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This section contains a definition of Reasonable Adjustments and information about other core concepts and common terminology.

Reasonable Adjustments are the adaptations you can make to the working environment to support people with disabilities to overcome barriers and function to their maximum potential.

Reasonable adjustments might include:

• Ensuring safe and easy access to buildings or rooms.
• Parking permits.
• Reduced or compressed hours.
• Work from home options.
• Reduction or exemption from on-call duties.
• Graded return to work.
• Additional breaks to manage health conditions or manage sensory overwhelm.
• Assistive technology.
• Equipment to assist with physical, mental disabilities or neurodivergence.

The Equality and Human Rights Commission advises that whether an adjustment is reasonable depends on the circumstances including:

• Whether the adjustment will actually overcome the identified difficulty
• How practical it is to make the adjustment
• The financial and other costs involved
• The amount of disruption caused
• The money already spent on adjustments
• Reasonable Adjustments are the adaptations you can make to the working environment to support people with disabilities to overcome barriers and function to their maximum potential.The availability of financial or other assistance.

It won’t always be possible to propose practicable adjustments that will allow a person with a particular disability to successfully fulfil a specific job role.

It is for the employer to decide whether proposed adjustments are reasonable, though employees can challenge this through the legal system. The Equality Act 2010 provides that a disabled person* should never be asked to pay for the adjustments.

Other definitions and concepts explained

Equality versus equity

Equality assumes that everyone benefits equally from the same support, while equity means recognising that we don't all start from the same place, and must acknowledge and make adjustments for imbalances and barriers.

The term equality is used traditionally and legally, but it's also vital to understand and move towards the concept of equity.

Disability

Disability is a physical or mental impairment that has a ‘substantial’ and ‘long-term’ negative effect on your ability to do normal daily activities. (Equality Act 2010).

Substantial is defined as more than minor or trivial, eg it takes much longer than it usually would to complete a daily task such as getting dressed.

Long-term is defined as 12 months or more, e.g. a breathing condition that develops because of a lung infection. Fluctuating is when a condition is always present, but will vary in severity, the frequency of flare-ups and sometimes the symptoms.

Recurring is when a condition can be absent for long periods of time, but will return periodically due to an increased sensitivity to specific triggers. Examples include multiple sclerosis, arthritis, inflammatory bowel disease, depression and bipolar disorder.

Note: It’s important to consider these conditions in terms of function over time, rather than blanket diagnoses with static levels of disability. It’s also important to be aware that not all disabilities are obvious to others,iv and when we refer to the word ‘disability’ in this guidance, we’re referring to all visible and non-visible disabilities

Persons with disability

Throughout the guidance, we use the term persons with disability or staff with disabilities.

There are varying views and perspectives on this, but we’ve chosen to follow the UN and The European Convention of Human Rights and use a person-first approach.

This means that we describe the person first and the disability second. There are two exceptions to this rule:

• When we’re directly quoting another document: in these cases, we’ll use the term as it’s written in that document, but add an asterisk to indicate that it’s not our preferred use of language, e.g. disabled person*.
• In the case of autism: as many autistic people (identity first language) prefer this description over ‘persons with autism’. This is because autism is a natural variation rather than a condition – so for example, you wouldn’t say ‘a person who is left-handed’, but you would say ‘a left-handed person’.

Remember: Individuals will have different opinions on how they’d like to describe themselves or for others to describe them. It’s therefore important to ask their preferences, as we describe later on in our section on Good Disability Allyship.

Non visible disabilities

A non-visible disability is a physical, mental or neurological condition that is not visible from the outside, yet can limit or challenge a person’s movements, senses, or activities.

It can defy stereotypes of what people might think persons with disabilities look like, and this can make it difficult for individuals with non-visible disabilities to access what they need. Non-visible disabilities include, but are not limited to, a wide range of disabilities, such as:

• Mental illness, including anxiety, depression, psychosis, personality disorders, obsessive compulsive disorder and eating disorders
• Neurodivergence
• Visual impairments/restricted vision and hearing impairment/loss
• Sensory and processing difficulties
• Cognitive impairment, including dementia, traumatic brain injury, stroke and learning disabilities
• Long Covid, chronic pain and fatigue
• Endometriosis
• Menopause
• Incontinence
• Diabetes, inflammatory bowel disease and respiratory condition.

For further definitions and concepts including

• Neurodivergence
• Intersectionality
• Ableism
• Inclusion
• The medical and social models of disability

see pages 8-13 of the Providing Reasonable Adjustments guidance (pdf).