An employee with disability may not need any workplace modifications to be able to do their job. Some employees with disability may only need minor adjustments to the workplace that can be easily made and at minimal or no cost. Others may need special equipment or modifications to the physical environment to assist them in their work.
Discuss modifications with your employees
The need to modify your workplace will depend on an employee’s disability and their job duties or requirements.
Communication with your employee before they start a new job allows open discussion about any parts of the job or workplace that may need adjustment. If modifications or adjustments are required to the workplace, including essential tools, these should be implemented prior to your employee commencing work. The exception to this is when the employee needs to be involved in the set up of any equipment or workstation changes.
In many cases, your employee will be the expert regarding the adjustments they require, so asking them about their requirements and preferences is the best approach.
For example, when the requirements of a job are discussed at a job interview, many people with disability can identify simple adjustments or accommodations to enable them to perform these requirements, or point to sources of expert advice on adjustments.
Workplace assessments
If your employee’s disability is significant, or if their disability requires significant modifications or adjustments to the workplace, then professional assistance may be required. A workplace assessment could be undertaken to:
- evaluate your employee’s access to the workplace
- identify and remove barriers in the workplace for people with disability
- assist in determining what adjustments can be made to help your employee return to work.
The JobAccess Advisers are available to assist you with arranging a free workplace assessment as part of the Workplace Modification Scheme. You can phone the JobAccess Advisers on 1800 464 800 or contact them online:
Financial help
If you need to make workplace modifications for an employee with disability you may be eligible for financial assistance. The Workplace Modifications Scheme pays for the costs involved in modifying the workplace or purchasing special equipment for new employees with disability.
Reasonable adjustments
The law states that, whenever it is necessary, possible and reasonable, as a employer, you should take into account a person's disability and make appropriate adjustment to the work environment to accommodate that person.
Overall, if you are aware of an employee’s disability you have a legal obligation to provide what is deemed 'reasonable adjustment' to accommodate the needs of that employee.
Reasonable adjustments enable an employee with disability to:
- perform the inherent or essential requirements of their job safely in the workplace
- have equal employment opportunities such as recruitment processes, promotion and training opportunities
- enjoy equal terms and conditions of employment.
The limit on reasonable adjustment—unjustifiable hardship
As an employer, you are obligated to make reasonable adjustments unless that adjustment will result in ‘unjustifiable hardship’ to you. More information about the concept of ‘unjustifiable hardship’ can be found on the Human Rights and Equal Opportunity Commission web site (see Related Links).
Suggestions for modifying the workplace
There are many ways that you can modify a workplace for your employees with disability.
Work methods
Example of adjustments to work methods include:
- clearer routines for an employee who has trouble with changing routines because of intellectual disability
- implementing job processes such as written instructions, task lists, labels, prompts or reminders
- modifying the duties of the position
- exchanging duties between employees.
Work arrangements
Example of adjustments to work arrangements, including in relation to hours of work and use of leave entitlements, include:
- accommodating an employee who needs breaks because of pain or fatigue issues
- providing flexibility in working hours for an employee with episodic needs for treatment
- access to paid and unpaid leave
- part-time hours
- working from home.
Work-related rules
Providing reminders to use safety equipment is an example of an adjustment to work-related rules or other adjustments to enable a person to comply with rules.
Recruitment processes
Providing alternatives to written tests is an example of an adjustment to methods used for testing, assessment or selection during recruitment processes.
Workplace or work related premises
Examples of adjustments to workplace or work related premises, equipment or facilities, include:
- an adjustable height desk for a person using a wheelchair
- educating co-workers and managers in the adjustments needed by the employee
- relocating filing cabinets
- increasing lighting
- providing clear markings and colour contrasts on steps or pathways
- providing a parking space close to the place of employment for an employee in a wheelchair.
Additional equipment or facilities
Examples of adjustments to the provision of additional equipment or facilities, include:
- lifting equipment for an employee who cannot lift heavy objects safely
- arranging telephone typewriter (TTY) phone access for an employee who is Deaf, hard of hearing or speech impaired
- voice-activated tape recorder for verbal instructions
- multi-set alarm wrist watch that beeps or vibrates
- screen reading software for employees with vision impairments
- building modifications to allow access to a building or bathroom facilities
- disability specific equipment such as Braille equipment
- arranging access to interpreters such as Auslan interpreters.
Work-related communications or information
Examples of adjustments to work-related communications or information provision, including the form or format in which information is available, include:
- documents in an accessible electronic format for an employee who is blind
- a written list of tasks to add to spoken instructions for a person who has memory problems
- accessing interpreters such as Auslan interpreters for employees who are Deaf or hard of hearing.
Developing capacity in a position
Examples of adjustments to training, transfer, acting, trial or higher duties positions, traineeships, or other forms of opportunity to demonstrate or develop capacity in a position, include:
- provision of interpreters, readers, attendants or other work related assistance
- permitting or facilitating a person to use equipment or assistance provided by the person with disability or by another person or organisation
- providing training to co-workers or supervisors.
Further ideas for adjustments and modifications
If you would like advice or ideas on how to make appropriate modifications and adjustments for an employee with disability, you can search our Workplace Adjustment Tool. The Workplace Adjustment Tool contains practical ideas and solutions for supporting people with disability as they complete a vast array of activities and tasks in the workplace. The tool links you to suppliers of products and solutions in your state.