Disability Policy for Employees

The University is committed to providing an equal, inclusive and diverse environment in which all members of the University community should expect to be able to thrive and be respected and valued for their unique perspectives and contributions.

This Disability Policy for Employees sets out Dublin City University’s (DCU) commitment to the promotion of a university that recognises and respects individual difference and that rejects discrimination in all its forms. Through our commitment to equality, diversity and inclusion, we aim to create a work environment that is inclusive at all levels, and embraces and celebrates our visible and invisible differences. 

Statement on Language

In this Policy and relevant documents, the terms “people with disabilities” and “disabled people” are used interchangeably. The term ‘disabled people’ is recognised by many within the disability rights movement in Ireland to align with the social and human rights model of disability, as it is considered to acknowledge the fact that people with an impairment are disabled by barriers in the environment and society. 

However, we also recognise that others prefer the term “persons with disabilities” because of the inherent understanding in the term that they are first and foremost human beings entitled to human rights. This also reflects the language used in the United Nations Convention on the Rights of Persons with Disabilities (UNCRPD). We recognise that many people with an intellectual disability, people with a mental health difficulty or psycho-social disability prefer person-first language. 

We also recognise that some people don’t identify with either term.

This policy is presented under the University’s strategic commitment to equality, diversity and inclusion. The purpose of this policy is to provide clear information on what employees can expect from DCU in terms of support for disability in the workplace and what steps and processes should be followed when disclosing a disability (disabilities), seeking support, or requesting reasonable accommodations, as well as the roles and responsibilities of managers, the University and individual employees.

This Policy will help ensure that the University upholds both its legal and moral obligation to, as much as is reasonable, meet the needs of disabled people in the workforce as outlined in:

●    Employment Equality Acts 1998 – 2015, 
●    Disability Act 2005,
●    Safety, Health and Welfare at Work Act 2005,
●    Public Sector Equality and Human Rights Duty under The Irish Human Rights and Equality Commission Act 2014,
●    Irish Sign Language Act 2017,
●    Assisted Decision-Making (Capacity) (Amendment) Act 2022.

This policy applies to all current, future and potential employees of the University. This policy applies to all areas of the University’s operations and programmes.

Legislative Framework

Employment Equality Acts 1998 - 2015

Within Irish Equality Legislation, disability is broadly defined to include people with physical, intellectual, learning, cognitive or emotional disabilities as well as a range of medical conditions. The full legal definition is detailed in the next section.

The Acts also covers people who have long-term disabling conditions which may get worse over time, as well as people who used to have a disability but do not have it anymore. A disability that previously existed but no longer exists, or which may exist in the future or which is attributed to a person, is also recognised by DCU.

The Employment Equality Acts oblige employers to make reasonable accommodation for people with disabilities. An employer must take ‘appropriate measures’ to enable a person who has a disability to:

• have equal opportunities when applying for work

• be treated the same as co-workers

• have equal opportunities for promotion

• undertake training.

Not all disabilities are visible. DCU acknowledges the equal rights of people with hidden disabilities. The same disability can vary in its severity and affect people very differently. While some people with disabilities may require personal assistance and/or equipment, others will not need specialist help and so every person with disabilities will be supported as an individual. 

The use of stereotypes is not acceptable and can lead to discrimination. Assumptions will not be made about the impact an impairment has on a staff member with disabilities. 

Disability Act 2005

The Disability Act 2005 places a statutory obligation on public service providers to support access to services and facilities for people with disabilities. As an identified Public Sector Employer, DCU holds a responsibility to ensure it meets public sector targets to employ people with disabilities as laid out within the Act. Compliance with this target is monitored regularly with annual reporting.

The minimum statutory employment target for persons with disabilities to be employed in the public sector is 6% by 2025 as outlined in the recently enacted Assisted Decision-Making (Capacity) (Amendment) Act 2022.

Safety, Health and Welfare at Work Act 2005

The Safety, Health and Welfare at Work Act 2005, which repealed and replaced the Safety, Health and Welfare at Work Act 1989, was brought in to make further provision for the safety, health and welfare of persons at work. This Act clarifies and enhances the responsibilities of employers, the self-employed, employees and various other parties in relation to safety and health at work. Key provisions related to disability include:

• Duty of Employers to Protect Employees: Section 8(2)(c) requires employers to ensure that workstations, equipment, and working conditions are suitable for employees, including those with disabilities. Employers must take necessary measures to accommodate the needs of workers with disabilities, provided these measures do not impose a disproportionate burden.

