Reasonable Accommodations Procedure

Employees should have a discussion with their line manager on the barriers they face due to their disability, using their job specification as a reference. In preparation for this meeting, it may be helpful for the employee to complete the Disability & Work Self-Audit Checklist and draft a Reasonable Accommodations Request Form to direct the conversation. 

Accommodations may be agreed at this point between the line manager and employee, particularly if it’s clear what supports need to be put in place. In agreeing reasonable accommodations locally, the line manager should consider:

1. Cost: Whether the accommodation involves no financial impact or has a minimal cost which can be covered by the local cost centre.

2. University policies: The request aligns with existing university policy/practice.

3. Feasibility: The change does not negatively affect team performance, safety, or business operations.
4. Temporary/trial basis: The accommodation is short-term, reversible or agreed upon as a trial before further assessment. 

If the request seeks to alter the terms and conditions of employment, falls outside of existing policies and practices, has the potential for a large financial impact, and/or has the potential to alter/impact operations of the team, it is important to seek support from DCU People in agreeing accommodations. 

Similarly, if there is confusion or lack of clarity on what accommodations would be best suited for the employee, it can be brought to DCU People for consideration. 

The Reasonable Accommodation Request Form should be finalised, signed and sent by email to the Disability Liaison Officer in DCU People: disability.staff@dcu.ie. This is a dedicated email to manage staff requests related to disability supports and is only accessed by the Disability Liaison Officer and the People and Absence Management Officer in DCU People. The Disability Liaison Officer will engage with the relevant People Partner and other DCU People personnel, as required.  

Employees will be asked to provide sufficient medical documentation confirming the nature of their disability. The type of medical documentation will depend on the nature of the disability. Conditions and diagnosis are uniquely experienced by each individual. DCU People will work with you to identify any necessary documentation from an appropriate medical professional (GP, Consultant or a professional named within the Health and Social Care Professionals Act 2005) to support your reasonable accommodation request. This should be sent directly to the Disability Liaison Officer in DCU People, using the dedicated email address. To note, there is no obligation for this medical documentation to be shared with their line manager.

If accommodations have been agreed locally, a copy of the Reasonable Accommodation Request Form and any medical documentation will be kept securely by the People and Absence Management Officer, in line with data protection and GDPR requirements.

If further consideration needs to be made before agreeing accommodations, information will be sent to the DCU People Disability Committee for review. Where appropriate, a meeting may be arranged between the employee, their line manager and the relevant People Partner and/or Disability Liaison Officer to discuss the request in more detail. 

A Disability Committee within DCU People Department will review the reasonable accommodations request, and in collaboration with the employee and their line manager, will assess the reasonableness of the accommodation(s) being requested. They will consider: 

• the effectiveness of the accommodation(s),
• the practicality of implementing them,
• the cost associated, and if there are public grants available,
• the resources required, and
• the impact the accommodations may have on others.

The DCU People Disability Committee is made up of: EDI and Wellbeing Manager (acting as Disability Liaison Officer), Employee Relations Manager, and relevant People Partner, and may at times include other representatives deemed relevant.  

In order to help ensure that the best support is provided and that DCU is providing appropriate accommodations, the University may seek additional advice from its occupational health provider and other health professionals as deemed necessary.  This is to ensure that all identified needs are met and employees are fully supported. 

Where required, and with support from the University's occupational health provider, a specialist organisation, and/or DCU Health and Safety Team, a workplace needs assessment will be arranged with the support from DCU People to ensure that all the appropriate reasonable accommodations are identified for an individual.

If the University deems the request reasonable and appropriate, the request is approved and reasonable accommodations arranged/made available. The accommodations should be agreed within three - six weeks of the reasonable accommodation request being received. In the small number of cases where this is not possible, it should be communicated to the employee and a revised timeline agreed.

