Reasonable Adjustment Policy
5. Reasonable Adjustment Procedure
5.1 Request- Applicants will make requests for adjustments either to the contact person for the advertised position or to the DAC directly.
- If, upon being approached by an applicant, the contact person can easily and informally meet the request to the satisfaction of both parties, he/she will do so and the procedure will end. If not, the contact person will either assist the applicant to contact the DAC or, with the applicant's permission, refer the request to the DAC on behalf of the applicant.
- Employees will make requests for reasonable adjustments to their manager or to the DAC directly.
- If a manager thinks a reasonable adjustment might be appropriate for an employee under his/her supervision, she/he will either approach the employee to discuss the matter (if comfortable doing so) or contact the DAC for advice.
- If, upon approaching or being approached by an employee to discuss a possible reasonable adjustment, a manager can easily and informally make the adjustment to the satisfaction of both parties, she/he will do so and the procedure will end. If not, the manager will either assist the employee to contact the DAC or, with the employee's permission, refer the matter to the DAC on behalf of the employee.
- Upon receiving a verbal or written adjustment request, the DAC will ensure the applicant or employee requesting the adjustment completes a Reasonable Adjustment Request Form (See Attachment A). The DAC will assist the applicant or employee to complete this form when necessary.
- The DAC will acknowledge receipt of each request by signing and dating the form in the space provided. One copy is to be returned to the applicant or employee and a second copy is to be retained by the DAC.
- The DAC will also inform the applicant or employee of the process and timeframe for processing their request. Specifically, it will be explained to the applicant or employee that a decision will be notified within ten business days, and that if the request is approved, implementation of the relevant reasonable adjustment will commence within ten business days of receipt of the request.
- The DAC will open a confidential workplace adjustment file to record the request and any information collected throughout the process of addressing it. The workplace adjustment file will be kept separate from the employee's personal records and will only be accessible to the applicant or employee and the DAC involved in the adjustment process.
5.2 Assess and Reach a Decision
In consultation with the applicant or the employee, the DAC will evaluate the request and determine what, if any, adjustment is appropriate.
For a job applicant, the DAC is responsible for:
- Determining the recruitment-relevant limitation(s) created by the applicant's disability. Depending on their disability and the nature of the adjustment requested, the applicant may be required to provide documentary evidence about their disability and the functional limitations it involves. This evidence may be obtained from a medical practitioner, psychologist or other relevant professional.
- Identifying possible adjustments and assessing the effectiveness of each one in enabling the applicant to equitably participate in the recruitment process (e.g., an interview or assessment test).
- Recommending the adjustment(s) that is most appropriate for both the applicant and FaCSIA. Though the applicant's preference will be considered, FaCSIA is free to choose among equally effective options.
- Considering whether the recommended adjustment constitutes an unjustifiable hardship for FaCSIA.
- On the basis of the above, making a decision as to whether FaCSIA will supply the recommended adjustment.
- Communicating the decision to the applicant. If the request is not approved, the DAC will inform the applicant of the decision and the reason for denial of the requested adjustment within 10 business days of the request (Note: If the request is denied on the basis that it constitutes an unjustifiable hardship for FaCSIA, the DAC will seek a review of the decision from a designated authority before notifying the applicant).
- Establishing whether the employee has disability. Here the employee may be required to provide documentary evidence about their disability and the functional limitations it involves. This evidence may be obtained from a medical practitioner, psychologist or other relevant professional.
- Accessing information about the inherent requirements of the particular job involved.
- Determining any job-relevant limitation(s) created by the employee's disability.
- Identifying possible adjustments and assessing the effectiveness of each one in enabling the employee to perform the inherent requirements of the job.
- Recommending the adjustment that is most appropriate for both the employee and FaCSIA. Though the employee's preference will be considered, FaCSIA is free to choose among equally effective options.
- Considering whether the recommended adjustment constitutes an unjustifiable hardship for FaCSIA.
- On the basis of the above, making a decision as to whether FaCSIA will supply the recommended adjustment.
- Communicating the decision to the employee. If the request is not approved, the DAC will inform the employee of the decision and the reason for denial of the requested adjustment within ten (10) business days of the request (Note: If the request is denied on the basis that it constitutes an unjustifiable hardship for FaCSIA, the DAC will seek a review of the decision from a designated authority before notifying employee).
Where further evaluation is required to reach an informed decision about the adjustment request of an applicant or employee, the DAC will obtain additional information from, and/or liaise with, the following (as appropriate, and with the consent of the applicant or employee):
- the employee's supervisor;
- a Designated Work Group Health and Safety Representative;
- the Assistive Technology Management Advisory Group (ATMAG);
- a medical practitioner;
- an occupational therapist or other allied health provider;
- disability service provider; and
- IT specialists.
- Within 10 business days of an applicant or employee's submission of a request for a reasonable adjustment, the DAC will either grant or deny the request in writing. Where an adjustment will be provided, the DAC will arrange the provision or implementation of the adjustment.
- Once a decision to implement a reasonable adjustment for an employee has been made, the DAC will discuss the implementation of the adjustment with the employee and the employee's manager before arranging for implementation of the adjustment.
- Where the provision or implementation of a reasonable adjustment will take longer than 10 business days, the steps taken to order, secure or carry out the adjustment will be documented and discussed with the applicant or employee.
- Where further supporting documentation is sought from the applicant or employee, the grant or denial of a request for reasonable adjustment will be rendered within 10 business days from the receipt of the appropriate documentation.
- Application, interview and assessment due dates and timeframes will be extended to accommodate for delays due to the processing and implementation of requests for reasonable adjustments.
- Where the adjustment involves rehabilitation due to an extended absence from work, the DAC, in conjunction with the manager, will design an appropriate return to work plan, which will be administered under normal case management guidelines.
- Where alterations are required to buildings or facilities, the DAC will negotiate with relevant personnel from the Property Operations Section to carry out the alterations. A record of alterations or plans in progress should be forwarded to the DAC to be held on the workplace adjustment file.
5.4 Monitoring Adjustments
The DAC will check with the employee and manager to assess the appropriateness and effectiveness of the implemented adjustment approximately 4 weeks from the date the adjustment process was concluded. The results of this action should be documented in the workplace adjustment file. If no further follow-up or monitoring is required, the DAC will close the workplace adjustment file. Otherwise the situation will be monitored according to an appropriate schedule. The DAC has responsibility for evaluating, monitoring and reporting on the reasonable adjustment process.
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