• General Duties of Employers: Under Section 16, employers must take account of the capabilities of workers, including those with disabilities, when assigning tasks to ensure their health and safety.

• Risk Assessments & Preventive Measures: The Act requires that risk assessments consider any specific risks to employees with disabilities. Employers must adapt work environments where necessary to ensure safe access and working conditions.

• Health Surveillance & Training: Employees, including those with disabilities, should receive appropriate safety training, and any necessary adjustments should be made to accommodate their specific needs.

The Irish Human Rights and Equality Commission Act 2014

Section 42 of the Irish Human Rights and Equality Act 2014 has established a positive duty on public sector bodies to:

• eliminate discrimination;

• promote equality of opportunity and treatment; and

• protect human rights.

This means that DCU has a responsibility to promote equality, prevent discrimination and protect the human rights of its employees, students, customers, service users and everyone affected by its policies and plans. This is a legal obligation, called the Public Sector Equality and Human Rights Duty.

Acquired Disability

An ‘acquired’ disability is a disability that has developed during the person’s lifetime i.e. as a result of an accident or illness rather than a disability the person was born with. Acquired disabilities can be visible and invisible.

Disability

The term ‘disability’ includes a wide range of conditions. The legal definition of disability is stipulated in the Employment Equality Act 1998 and Equal Status Acts (2000) as amended:

• the total or partial absence of a person’s bodily or mental functions, including the absence of a part of a person’s body, 

• the presence in the body of organisms causing or likely to cause, chronic disease or illness, 

• the malfunction, malformation or disfigurement of a part of a person’s body,

• a condition or malfunction which results in a person learning differently from a person without the condition or malfunction, or 

• a condition, illness or disease which affects a person’s thought processes, perception of reality, emotions or judgement or which results in disturbed behaviour.”

The United Nations Convention on the Rights of Persons with Disabilities (UNCRPD) defines disability as those who have long-term physical, mental, intellectual or sensory impairments which in interaction with various barriers may hinder their full and effective participation in society on an equal basis with others.

Disclosure

In the context of disability in the workplace, disclosure is the decision of an employee to inform their manager or employer that they have a disability.

Discrimination

Discrimination is defined as less favourable treatment. A person has been discriminated against if they are treated less favourably than another is, has been or would be treated in a comparable situation on any of the nine grounds of prohibited discrimination. As outlined in the Employment Equality Acts 1998 – 2015 and Equal Status Acts 2000 - 2018, the following are nine grounds of prohibited discrimination:

1. Gender: A man, a woman, a non-binary person or a trans person (note: specific protection is provided for pregnant employees or in relation to maternity leave);

2. Marital Status: Single, married, separated, divorced or widowed;

3. Family Status: A parent of a person under 18 years or the resident primary carer or a parent of a person with a disability;

4. Sexual orientation: Gay, lesbian, bisexual or heterosexual

5. Religion: Different religious belief, background, outlook or none;

6. Age: This applies to all ages above the maximum age at which a person is statutorily obliged to attend school;

7. Disability: This is broadly defined including people with physical, intellectual, learning, cognitive or emotional disabilities and a range of medical conditions;

8. Race: A particular race, skin colour, nationality or ethnic origin;

9. Membership of the Traveller community: People who are commonly called Travellers, who are identified both by Travellers and others as people with a shared history, culture and traditions, identified historically as a nomadic way of life on the island of Ireland.

Disproportionate Burden

In the context of this policy, employers and potential employers do not have to take measures that place a ‘disproportionate burden’ on them. This means measures that would be impractical or very costly. In order to determine if a request is a disproportionate burden on the organisation, several factors are considered, including:

• the nature and cost of the accommodation requested;

• the overall financial resources of the employer and the number of employees;

• the impact of the accommodation on the operations of the business.

Employee/Staff member

In the context of this policy, the word ‘employee’ or ‘staff’ includes all full-time and part-time employees of the University and its campus companies. An employee is a person who has a Contract of Employment with DCU.

Employees in a position of authority

All University employees who have managerial and/or supervisory responsibilities e.g. Executive Deans, Heads of Units, Faculty Heads, Line Managers and Supervisors.