A copy of the Reasonable Accommodation Request Form, medical documentation, and any other relevant documentation related to the request or assessment will be kept securely by the People and Absence Management Officer, in line with data protection and GDPR requirements.

Context: Dr. Jane Doe is a lecturer at DCU who has recently been diagnosed with a mobility impairment that affects her ability to walk long distances and stand for extended periods. She requires reasonable accommodations to continue performing her duties effectively.

University Support Measures:

1. Self-Assessment & Discussion with Line Manager:
   • The employee discloses their disability to their line manager and has a discussion on the impacts it has on their role and what potential supports could be provided to support them.
   • While the line manager and employee can identify and agree on some of the supports, there is a lack of clarity on the full range of supports that will help the employee in her role.

   • The employee and their line manager complete the Reasonable Accommodation Request Form and share with the Disability Liaison Officer in DCU People for consideration.

      

2. Assessment:
   • DCU People Disability Committee, in collaboration with the employee and their line manager, considers the request for accommodations and whether a workplace needs assessment would be beneficial to identify all the accommodations required to support the employee in their role in its entirety.
   • In this scenario, a workplace needs assessment is deemed beneficial, particularly to ensure we are considering the full extent of the employee’s physical and ergonomic needs.
   • A workplace needs assessment is arranged with the DCU Health and Safety Office and carried out.
   • A report is provided from the assessment, and recommendations from the needs assessment include ergonomic adjustments to her office space, flexible arrangements to ensure she is minimising long-distance travel, and assistive technology to support her in carrying out daily tasks efficiently.
   • Government support for financial support is considered, and the University applies for the Workplace Equipment/Adaptation Grant (WEAG) which can offset expenses associated with adaptive equipment and workplace modifications (e.g., ergonomic furniture, accessible office adjustments).

   • The accommodations, as set out in the assessment report, are agreed by all parties and implemented.

      

3. Accommodations Implemented:

Physical Accessibility Improvements

• The employee’s office space and lecture halls are reviewed for accessibility, ensuring they are adequate to support her needs.
• The employee's teaching schedule is reviewed to ensure lecture halls are appropriate for her needs and close together to mitigate travelling long distances between classes.

Flexible Work Arrangements

• The employees’ teaching timetable is adjusted to minimise the need for frequent room changes and long-distance travel across campus.
• A provision for hybrid teaching options are agreed where they are feasible, allowing the employee to deliver some lectures online.

Assistive Technology and Equipment

• A height-adjustable desk and an ergonomic chair are provided.

• Voice recognition software and adaptive keyboard/mouse technology are made available with support from Digital Technology Solutions (DTS) department.

   

4. Ongoing Review and Support:
   • Regular check-ins with the line manager (and DCU People where relevant) ensures that accommodations remain effective.
   • Feedback from the employee is encouraged to make continuous improvements.
   • The employee is informed of the University's Employee Assistance Service (EAS) which can offer physical and mental health support.

Context: Dr. Joe Bloggs is a researcher at DCU who is autistic. He experiences sensory sensitivities, struggles with unstructured social interactions, and benefits from clear routines and structured communication. Accommodations requested include a quiet workspace, noise-cancelling headphones, and adjustments to meeting structures.

University Support Measures:

1. Self-Assessment & Discussion with Line Manager:
   • The employee discloses their disability to their line manager and has a discussion on the impacts it has on their role and what potential supports could be provided to support them.
   • At this meeting, the appropriate supports are clearly identified and agreed. The cost is minimal and can be covered by the local cost centre.

   • The employee and their line manager complete the Reasonable Accommodation Request Form and share with the Disability Liaison Officer in DCU People for storing on file and no further assessment is necessary.

      

2. Accommodations Explored/Implemented:

Sensory-Friendly Environment

• The employee’s office is relocated to a low-traffic area in the shared office to reduce sensory overload.
• Lighting adjustments are explored to create a comfortable workspace.

