Fortunately, I did not want to use the letter ‘R’ to write about Regular Blog Posts as I have let a lot of time lapse between this and my last post – apologies. I also apologise if this post is not as light hearted as other posts – it is more of a ‘professional’ post which I hope to use at work.
Being willing to make Reasonable Adjustments for people, with disabilities, is one of core requirements of the Equality Act 2010, my job therefore requires me to promote Reasonable Adjustments within the work place. After doing some research, I found that a lot of employers have a document for employees to use so that they can request the adjustments they need. This document is quite commonly referred to as a Disability Passport. Not liking the negativity which is often associated with the word ‘Disability’, we decided to call it a Reasonable Adjustment Passport (RAP) which is now a section within the wider Supporting You Passport.
People may argue if your manager is happy with your requests then why do you need to put them in writing but as with most things, having them in writing is always best. The biggest benefit of having them in writing is that it makes thing easier if you have a change in manager. Your new manager is able to see what adjustments your previous manager had agreed to and will therefore hopefully follow through with these. Similarly, if you are moving jobs then this is your document to take with you. The rest of this post will go through the sections of the RAP, which I designed, using the template that NHS Employers use, giving examples of the type of requests which can be put in each section. These examples are based on both personal experience as well as experiences from members of staff I seek to support:
Time:
This section can be particularly relevant for those who rely on taking painkillers at regular intervals throughout the day. While waiting for the tablet to work they may find it easier to take a longer lunch break and then make up the hours later in the day. Another very good example, is from one of my colleagues who finds driving in the dark extremely difficult due to her eyesight. She therefore has an agreement with her manager that in the winter months she will leave early but make up her time during the summer months. This arrangement was made before working from home was an option so this adjustment may not be needed now, but it is a good example of what flexibility can be offered.
Environment (fire, blue badge parking):
Being able to work at home is a Reasonable Adjustment in itself and this could go under the Environment section. Unfortunately, I hear of many cases where a manager is not allowing the person to work from home despite there not being a valid reason why they can’t work from home. Working from home is so helpful to me and something which I now find myself taking for granted.
In the Environment section, it is always a good idea to state if you have a blue badge. Having this documented would help if you ever found that the Blue Badge parking spaces were full and you therefore needed to try and find alternative parking. The alternative parking may be a considerable distance from your office meaning that not only would you be late in but you may also be in pain, needing to have a rest before starting work. Rather than trying to explain this on the day when there is a risk that it may be seen as an excuse for lateness, if you have already mentioned it in your RAP then hopefully no eyebrows will be raised.
As a personal example, in this section of my RAP, I have stated how difficult it is for me walk from our office onto the main hospital site (a walk which takes me approximately 15 minutes and is uphill!) I have therefore stated that when I have a meeting on the main site then rather than being expected to walk back to my offices, I will base myself on main site for the whole day.
Within the ‘Environment’ section there is also a question to prompt the member of staff that, if they have problems which their mobility, they need to ensure that they have a Personal Emergency Evacuation Plan in place. More guidance as well as a link to the PEEP document is then given.
Technology and Equipment:
Within my RAP I explain the need to have two work laptops. Due to hybrid working, there is now an exception that you will carry your work laptop in, every time you work on site. Carrying a heavy laptop would be something I would struggle with, putting me at more risk of falling. It was therefore agreed that I could have one laptop which I keep in my locker at work and one laptop which I keep for when I’m working at home.
Communication:
This can be used for people who due to their disability find work instructions emailed to them rather than just being given verbally. I use this section slightly differently…
When I started working from home, I was really worried that if my manager wanted to get hold of me and my phone was on silent then they wouldn’t be able to. For people who have read my post on ‘Jumping’ then you will remember that a simple phone call can make me jump. If I happen to be drinking a cup of tea when the phone goes then I can end up spilling all of the tea down myself. I’ve therefore put in my RAP that my phone is often on silent mode and although I look at regularly the best way to reach me is to message me on MS Teams.
Buddy:
Although this was not in the template which I was basing our Reasonable Adjustment Passport on, I felt that it was very important to include. I have had times when I am sat in the office knowing that I need to call up the IT helpdesk but wanting someone on standby to speak on my behalf, if necessary. I would therefore end up ‘wasting time,’ trying to find someone who I felt I could ask. This is where the idea of having a buddy came from. When you come to discuss the RAP with your manager then by ticking the box, to say that you would like a buddy, you and your manager can think about who would be best placed to be your ‘go to’ person. I’ve also added a prompt that if there is anything you could help them with, in return, then there is space to expand on this. It may be that you make them the odd cup of coffee (if this is something you find relatively easy to do.)
Emergency Contact
When I was asked to add this section in to the Reasonable Adjustment Passport, I was a little hesitant to include it, as it was assuming that if you have a disability then it is more likely that you will be taken sick at work compared with your colleague. I did however allow this to go in as it could prove to be very useful,
Additional info
This is the section which I find particularly useful. Most of the things which I want my manager to be aware of do not fit nicely into the sections detailed above. Some of what is included under my ‘Additional Information’ section is that I rely on a taxi to get into work. 95% of the time this does not cause any problem but if I ever struggle to get a taxi and I am therefore late in then this will be the reason. Although this is not a Reasonable Adjustment per se, it is something which manager needs to be aware of. I have also recorded in this section, that I have a permanent problem with my jaw, meaning I find it difficult to eat and so need to take a slightly longer lunch break. Trying to explain this to a new manager, then my worry would be that they would see it as me wanting a longer break. However, because it is in writing and also having had it agreed by your previous manager then it is less likely that any questions will be asked. It is a sad but true fact that disabled people are more likely to go through disciplinary hearings so having a Reasonable Adjustment Passport can offer a bit more ‘protection’.
I am hoping this post will be read not just by people who have kindly signed up to receive my posts but also by people in my work place. Therefore, if you are reading this trying to decide whether to fill a Reasonable Adjustment Passport in or not, please can I encourage you to do so. None of the sections are mandatory. If you just fill in details of your disability/long term condition and then use the ‘Additional Information’ for the little, but important things – then it would have been a half hour well spent! After all you never know when your manager may change so even if you have an informal agreement with your manager, in terms of how you work and then they leave, you would have wished that you had put it all in writing.
Trust me I am a Disability Champion!