Hidden/ Invisible/ Less Apparent/ Non-Visible Disability

Invisible, non-visible, less apparent, or hidden disability refers to a disability which is not immediately obvious or visible to others. This can include, for example, epilepsy, some chronic illnesses, neurodivergence, and others. It is important to emphasise that although the disability isn’t visible, it does not mean it doesn’t exist. Some people don’t like to use the term ‘hidden disability’ as it may imply that a disabled person is hiding their disability on purpose. Non-visible disability can be used as an alternative.

Impairment

The World Health Organisation defines ‘impairment’ as any loss or abnormality of psychological, physiological or anatomical structure or function.

The term impairment is appropriate in some contexts, but not in others. It is used by some to describe a diagnosis or level of functioning. For example, a person may say they have a vision impairment, speech impairment, or physical impairment. 

For some disabled people, it is important to separate impairment from disability in recognising that an impairment is not what disables them but rather an inability on the part of society to appropriately accommodate them.

Neurodiversity

Neurodiversity is a term which recognises neurological differences as a natural part of human diversity and describes the differences in the way people’s brains work. There’s no ‘correct’ way for the brain to work and instead, there is a wide range of ways that people perceive and respond to the world.

Neurodivergence

Neurodivergence is the term for when someone's brain processes, learns, and/or behaves differently from what is considered "typical." Autism as well as Attention Deficit Hyperactivity Disorder (ADHD), Dyspraxia, Dyslexia, Dyscalculia, and Tourette’s Syndrome, among other differences or disabilities, are examples of neurodivergence.

Neurotypical / Neuromajority

Neurotypical or neuromajority is a term used to describe a person who thinks and experiences the world in ways that society considers to be typical.

Reasonable Accommodation (Appropriate Measure)

The Irish Human Rights and Equality Commission define appropriate measures as: “effective and practical changes that the employer puts in place to enable employees with a disability to carry out their work on an equal footing with others.”

Victimisation

Victimisation occurs when someone is dismissed or treated badly because they have made a complaint related to equality law.

Workplace Needs Assessment

The Association for Higher Education Access & Disability (AHEAD) defines a workplace needs assessment in this context as: “a structured process which identifies any accommodations/adjustments an employee may require, if any, in order to undertake all/some core aspects of a job – safely and successfully.”

Dublin City University (DCU) is committed to providing equality of opportunity to people with disabilities in all aspects of employment. As part of this commitment, DCU aims to ensure that people with disabilities have full access to employment, training, promotion and career development within the University.

All reasonable efforts will be made to meet any specific requirements which maximise access to employment, promotion and development at DCU, enabling disabled employees to reach their full potential and achieve their best.

DCU is committed to:

• Proactively promoting employment at DCU as a career choice to people with disabilities.

• Ensuring the University meets national targets for the employment of people with disabilities, at a minimum of 6% of total staff.

• Ensuring disabled people have equal opportunities when applying for employment in DCU, making any reasonable accommodation necessary.

• Creating a work culture where employees feel encouraged and comfortable to disclose their disability status.

• Ensuring that people with disabilities will be facilitated to give effective performance in the posts that they hold, and will not be disadvantaged by reason of having a disability.

• Removing such barriers that prevent full access and participation in the life of the University for disabled people, and ensuring that disabled people are placed on an equal footing and are not at any substantial disadvantage compared with those who do not have a disability.

Disclosure of a Disability

DCU is committed to creating an environment where employees feel comfortable to disclose their disability. Several measures are in place to ensure this, and details can be found within the ‘Making a Disclosure’ document in the Policy Toolkit. 

Disclosure ensures that, if needed, the appropriate supports and accommodations can be put in place to enable a person with a disability to participate fully and equally in the University. In cases where a person’s disability is impacting their job or work environment, disclosure is encouraged to enable any performance issues to be addressed in this context.

In the context of disability in the workplace, disclosure is the decision of an employee to inform their manager or employer that they have a disability. 

Disclosure is viewed in many cases, especially in relation to employment, as one of the most challenging aspects of having a disability. One of the most personal decisions you make as a person with a disability is whether or not to tell someone about your disability. DCU recognises that this can be a difficult decision on your part.

It is important that you take the time to decide the following:

• When do I disclose

• How do I disclose

• Who do I disclose to

• What information do I disclose

A person with a disability has no obligation to disclose if:

• there is no impact on their job or the work environment;

• they do not require any accommodations to the workplace; or

• they do not require any changes to the organisation of work or any assistance.