Assistive Technology

• Assistive technologies (such as tools and apps) that support organisation and scheduling are explored, in collaboration with our Digital Technology Solutions (DTS) department. 

Clear Communication and Structured Workflows

• Meetings are scheduled with clear agendas and advance notice to ensure predictability.
• Written communication is prioritised for complex discussions to allow for processing time.
• Instructions and feedback are delivered in a structured, concise manner to avoid ambiguity.

Flexible Work Arrangements

• Adjustments to work hours are permitted to align with the employee’s most productive times, in line with the University’s flexi-time and core working hours policies.

• Alternative methods for collaboration, such as online forums instead of large in-person meetings, are offered where feasible.

   

3. Ongoing Review and Support:
   • Regular check-ins and assessments with the line manager ensure that accommodations remain effective and relevant.
   • Open communication with the employee allows for adjustments to be made where needed.
   • The employee is informed of the University's Employee Assistance Service (EAS) which can offer physical and mental health support.

Context: Ms. Jane Doe is an administrative assistant at DCU who has recently been diagnosed with multiple sclerosis (MS). Her condition affects her energy levels, mobility, and ability to perform repetitive tasks for extended periods. 

University Support Measures:

1. Self-Assessment & Discussion with Line Manager:
   • The employee discloses their disability to their line manager and has a discussion on the impacts it has on their role and what potential supports could be provided to support them.
   • While the line manager and employee can agree some of the accommodations locally, others potentially fall outside of university policy remit (e.g remote/flexible working).

   • The employee and their line manager complete the Reasonable Accommodation Request Form and share with the Disability Liaison Officer in DCU People for consideration.

      

2. Assessment:
   • DCU People Disability Committee, in collaboration with the employee and their line manager, consider the request and whether a workplace needs assessment would be beneficial to identify all the accommodations required to support the employee in their role in its entirety.
   • In this scenario, a workplace needs assessment is deemed beneficial because there is ambiguity on how the employee’s disability fully impacts their role and what supports could best support. A workplace needs assessment is arranged in consultation with the University’s occupational health provider and carried out.
   • A report is provided from the assessment, and recommendations from the needs assessment include an ergonomic workstation, voice-to-text software, and modifications to her workload and working day to manage fatigue.

   • The accommodations, as set out in the assessment report, are agreed by all parties and implemented.

      

3. Accommodations Implemented:

Physical and Environmental Adjustments

• With support from the DCU Health & Safety Office, the employee’s workstation is adjusted with an ergonomic chair and keyboard to reduce strain.
• Her office is relocated to an easily accessible area with close proximity to restrooms and common areas.

Flexible Work Arrangements

• Adjustments to work hours and break schedules are made to accommodate fluctuating energy levels, in line with the University flexi-time and core working hours policies.
• A hybrid work arrangement is provided, outside of university policy, allowing the employee to work from home on days when travel is difficult. This accommodation is reviewed at regular intervals to ensure it is working as planned. 

Assistive Technology and Support Tools

• With the support of Digital Technology Systems (DTS), speech recognition software is installed on the employee’s device to assist with typing-intensive tasks.

• A document management system is introduced to reduce the need for extensive manual paperwork.

   

4. Ongoing Review and Support:
   • Regular check-ins and assessments with the line manager ensure that accommodations remain effective and relevant.
   • Open communication with the employee allows for adjustments to be made where needed.
   • The employee is informed of the University's Employee Assistance Service (EAS) which can offer physical and mental health support.

Context: Mr. Joe Bloggs is a university librarian who has recently been diagnosed with Attention Deficit Hyperactivity Disorder (ADHD). He experiences challenges with focus, time management, and task prioritisation but excels in creative problem-solving and dynamic work environments. Accommodations requested include structured workflows, digital task management tools, and a designated quiet workspace.

