Workplace Adjustments Procedure

1. The purpose of our procedure

This procedure sets out the process for prospective and current staff members to request workplace adjustments. Please read this procedure in conjunction with the Equity and Inclusion Policy.

2. Who our procedure applies to

2.1 Inclusions

This procedure applies to prospective and current Adelaide University staff who require workplace adjustments to perform the inherent requirements of their role due to a temporary or permanent disability.

2.2 Exclusions

This procedure does not apply in the case of students who require adjustments to assist with learning. See our [Reasonable Adjustments Procedure].

3. Our workplace adjustments procedure

We strive to ensure all staff members can access and benefit from every aspect of their employment, including facilities, programs, and events.

3.1 Requesting workplace adjustments

Prospective staff members may contact the recruitment manager to discuss workplace adjustment requirements at any stage of the recruitment process.

Existing staff may request a workplace adjustment by submitting the details in writing to their line manager, including:

• the nature of the disability (e.g., mobility restrictions or hearing difficulties), though specific medical details are not required
• the proposed adjustment and time frame required (temporary or ongoing)
• how the adjustment would support the staff member in performing their role.

Evidence (such as a medical certificate) may be required to demonstrate the adjustment is reasonable.

Existing and prospective staff may contact a [People and Culture] team member to discuss their workplace adjustment requirements and seek support prior to submitting a request to their line manager.

3.2 Assessing and implementing workplace adjustment requests

Line managers must promptly assess workplace adjustment requests and, where needed, consult with [People and Culture] to ensure requests are reasonable. All requests will be considered.

Requests for workplace adjustments may not be approved if:

• the adjustment imposes unjustifiable hardship to Adelaide University
• the staff member is unable to complete the inherent requirements of the role even with the adjustment, without risking harm to themselves.

Approved workplace adjustments will be implemented within 21 days of approval, with colleagues notified where required and agreed with the staff member.  

If a workplace adjustment request is to be denied, line managers must first consult with [People and Culture] prior to declining a request. If a request is denied, the staff member may seek a review by the Executive Director - People Advisory and Wellbeing or submit a grievance as per the enterprise agreement of the relevant foundation university and associated procedures. Staff also have the right to contact external bodies if they feel they have been discriminated against.

3.3 Reviewing and supporting workplace adjustments

The staff member and line manager will regularly review workplace adjustments to ensure they remain effective. Review frequency depends on the nature of the adjustment and the needs of the role.

Staff members may also access Adelaide University’s Employee Assistance Program for free and confidential counselling if required.

4. Who holds a responsibility within this procedure

This procedure does not assign or confer decision-making authority. Refer to the Delegation Policy for all delegations of authority at Adelaide University.

4.1 Line managers are responsible for:

• assessing and reviewing the implementation of workplace adjustment requests.

4.2 Staff members requesting a workplace adjustment are responsible for:

• discussing the request with their line manager. sharing the nature of a medical condition or disability (e.g., mobility restrictions or hearing difficulties) is sufficient. Detailed medical information is not required unless it is relevant to support the adjustment request.

5. Definitions used in our procedure

Please refer to our Adelaide University glossary for a full list of our definitions.

Inherent requirements are the tasks or activities that need to be completed to perform a job productively, safely, and to the required quality. This includes requirements to work effectively in the team or other type of work organisation inherent to the role.  

Unjustifiable hardship as defined by the Disability Discrimination Act 1992 (Cth) refers to an excessive and unreasonable burden on Adelaide University or on others concerned. Considerations include the relative benefits and potential detriments to the person or organisation and if the adjustment is prohibitively expensive or time-consuming.

Workplace adjustments sometimes referred to as ‘reasonable adjustments’ are any changes made to the work environment to enable a staff member to meet the inherent requirements of their role. Workplace adjustments may include:

• physical modifications to the workplace or workstation
• position adjustments such as modifying duties, hours of work, location of work, changing work methods, or providing additional training
• technological assistance, such as, speech-recognition software, screen readers, amplified phones, accessible information and communication formats or captioning.

6. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

7. Legislation and other documents related to our procedure

This procedure does not assign or confer decision-making authority. Refer to the [Delegation Policy] for all delegations of authority at Adelaide University.

8. History of changes

At the time of writing, some of Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.