing the Employment Assistance Fund (EAF) Online Application, they could also contact a JobAccess Adviser on 1800 464 800.

(28)  JobAccess may require a workplace assessment to be performed and will arrange this through the Employment Assistance Fund (EAF) at no cost, to provide advice on the types of modifications or equipment that may best meet the individual staff member's needs, prior to approval for Employment Assistance Fund (EAF) Funding.

Section 7 - Roles and Responsibilities 

(29) Staff members will: 

1. advise their Supervisor of any adjustments that they need to perform the inherent requirements of their role. This might include:
   1. physical adjustments to their workstation;
   2. access adjustments to their work environment;
   3. changes to the way they perform their duties;
   4. flexible work arrangements in certain circumstances.
2. where a reasonable adjustment is required, disclose to the University, and in conjunction with their Supervisor, complete a Staff Workplace Adjustment Request Form;
3. advise their Supervisor if they are having any issues in their workplace in relation to their disability and the inherent requirements of their role;
4. provide their Reasonable Adjustments Access Plan to a new manager, or during workplace changes (as appropriate),to ensure that the agreement within the plan can be supported by all parties.

(30) Supervisors will:

1. receive requests for a reasonable adjustment from new or existing staff members;
2. contact new staff members (before first day) to discuss reasonable adjustments they require in the workplace;
3. request a reasonable adjustment on behalf of a staff member if appropriate;
4. in consultation with the staff member, discuss and complete a Staff Reasonable Adjustments Request Form;
5. respond to the staff members' application for a reasonable adjustment within 10 working days;
6. ensure the adjustment(s) are implemented in a timely manner, in consultation with the relevant People and Culture contacts;
7. ensure records related to this process are retained as appropriate;
8. hold regular discussions with staff members about any requirements or workplace adjustment needs;
9. maintain confidentiality as required when dealing with a staff members application for a reasonable adjustment.

(31) Talent Acquisition (TA) Team will:

1. consider requests from applicants for workplace adjustments during the recruitment process, including interviews;
2. provide necessary adjustments in consultation with the relevant People and Culture representative.

(32) People and Culture Business Partners will:

1. advise Supervisors on the process to request a reasonable adjustment for staff with a disability, mental health issue or chronic medical condition;
2. act as first point of contact for staff with a disability seeking a flexible working arrangement as part of their workplace adjustments, with or without their Supervisor;
3. provide support to Supervisors when needed.

(33) Wellbeing Health and Safety Unit (WHS) will:

1. assist Supervisors in the provision of a safe work environment by implementing risk management activities;
2. act as a secondary contact for the Supervisor or staff member regarding physical adjustments to the workstation as part of their workplace adjustments;
3. assist with the development and implementation of return-to-work (workers compensation) plans for staff with a disability as required;
4. consult with staff members to determine if a Personal Emergency Evacuation Plan (PEEP) is required.

(34) Equity, Diversity and Inclusion Team (EDI) will:

1. act as first point of contact for staff with a disability seeking workplace adjustments, with or without their Supervisor;
2. integrate disability provisions into staff policies and procedures;
3. liaise with community and government agencies to encourage applications for positions and Traineeships for people with disabilities;
4. liaise with external agencies to arrange funding for workplace adjustments;
5. support Supervisors to apply for funding for workplace adjustments;
6. keep appropriate records about the reasonable adjustment process.

Section 8 - Definitions