A person with a disability has a legal obligation to disclose, only if:

• their disability presents a health and safety risk in the workplace, as they have a duty of care to themselves and to others.

Disclosure of personal and medical information is strictly private and confidential. Any information disclosed to a line manager or a member of staff in DCU People (HR) will not be provided to anyone else, unless there is prior consent from the individual concerned.

In cases where an employee has not informed the University of their disability then the University is not deemed to know, therefore is not liable if reasonable accommodations are not provided.

Information on the procedure for disclosing a disability can be found in the Making a Disclosure Procedure document in the Policy Toolkit.

Reasonable Accommodations 

DCU will endeavour to ensure that, insofar as is practicable, the working environment is optimised to minimise potential problems/challenges which disabled employees may face. By recognising that the abilities of a person with a disability include the abilities facilitated by assistive devices, accommodations and the provisions of the terms of the Employment Equality Act 1998, the University will provide ‘reasonable accommodations’ to ensure equal participation in the workforce for employees with disabilities.

DCU acknowledges that various environmental factors of the premises, preservation restrictions and financial considerations may limit the alterations that can be made to certain physical environments which pose potential barriers to people with disabilities. However, the University is committed to considering what alterations might reasonably be carried out to existing premises in order to improve accessibility in a timely manner and aims to remove potential barriers progressively. Where certain workplace environments are subject to preservation orders, relocating the employee to an alternative suitable location on campus may also be explored as part of the reasonable accommodation process.

Although many disabled people do not require any reasonable accommodation at work, some individuals may require support or equipment to support them in their job role. For the purpose of this document, reasonable accommodation may be an action that helps reduce a substantial disadvantage. 

Many successful reasonable accommodations are simple, low-cost, or even cost-free. In many cases, accommodations often involve minor adjustments rather than significant financial investments. Some simple examples of Reasonable Accommodations include:

• Rearranging furniture

• Changing the level of a desk

• Purchasing a piece of office equipment

• Sourcing appropriate assistive technology for use

• Adapting standard equipment

• Adjusting training materials

• Having short regular breaks or extra time to complete tasks

• Accepting that there may be alternative ways of accomplishing a given task

• Providing company information in appropriate formats

• Moving lectures/meetings to an accessible room

• Adaptations to the sensory environment where appropriate.

Please Note: Reasonable Accommodation does not include any treatment, facility, or item that you might ordinarily or reasonably provide for yourself, for example, a wheelchair or reading glasses.

Where a cost may be involved, they should be reasonable and will only be provided if such cost does not impose a ‘disproportionate burden’ on the University. Several factors affect the decision on whether a measure would be reasonable or a disproportionate burden. These include the costs, the size and financial resources of the business, and whether grants or public funding may be available. Before deciding that a request for a reasonable accommodation is deemed a ‘disproportionate burden’, DCU will review all options, including the possibility of obtaining public funding, grants, etc.

Accommodations will be by request of the employee concerned, at any stage during their employment at the University. DCU employees wishing to request a reasonable accommodation will be asked to provide appropriate medical evidence from a medical professional to confirm the nature of their disability. 

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 as a duty of care. 

Requests for reasonable accommodations are reviewed on a case by case basis. The process of requesting and agreeing a reasonable accommodation(s) is detailed in the relevant procedure documentation in the Policy’s Toolkit. 

Victimisation of an employee with a disability due to their request for an accommodation by any member of the University Community will not be tolerated and will likely be subject to disciplinary action and/or other University policies.

Workplace Needs Assessment

As part of the Reasonable Accommodation request process you may be asked to participate in a Workplace Needs Assessment, in order to determine what supports the University needs to put in place for you.

A ‘Needs Assessment’ is a structured process which identifies any accommodations or adjustments an employee may require, if any, in order to undertake all/some core aspects of a job – safely and successfully. It is a systematic procedure to collect all the relevant information which will then enable the University to provide you with the accommodations/ supports that you require.

Depending on the type of disability, a workplace needs assessment may be conducted internally (e.g. through the DCU Health and Safety Office) or by an external assessor (e.g. through the University's Occupational Health Provider).

More information on a workplace needs assessment process can be found in the Requesting and Agreeing Reasonable Accommodations Procedure document. 