University Support Measures:

1. Self-Assessment & Discussion with Line Manager:
   • The employee discloses their disability to their line manager and has a discussion on the impacts it has on their role and what potential supports could be provided to support them.
   • At this meeting, the line manager and employee identity and agree what reasonable accommodations will support Mr. Bloggs.

   • The employee and their line manager complete the Reasonable Accommodation Request Form and share with the Disability Liaison Officer in DCU People for storing on file and no further assessment is necessary.

      

2. Accommodations Explored/Implemented:

Structured Work Environment

• A clear daily schedule and prioritisation strategies are developed to help the employee manage tasks effectively.
• Visual reminders, checklists, and time-blocking techniques are introduced to enhance organisation.
• Regular structured check-ins with a supervisor ensure clarity on ongoing projects.

Flexible Work Arrangements

• Adjustments to work hours allow for peak productivity times and short, frequent breaks to maintain focus.
• A hybrid work option is provided, allowing the employee to work in quieter environments when needed, in line with existing university policy.

Assistive Technology and Support Tools

• With advice from DTS, an appropriate task management software, such as Trello or Asana, is introduced to aid in project organisation.
• Noise-cancelling headphones are provided to help minimise distractions in shared spaces.

• Speech-to-text software and calendar alerts support time management and documentation.

   

3. Ongoing Review and Support
   • Regular check-ins and assessments with the line manager ensure that accommodations remain effective and relevant.
   • Open communication with the employee allows for adjustments to be made where needed.
   • The employee is informed of the University's Employee Assistance Service (EAS) which can offer physical and mental health support.

Context: Prof. Jane Doe is an academic in the University. She has been visually impaired since birth due to Retinitis Pigmentosa, a progressive condition that causes loss of peripheral vision. Over time, her vision has deteriorated, and she now has very limited central vision. Prof. Doe uses assistive technologies such as a screen reader and magnification software to help her with reading, writing, and navigation in her role as a lecturer. Prof. Doe approaches her line manager and DCU People to request reasonable accommodations after experiencing increased difficulty with reading academic papers, managing her teaching materials, and navigating large university spaces.

University Support Measures:

1. Self-Assessment & Discussion with Line Manager:

• The employee discloses their disability to their line manager and has a discussion on the impacts it has on their role and what potential supports could be provided to support them.

• The employee and their line manager complete the Reasonable Accommodation Request Form and share with the Disability Liaison Officer in DCU People for consideration.

   

2. Assessment:

• DCU People Disability Committee, in collaboration with the employee and their line manager, consider the request and whether a workplace needs assessment would be beneficial to identify all the accommodations required to support the employee in their role in its entirety.
• In this scenario, given the progressive nature of Prof. Doe’s condition, the complexity of her academic duties, and the variety of assistive technologies involved, a workplace needs assessment is determined to be necessary. This assessment provides an objective, holistic evaluation of the specific barriers Prof. Doe faces across different work environments and tasks. It also helps ensure that the accommodations proposed are practical, proportionate, and effective in enabling her to continue her work without placing an undue burden on the University or other staff. Importantly, the assessment aims to:
  1. Verify the suitability and interoperability of the assistive technologies being used.
  2. Identify whether alternative or additional accommodations may be more sustainable or effective.
  3. Evaluate physical accessibility challenges and necessary campus modifications.
  4. Consider the reasonableness and proportionality of certain high-cost or specialised accommodations.
• The accommodations, as set out in the assessment report, are all agreed, except for one, and implemented.
• A decision is made not to proceed with the provision of a braille printer and display. Following assessment, it is determined that these tools are not reasonable accommodations in this context due to:
  1. The exceptionally high cost of acquisition and maintenance;
  2. Limited integration with university IT systems and workflows;
  3. Availability of equally effective, less resource-intensive alternatives (e.g., screen readers, audio formatting, magnification software);

  4. The risk of underutilisation, as the employee already predominantly relies on audio and screen-based tools.

      

3. Accommodations Explored/Implemented:

Assistive Technology Support

• Installation of advanced screen reader software (e.g., JAWS or ZoomText) on her computer for easier navigation of emails, documents, and academic resources.
• Access to audio versions of academic texts and journal articles when available, and support to convert additional materials into audio format where necessary.

