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Disabled applicants and members of staff

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Introduction

The following information seeks to provide guidance and support to disabled staff, as well as to their line managers and colleagues. The aim is to share information in one place on the website to ensure that the University of Cambridge provides an effective working environment for all staff in line with the University's statutory duties and also its own policies and procedures.

"The University of Cambridge is committed in its pursuit of academic excellence to equality of opportunity and to a proactive and inclusive approach to equality, which supports and encourages all under-represented groups, promotes an inclusive culture, and values diversity."

University of Cambridge Statutes & Ordinances

The Equality Act

In 2010, the Equality Act received royal assent. This Act replaces previous equalities legislation, including the Disability Discrimination Acts 1995 and 2005. However, 90–95% of the law remains unchanged. The new Act simplifies the law by creating an overarching framework for equalities. It does this by introducing the concept of ‘protected characteristics’, which includes nine groups, on which unlawful discrimination, harassment and victimisation is prohibited. Disability is one of the nine groups; the others are Age, Gender Reassignment, Marriage and Civil Partnership, Pregnancy and Maternity, Race, Religion or Belief (including lack of belief), Sex and Sexual Orientation.

Definition of a disability under the Equality Act

In the Act, a person has a disability if:

  • They have a physical or mental impairment.
  • The impairment has a substantial and long-term adverse effect on their ability to perform normal day-to-day activities.

For the purposes of the Act, these words have the following meanings:

Substantial, more than minor or trivial.
Long-term, the effect of the impairment has lasted or is likely to last for at least twelve months (there are special procedures covering recurring or fluctuating conditions).
Normal day-to-day activities, everyday things like eating, washing, walking and going shopping.

The definition covers a broad range of mental health and physical conditions such as cerebral palsy, autism, HIV, multiple sclerosis, muscular dystrophy, hearing and visual impairments, asthma, ADHD and depression.

People who have had a disability in the past that meets this definition can also be protected by the Act.

University policies and procedures and information that may be relevant:

Disclosure

Staff disclosure with regard to disability status is entirely voluntary. However, it is encouraged to ensure the effective provision of guidance, support and protection for disabled staff so that the appropriate resources and specialist support can be identified and provided. Disclosure of a disability is encouraged on application and appointment to a new role as well as at any time during employment at the University via Employee Self-Service (ESS) or by speaking to a manager.

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Support services available within the University

Human Resources Business Partnering Team

The HR Business Partnering team exists to support members of staff and line managers in the various University institutions by providing advice and guidance and promoting best practice in all areas of HR, including disability matters. The HR team will advise on University policy and procedure in the context of an in-depth understanding of the particular institution, and explain the various support services available within the University, facilitating introduction or referral where appropriate.

Occupational Health and Safety Service

The Occupational Health and Safety Service provide advice and support to disabled persons through a risk assessment based approach. Specialised training can be provided to student ‘carers’ for subjects with specific health and safety implications.

Occupational health assessments can be arranged that support individuals at work where a disability or impairment may affect their ability to perform their job tasks. Occupational health practitioners give advice and recommendations to the individual and management regarding necessary modifications and adjustments to the work environment and/or job design.

Staff Counselling

The Staff Counselling is available free of charge to all staff who hold a University contract of employment. The service offers individual and couple counselling for any personal difficulties, either at work or in the private life of an individual, by a team of experienced, professionally accredited counsellors. There is an accessible room available if this is required.

Accessibility and Disability Resource Centre (ADRC)

Although a student-focused service, the ADRC provides some services for University disabled staff such as:

Access Guides and Maps

The ADRC website hosts a building access guide which contains practical access information about areas in which students, staff and visitors to the University are likely to find themselves. The ADRC relies on the institutions covered to ensure that information is kept accurate and up-to-date.

Assistive Technology

The ADRC provide a wide range of assistive technology advice, enabling University staff and students with specific requirements to make effective use of information technology. 

University Information Service (UIS)

The UIS provides information on the range of facilities and services available to staff and students of the University and colleges. This includes details on accessibility software and solutions available and other services that may be of help to those with disabilities who might require assistance using computing facilities.

Equality and Diversity (E&D)

The Equality & Diversity (E&D) section is a specialist advisory function that is responsible for supporting equality and diversity policy development, implementation and compliance, and reports to the Equality & Diversity Committee. It seeks to engage all University members in promoting a positive and fully inclusive work and study environment, in line with the public equality duties for the higher education sector. This is realised through facilitating the University's engagement with protected groups, the dissemination of relevant data and information, equality analysis (through Equality Assurance Assessments) and policy development. The section also co-ordinates relevant equality training and awareness raising through on-line modules, diversity events and briefings.

Disability Liaison Officers

Many departments and colleges have Disability Liaison Officers who act as a central point of contact on disability within the department and are able to offer information on disability within the department, and signpost to other areas.

Departmental/Faculty Administrator

The relevant Administrator will understand the local working environment and will also be able to help source the appropriate support from the specialist internal service providers, with help from the School HR teams as required.

Some guidance which may be relevant for Administrators and Line Managers in specific situations:

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Useful contacts outside the University

External support services/websites for disabled staff and those managing them

These websites are provided as useful reference points for disabled staff and those managing them. Please note, however, the University is not responsible for the content of the sites. The inclusion of a link to an external website should not, therefore, be interpreted as an endorsement of that site, its content, or any product or service it may provide.

We recognise that this is not an exhaustive list, if you are looking for information on a specific disability that is not listed here please contact Occupational Health.

General advice and information

Mental Health difficulties

The term mental health difficulties is used to include a range of diagnoses from temporary depression or anxiety to longer term issues. These sites have information covering the full spectrum of diagnoses, including Bi-polar disorder, Schizophrenia and Eating Disorders.