Physical Spaces in DCU

DCU is committed to ensuring that its physical spaces are accessible to individuals with disabilities, and we ensure the provision of adequate facilities across all our campuses. While we continuously work to improve accessibility, our efforts can be obstructed by the challenges posed by financial constraints and the preservation requirements of historic buildings. Despite these limitations, we continue to actively seek innovative solutions, such as adaptive technologies and reasonable accommodations, to enhance accessibility where possible.

The University will continuously assess and improve its infrastructure to guarantee that all workspaces, lecture rooms, and common areas are accessible, promoting equality and empowering employees to thrive in a barrier-free setting.

Health, Safety and Welfare at Work

DCU will make every effort to provide a safe working environment for all its employees. Each member of staff is required to make themselves aware of DCU Framework Safety Statement and the Standard Operating Emergency Evacuation Procedure. If a staff member requires assistance to evacuate from a DCU Building during a fire alarm activation, they are responsible for: 

1. Cooperating with the Health and Safety Office in the development of a Personal Emergency Evacuation Plan (PEEP)

2. Making their PEEP known to Fire Wardens/ Security in the Event of an Evacuation.

A PEEP will take into account the specific needs of the individual and tailor a plan to suit their needs. 

For any queries or to request a Personal Emergency Evacuation Plan (PEEP), email safety@dcu.ie.

Employees Who Acquire A Disability in The Course of Employment

The University will assist members of staff who acquire a disability during their employment to integrate into the environment, and, where reasonable changes can be made, will enable them to continue in post or take alternative employment within the University.

It may be necessary to assess whether the employee can continue in the same or in a similar post, what type of job might be suitable if continuing in the same post is not possible, and what assistance is necessary to enable the person to continue in the same job or to undertake a different job.

There are a number of possible options when members of staff acquire a disability in the course of their employment. These may include:

• Continuing in the same post,

• Redeployment,

• Job Restructuring,

• Rehabilitation,

• Re-Training,

• Re-Location,

• Flexible working conditions.

In limited circumstances where alternative accommodations cannot be provided, the University reserves the right to invoke early retirement or termination of contract on the grounds of incapacity.

Communications

The University is committed to ensuring that all staff communications are universally designed to be inclusive, accessible, and usable by everyone, regardless of ability. This means applying principles of universal design to all forms of communication so that they are clear, perceivable, and adaptable to diverse needs. 

We will proactively consider accessibility from the outset and will regularly review our practices to ensure continuous improvement and compliance with relevant accessibility standards.

In line with our obligations under the EU Directive (EU) 2016/2102, the University is committed to ensuring compliance with the latest Web Content Accessibility Guidelines (WCAG) in the development and delivery of all digital communications.

Recruitment of Employees with Disabilities 

DCU is committed to equality of opportunities in employment. Staff recruitment and selection processes and procedures will not discourage those with disabilities. In support of this, the following guidelines apply in relation to recruitment, selection and access to employment:

• DCU will continue to implement the measures set out in the Code of Practice for the Employment of People with a Disability in the Irish Civil Service, and actively encourage applications from disabled people. The University will also promote relevant targeted recruitment strategies, where possible. 

• The University is committed to ensuring all relevant recruitment documentation is accessible and disability-proofed, and will continuously actively review materials and processes to enhance accessibility and inclusivity.

• All job advertisements will explicitly state that DCU is committed to a policy of equal opportunities in employment and is an equal opportunities employer. All job advertisements will provide information on our support for disabled applicants, including information on reasonable accommodations. 

• DCU will refrain from using generic job descriptions, and all job descriptions will identify the requirements for the specific post being advertised. Job descriptions will not discourage those with disabilities from applying. 

• The University’s guidelines on screening and shortlisting, which prohibit the use of irrelevant and subjective criteria in screening applications, will apply.

• All interview panels will be provided with information on disability awareness in the context of recruitment. 

• Any reasonable adjustment that is needed to ensure that a candidate with a disability is not at a substantial disadvantage compared with other applicants, will be made. This may include ensuring that the interview room is accessible to wheelchairs, that adequate toilet facilities are available, that procedures for testing or assessment are modified, or that sign-language interpreters or other appropriate interpreters are made available.

• Decisions to appoint are made on the merit and suitability of the candidate and the needs of the University. All candidates will be assessed on their abilities and according to objective criteria concerning the competence and qualities needed to undertake the post. 

• All employees involved with recruitment to the University should assess how the requirements of the post can be met by applicants with a disability. Job and career prospects should be assessed flexibly. It should be borne in mind that people with disabilities may need to carry out their tasks in a different way from usual procedure, taking into account at all times the provision of reasonable accommodation.