Course Materials and Teaching Adaptations

• All course materials are provided in accessible digital formats in advance, enabling Prof. Doe to prepare using screen reading software.
• Option to mark assessments electronically, using screen-reader-friendly formats. Where tasks involve extensive visual scanning (e.g., large volumes of visual content), limited support may be provided through a designated assistant or teaching support staff.
• Flexibility to record lectures as audio-based delivery rather than relying on visually structured slide content.

Physical Access and Navigation

• Orientation training for Prof. Doe, including how to navigate large spaces and find accessible routes within the campus.

• Availability of staff assistance during university events, conferences, or unfamiliar settings where independent navigation may be difficult.

   

4. Ongoing Review and Support

• Regular check-ins and assessments with the line manager ensure that accommodations remain effective and relevant.
• Open communication with the employee allows for adjustments to be made where needed.
• The employee is informed of the University's Employee Assistance Service (EAS) which can offer physical and mental health support.

Context: Prof. Joe Bloggs has disclosed that he has been formally diagnosed with Bipolar Disorder, a recognised mental health disability under the Employment Equality Acts 1998–2015. He experiences fluctuations in mood and energy that can affect his ability to manage workload and teaching responsibilities during certain periods. Following a prolonged absence related to mental health, Prof. Bloggs contacted DCU People to request supports that would enable him to manage his responsibilities effectively upon return to work.

University Support Measures:

1. Self-Assessment & Discussion with Line Manager:

• The employee discloses their disability to their line manager and DCU People and has a discussion on the impacts it has on their role and what potential supports could be provided to support them.
• Because some of the accommodations may go beyond scope of existing policies, the line manager and employee engage with DCU People to progress.

• The employee and their line manager complete the Reasonable Accommodation Request Form and share with the Disability Liaison Officer in DCU People for consideration.

   

2. Assessment:

• DCU People Disability Committee, in collaboration with the employee and their line manager, consider the request and whether a workplace needs assessment would be beneficial to identify all the accommodations required to support the employee in their role in its entirety.
• In this scenario, a workplace needs assessment is deemed necessary in this case due to the fluctuating nature of Bipolar Disorder and the complexity of the academic role, which involves varying demands across teaching, research, and administrative responsibilities. The assessment aims to provide a comprehensive understanding of how these fluctuations may impact different aspects of the role at different times, and to ensure that any accommodations implemented are proactive, sustainable, and tailored to the full range of duties. The goal is to support Prof. Bloggs in maintaining productivity and wellbeing while also ensuring alignment with the operational needs of the School.

• The accommodations, as set out in the assessment report, are agreed by all parties and implemented.

   

3. Accommodations Explored/Implemented:

Flexible Working Arrangements

• Option for a hybrid work schedule, sometimes going beyond existing university policy, allowing remote work during periods of low energy or recovery.
• Temporary adjustment to teaching schedule to avoid early morning lectures where possible.

Workload Management

• Reduced teaching load for one semester, with a corresponding focus on research outputs during this period.
• Adjustments to non-essential committee responsibilities during periods of illness.

Support and Communication

• Regular, supportive check-ins with the Head of School to monitor wellbeing and address any arising issues.
• Clear protocol agreed on how Prof. Bloggs can request short-term leave or workload adjustments during a relapse.

Return-to-Work Planning

• A phased return-to-work plan following periods of absence, including shorter working hours over a defined period.

   

4. Ongoing Review and Support

• Regular check-ins and assessments with the line manager ensure that accommodations remain effective and relevant.
• Open communication with the employee allows for adjustments to be made where needed.
• The employee is informed of the University's Employee Assistance Service (EAS) which can offer physical and mental health support.