Overview organisations and information

Depression

Obsessive Compulsive Disorder (OCD)

Learning Differences/Neurodivergence

Attention Deficit/Hyperactivity Disorder (ADD/ADHD)

Dyslexia

Dyspraxia

Autism

A–Z of organisations

Asthma

  • Asthma UK (tel. 020 7786 4900; helpline 0800 121 6255 9am–5pm Monday–Friday)

Cancer

Cerebral Palsy

Diabetes

Deaf and Hearing Impairment

Sign Language Interpreting Agencies:

HIV and AIDS

Inflammatory Bowel Disease (Crohn's Disease)

M.E. Myalgic Encephalomyelitis (Chronic Fatigue Syndrome)

M.S. Multiple Sclerosis

Visual Impairment

  • RNIB (helpline 0303 123 9999)
  • Camsight (tel. 01223 420 033)

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Access to work

Access to Work is a scheme run by the Department of Work and Pensions that supports disabled people in overcoming work related obstacles resulting from their disability or health condition. It provides both the disabled member of staff and the University with advice and support that may arise because of an individual's needs.

If you or your member of staff is eligible for Access to Work, it may be possible to secure funding to pay for a range of support needs including a support worker and transportation to work costs. Unemployed or employed disabled people who need help with a communicator at a job interview can also get help from Access to Work.

It is important for a disabled member of staff who thinks that he or she is eligible for Access to Work support, to contact the school/institution's Human Resources Business Manager or Adviser as soon as possible upon starting employment at the University. It is recommended that a discussion with the line manager is also held.

An application to the Access to Work scheme should be made by the disabled member of staff within six weeks of starting work at the University, in order for Access to Work to pay up to 100% of the eligible costs. If an application is made after the initial six week period, the University would be expected to pay the first £1,000 and then 20% towards costs up to £10,000. Access to Work would pay the other 80%. Access to Work will however pay up to 100% of the approved cost of equipment, or adaptations over £10,000. In all applications an additional voluntary contribution will be requested.

Any member of staff who is or becomes disabled under the criteria of the Equality Act 2010 is eligible to apply for a grant from Access to Work irrespective of the length of time at the University, though in these cases the Access to Work Scheme may not meet 100% of the costs.

Access to Work applies to any paid job, part-time or full-time, permanent or temporary.

Once an application is made, a needs assessment is then undertaken by an Access to Work Adviser. In some instances, Access to Work may arrange for an assessment to be undertaken in the workplace by an Independent Assessor. The Independent Assessor prepares a report detailing the minimum requirements to meet the applicant's needs along with the expected costs. A copy of this report is sent to the disabled member of staff and the identified options part to the University. The local University department or institution where the disabled staff member works is responsible for purchasing the equipment and subsequently claiming the costs back from Access to Work.

Practical advice and help is tailored to suit individual needs for a three-year period, after which time an individual's case is reviewed. Practical help can include aids for communication, special equipment, alterations to premises or the working environment, a support worker, (if practical help is needed at work, or getting to work), assistance with communication (for example a reader at work for someone who is blind, or a communicator for deaf people) and travel where a disabled person is unable to use public transport.

What happens if the disabled employee leaves the University?

If the person leaves the job, the University can either keep the equipment or agree that the person in question takes their equipment with them. The department must however notify Access to Work as part of the grant may need to be refunded. If there is any equipment that remains at the University which is no longer needed by the local institution, the departmental administrator should contact the Disability Resource Centre to see if the equipment could be used in the DRC Loan Pool. If not, the departmental administrator should arrange for its disposal.

Procedure for making an Access to Work (AtW) application

  1. The applicant must be a disabled person as defined in Section 6 of the Equality Act 2010. This states that a person has a disability if he or she has a physical or mental impairment and the impairment has a substantial and long-term adverse effect on his or her ability to carry out normal day-to-day activities. The definition of disability is broad and includes, amongst others, Depression, Diabetes, Dyslexia, Dyspraxia, Asperger's Syndrome, Cancer, Multiple Sclerosis, HIV and Schizophrenia.

  2. The disabled person should contact Access to Work, within 6 weeks of starting employment. See contact details below. (Unemployed, or employed disabled people needing help with a communicator at a job interview, or transport to the interview should contact AtW immediately on receiving notice of a job interview.) 

    In most cases, an application will be taken over the telephone. Blank forms are not sent out.

  3. Once the application form has been received, the applicant should send the original, signed copy back to AtW, with a copy of their job description and/or letter of job confirmation plus any other supporting documentation that is requested at the time of application. This supporting documentation must include the Health & Safety Display Screen Risk Assessment report, if applicable.

  4. They will then be assigned to an adviser who will contact the applicant to agree the best way forward. Note: AtW does not cover travel to interview—this is dealt with by the Disability Employment Advisor.

  5. Work place assessment.

    Note: This is separate to the usual Health and Safety checks that need to be carried out in the workplace for all staff, which should still be carried out as usual by the employer, regardless of the AtW application e.g. lighting, chair height, PC screen, keyboards etc.

  6. Letter to applicant and employer from AtW adviser/assessor notifying outcome of assessment, recommending equipment and financial grant available from AtW Letter includes claim form for employer.

  7. Employer buys equipment, sends completed claim form stamped as ‘paid’ with original invoices to AtW to claim back agreed amount spent.

  8. Total time from application to reimbursement of costs should be within 60 working days.

Further information

Contact details are:

  • Telephone, 0800 121 7479
  • Textphone, 0800 121 7479

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