• New employees will receive information about disability disclosure and support services as part of their orientation and within the DCU People Thrive Onboarding Hub. This ensures that all staff members are aware of their options from the start of their employment.

In support of the above commitment, please see the DCU Recruitment and Selection Policy.

Training, Promotion and Career Development

The University is committed to equality of opportunity in relation to the professional growth and advancement of all staff. Our approach to training, promotion, and career development ensures that disabled employees have access to the resources and support necessary to achieve their full potential.

We commit to providing equal access to training and development opportunities for all employees, regardless of disability. All employees, including those with disabilities, are encouraged to participate in job-related training, professional development workshops, and continuing education programmes. We will ensure that training materials and delivery methods are accessible to individuals with diverse abilities, including providing alternative formats and accommodations where necessary.

Employees with disabilities are encouraged to request reasonable accommodations required to fully participate in training sessions or development programmes hosted by DCU. DCU People and line managers will work with employees to identify specific needs and provide appropriate support.

Promotions and career advancement decisions are based on merit, skills, experience, and potential. Employees with disabilities are held to the same performance standards as their colleagues and are given equal consideration for promotions. To support this, we commit to:

• Ensuring that all promotion opportunities are communicated clearly and openly to all employees, with no exclusion of those with disabilities. The criteria for promotion and the process for applying are made available to everyone.

• Ensuring all disabled employees will receive reasonable accommodations to participate in promotion processes, such as adjustments to interview procedures, modifications to testing methods, or changes to the work environment to ensure they can perform to the best of their abilities.

As per standard practice, regular career development meetings between employees and their line managers are encouraged to ensure that disabled employees are aware of the pathways for growth within the organisation. These meetings, as well as the annual Performance, Review and Development (PRD) process, will support employees in identifying development opportunities, resources, and guidance on how to advance in their careers.

The University offers mentorship and coaching programmes designed to guide employees, including those with a disability, in their career journeys. We will endeavour to ensure mentors or coaches engaging with these programmes receive training on how to provide effective mentorship to employees with diverse abilities.

Data Collection, Confidentiality & Privacy

An employee does not have a legal obligation to disclose their disability unless their disability presents a health and safety risk in the workplace. In such cases, they have a duty of care to themselves and to others to disclose this information.

In line with Irish employment legislation, DCU is required to keep employees’ disability and medical information confidential. It is also necessary for the University to collect information for the purposes of monitoring equality and diversity, and for reporting under the Disability Act 2005.

DCU ensures that personal data is only retained for as long as necessary. Where personal data, including special categories of personal data, is gathered and stored by DCU People in the performance of its role under this Policy, the University’s Data Protection Policy and Staff Data Privacy Notice shall be complied with. Where an employee submits a request for reasonable accommodation, a copy of the completed request form and the outcome will be securely retained by the People and Absence Officer in DCU People, in accordance with data protection standards.

In accordance with the University’s existing policies and relevant legislation, each employee has the right to have their data protected, used in a fair and legal way, and made available to them when they ask for a copy. More information in relation to these processes can be found on the Data Protection Commission website.

DCU places a high priority on the health, safety, and welfare of all staff. As such, if line managers reasonably believe that a health and safety risk exists for an employee or others, they have a duty of care to report this concern to their People Partner who will provide guidance on the next steps.

All members of the University have a responsibility to:

• Actively support a university culture of equality, diversity and inclusion at all levels;

• Behave and conduct themselves so as to respect the right of others to dignity, courtesy and respect at all times;

• Commit to the promotion of a university that rejects discrimination in all its forms;

• Be aware of their personal liability under the Employment Equality Acts 1998 – 2015 for their conduct;

• Safeguard their own safety and welfare. Each person has a duty not to place the safety, health and welfare of our community members at risk. 

• Make themselves familiar with the provisions of this policy and the associated procedures.

Employees in a position of authority have a responsibility to:

• Educate themselves on their responsibilities with respect for human rights, equality and diversity in line with this policy;

• Actively promote a culture that is free from discrimination in all its forms;

• Maintain confidentiality regarding disclosure of a disability;

• Take appropriate action on any requests for support or reasonable accommodations related to disability. Those who do not act on such requests are in breach of this policy;

• Participate in training offered by DCU which supports the aims of this policy;

• Engage in the recruitment process, including the preparation of role profiles, with active consideration to the ambition of this policy to encourage the recruitment of people with disabilities;

• Help ensure that their employees are aware of the content of this policy. 

