In many cases, the support required can be met quickly using existing council equipment, systems, or working arrangements.
The Access to Work process can take a significant amount of time and may ultimately recommend adjustments or equipment that the council already has in place or can reasonably provide internally. For this reason, employees and managers are encouraged to use the following process, starting with occupational health, to ensure timely and effective support.
Equality assurance: This process does not remove or restrict any employee's right to apply independently to Access to Work at any time.
You can find more information about Access to Work, including eligibility and the support available, from the DWP.
Reasonable adjustments and Access to Work process
Purpose
The council is committed to supporting employees with health conditions or disabilities by identifying and implementing reasonable adjustments that enable them to undertake their role effectively.
The council must first consider and implement adjustments that it can reasonably provide internally.
Only where adjustments cannot be fully met by the council should external support be considered through the Department for Work and Pensions (DWP) Access to Work scheme.
Definition of disability
Under the Equality Act 2010, a disabled person is defined as:
"Someone who has a physical or mental impairment that has a substantial and long‑term adverse effect on their ability to carry out normal day‑to‑day activities."
Employees who are not covered by the act may still be entitled to workplace adjustments based on identified needs.
Step 1: Identification of need
A potential need for workplace adjustment may be identified through:
- employee self‑identification
- line manager observation or discussion
- occupational health referral
- health and safety assessment
- assessment by another specialist organisation
Where a need is identified, the line manager should initiate further occupational health assessment rather than directing the employee immediately to Access to Work.
Step 2: Occupational health referral (first consideration)
Employees should be referred to occupational health to:
- assess the impact of a health condition or disability on work
- identify practical workplace adjustments
- advise on reasonable adjustments the council can provide
- support compliance with the Equality Act 2010
An occupational health referral forms the primary evidence base for decision‑making on workplace adjustments.
Step 3: Consideration and implementation of reasonable adjustments
Following occupational health advice, the line manager is responsible for:
- discussing recommendations with the employee
- implementing reasonable adjustments that the council can provide using internal processes
- seeking specialist advice where needed (for example, digital services, health and safety, HR, equality, diversity and inclusion)
When determining whether an adjustment is reasonable, consideration must be given to:
- effectiveness in supporting the employee
- practicality of implementation
- cost and availability of resources
Step 4: Referral to Access to Work (where required)
Access to Work should only be considered where:
- occupational health has identified adjustment needs that cannot be fully met internally, or
- specialist equipment, support, or funding is required beyond what the council can reasonably provide
Access to Work is a supplementary scheme, not a replacement for the council's duty to provide reasonable adjustments.
Step 5: Access to Work eligibility and application
Where appropriate:
- the employee submits an application (online or by phone), Access to Work may:
- speak with the employee and/or manager
- request further information
- arrange a workplace assessment
The line manager must support the employee throughout this process.
Step 6: Review of Access to Work recommendations
Access to Work will issue a decision letter and report, which must be shared with the line manager. The report will include:
- unique Access to Work reference number
- assessment date
- recommended support
- total cost and funding contribution
- claim by date
The line manager must:
- review recommendations with the employee
- decide which recommendations are reasonable and required
- seek specialist advice as necessary before implementation
Not all recommendations must be implemented if they are not required or are not reasonable in the council context.
Step 7: Ordering and implementation
Line manager can order furniture and other none IT hardware items, for example desks, chairs directly via current council supplier using the standard procurement process. If specialist equipment is required contact occupational health for advice.
ICT equipment and software:
- request Access to Work - IT hardware and software via Halo
- all software will go through an approval process by digital services before being ordered.
- laptop asset number is required
- software is subject to security approval and may not always be permitted.
- alternative solutions must be explored where approval is not granted
- updates will be available via Halo
All other recommended equipment or training must follow standard council procurement processes. The line manager is able to order training via their usual processes. Any technical training for requested software should be postponed until the software is available and loaded onto the employee's laptop.
Hardware will be delivered to a council workplace for employee collection.
Step 8: Claiming costs
The line manager must ensure:
- all invoices are retained, including those from digital services
- claims are submitted to Access to Work before the claim by date which is 9 months from issue - where an extension to the claim by date is required, Access to Work must be advised via email using contact details from the report
Step 9: Ongoing responsibilities and changes
Access to Work must be informed by the employee of any change in circumstances.
Equipment must not be disposed of or used by another individual without prior consultation.
Equipment is provided for the sole use of the named employee.
If the employee moves roles or locations within the council, equipment should transfer with them where appropriate.
Roles and responsibilities
Employee:
- engage with occupational health and Access to Work processes
- share Access to Work decisions and reports with their manager/occupational health
Line manager:
- refer to occupational health
- implement reasonable adjustments
- support and review Access to Work recommendations
- ensure ordering, implementation, and claims are completed correctly
Step 10: Additional advice
Contact occupational health if you require any assistance throughout this process, email occupational.health@derbyshire.gov.uk.