Equality, Diversity and Inclusion (EDI) Unit have a responsibility to:

• Help promote a culture that supports and empowers staff with disabilities; 

• Help ensure that behavioural standards are acceptable through promoting an equal, diverse and inclusive culture;

• Develop and implement training opportunities for employees and line managers on disability equality and other related topics to support the effective implementation of this policy;

• Take appropriate action on requests for information regarding supports and/or reasonable accommodations;

• Help ensure that all employees are aware of the content of this policy;

• Maintain confidentiality regarding disclosure of a disability.

DCU People have a responsibility to:

• Work collaboratively to promote a culture that supports disabled staff, including with the provision of training, awareness-raising activities, and provision of supports and accommodations; 

• Lead in ensuring that all employees are aware of the content of this policy, and that employees with people management responsibilities are aware of their responsibilities under this policy;

• Take appropriate action on any requests by employees for support or reasonable accommodations related to disability;

• Support with the provision of workplace needs assessments, where appropriate, to support employees and the University in understanding the full needs of the individual;

• Securely hold documentation relating to an employee's disclosure of a disability and/or request for reasonable accommodations in line with data protection and GDPR requirements;

• Implement recruitment and selection guidelines, as detailed in this policy, to ensure equality of opportunity in recruitment processes. 

• Implement commitments highlighted in this policy in relation to career advancement and professional growth to ensure equality of opportunity in promotion and career development processes. 

Office of the Chief Operations Officer (COO) have a responsibility to:

Through Estates 

• Maintain accessible routes, entrances, signage, toilets, lifts, and parking for disabled employees.

• Prioritise funding and scheduling for improvements where access issues are identified.

• Ensure that all new buildings are designed with universal design principles and meet Part M accessibility standards.

Through the Health and Safety Office

• Conduct workplace needs assessments for employees, where appropriate, and support with the implementation of reasonable accommodations, including ergonomic equipment, adjustments to workstations, and modifications to emergency evacuation plans. 

• Support disabled employees with the development of a Personal Emergency Evacuation Plan (PEEP). 

Communications, Marketing and Events (CME) Department have a responsibility to:

• Ensure that all central CME communications adhere to universal design principles, making them perceivable, operable, understandable, and robust for all users;

• Communicate using clear, concise, and plain language to enhance understanding and usability for diverse audiences;

• Offer content in multiple accessible formats, where feasible, to meet diverse needs and preferences;

• Ensure all digital communications comply with the latest Web Content Accessibility Guidelines (WCAG) and relevant EU accessibility directives (e.g., Directive (EU) 2016/2102);

• Work to ensure centrally owned visual materials are designed with accessibility principles in place from the outset; 

• Provide training to website content editors and other relevant personnel on best practice guidance for digital accessibility and universal design, in collaboration with Learning & Organisational Development;

• Build accessibility into every stage of central event planning, and provide guidance to departments on inclusive/accessible events.

• Work closely with the EDI Unit to consult on, and regularly review, inclusive practices to address specific accessibility requests or needs from staff, and to continuously improve experience for all audiences.

Digital Technology Systems (DTS) have a responsibility to:

• Provide support to employees who require assistive technologies (e.g., screen readers, voice recognition software, alternative input devices), including through the identification and configuration of these assistive technologies, and maintaining a record of what assistive technologies are readily available to staff.

• Where appropriate, recommend appropriate solutions based on the staff member’s disability, work tasks, and existing systems.

• Serve as the first line of support for technical issues related to assistive tools.

This policy should be read in conjunction with the following policies / procedures / guidelines:

• Making a Disclosure Procedure

• Requesting and Agreeing Reasonable Accommodations Procedure

• Reasonable Accommodation Request Form

• Disability and Work Self-Audit Checklist

• Guidance for Line Managers on Supporting Employees with a Disability

• Staff Disability Frequently Asked Questions

• DCU Recruitment and Selection Policy

• DCU Framework Safety Statement

• DCU Standard Operating Emergency Evacuation Procedure 

• Statute No. 5 - Suspension and Dismissal of Employees

Any queries regarding this policy should be directed to your DCU People Partner or the DCU People’s Disability Liaison Officer in the EDI Unit.

This policy will be reviewed as and when changes are required.