Workplace Modifications Procedure

Related Policy: Workforce Management Policy

1. General Information

2. Requesting a Workplace Modification

3. Approving a Workplace Modification Request Less than $1000.00 in Total

4. Approving a Workplace Modification Request in Excess of $1000.00 in Total

5. Further Information

Purpose

Detail processes for managers and supervisors to facilitate workplace modifications for staff with a disability as defined in the Commonwealth Disability Discrimination Act 1992 (excerpt below).

Disability - in relation to a person, means:

a) total or partial loss of the person's bodily or mental functions; or

b) total or partial loss of a part of the body; or

c) the presence in the body of organisms causing disease or illness; or

d) the presence in the body of organisms capable of causing disease or illness; or

e) the malfunction, malformation or disfigurement of a part of the person's body; or

f) a disorder or malfunction that results in the person learning differently from a person without the disorder or malfunction; or

g) a disorder, illness or disease that affects a person's thought processes, perception of reality, emotions or judgment or that results in disturbed behaviour

and includes a disability that:

h) presently exists; or

i) previously existed but no longer exists; or

j) may exist in the future; or

k) is imputed to a person.

Exclusions

This procedure does not apply to:

* students

* structural modifications to University buildings or property.

1. General Information

1.1. A workplace modification is a change in a workplace environment that promotes access to premises or enables a staff member with a disability to carry out their duties at a particular workstation or location.

1.2. Workplace modifications are made to enable staff members with a disability to perform the inherent requirements of their position.

1.3. Some workplace modifications may impose a legislative requirement on the University. Contact the Workforce Strategy Consultant (Equity and Diversity) equityhr@adelaide.edu.au for more information.

1.4. Workplace modifications should only be made with the consent of and in consultation with the staff member.

1.5. Ownership of the workplace modification must be decided:

1.5.1. As a general rule, ownership of portable and personal workplace modification/s will be transferred to the staff member.

1.5.2. Ongoing maintenance, servicing and upkeep of the workplace modification will be the responsibility of the owner of the modification.

2. Requesting a Workplace Modification

Responsibility: Staff Member

2.1. Request a workplace modification on the Workplace Modification Request Form.

2.2. The Australian Government's Workplace Adjustment Tool may be helpful in deciding the workplace modification option to meet your needs. This can be found at Workplace Adjustment Tool link http://jobaccess.gov.au/Advice/Search/SoarSearch.aspx.

2.3. Complete and sign all sections of the Workplace Modification Request Form.

2.4. Discuss with your line manager/supervisor and forward to them the completed Workplace Modification Request Form for consideration.

3. Approving a Workplace Modification Request Less Than $1000.00 in Total

Responsibility: Supervisor

3.1. Costs for workplace modifications less than $1,000.00 (in total) are met by the staff member's work unit.

3.2. Contact your Senior HR Consultant or email equityhr@adelaide.edu.au for more information and to discuss the available options.

3.3. For workplace modification requests in excess of $1,000.00 see Section 4 below.

3.4. Approve/not approve the workplace modification request.

3.5. For approved requests:

3.5.1. Arrange for the purchase of the workplace modification (consistent with the University purchasing procedure) and/or the implementation of the workplace modification as soon as possible.

3.5.2. Forward a copy of the correspondence, the form and all supporting documentation to the Workforce Strategy Consultant (Equity and Diversity) or electronically to equityhr@adelaide.edu.au for inclusion on the staff members Personnel file.

3.6. For non-approved requests:

3.6.1. Contact your Senior HR Consultant or email equityhr@adelaide.edu.au detailing the reason/s for non-approval of the workplace modification request prior to advising the staff member of the outcome.

3.6.2. Advise the staff member in writing of the outcome of their application including the reason why it was not approved.

3.6.3. Generate at least two copies of the outcome advice to the staff member and all other paperwork.

3.6.4. Retain one copy for the Trim file in the faculty/division in line with privacy and record keeping requirements

3.6.5. Forward a copy of the correspondence, the form and all supporting documentation to the Workforces Strategy Consultant (Equity & Diversity) or electronically to equityhr@adelaide.edu.au for noting and inclusion on the staff members personnel file.

3.7. Advise the staff member in writing of the outcome of the assessment of the workplace modification request in a timely manner.

4. Approving a Workplace Modification Request in Excess of $1,000.00 in Total

Responsibility: Supervisor

4.1. Ensure the relevant sections of the form have been signed and completed.

4.2. Attach copies of all supporting documentation including quotations to the completed form and forward within five working days of receipt for consideration to: The Workforce Strategy Consultant (Equity and Diversity), HR Branch or email equityhr@adelaide.edu.au.

4.3. Keep a copy of the form and all attachments in a confidential location prior to sending to the HR Branch for consideration.

4.4. Following advice that the request has been approved, arrange for the purchase (consistent with the University purchasing procedure) and/or the implementation of the workplace modification.

4.5. Where approval has been given by an external agency (JobAccess for example) you may be required to purchase the item/s out of faculty/divisional funds and recoup expenditure directly from the approving authority. Note: the approving authority may have specific requirements and a time frame in which the funds can be recouped.

4.6. Where approval is given by the University of Adelaide forward advice that the goods have been received and the invoice to HR Branch for payment.

4.7. Where approval is not given advice will be provided to the staff member by HR with the supervisor/line manager also provided a copy of the response.

5. Further Information

If you require assistance in understanding any aspect of this document, please contact the Human Resources Service Centre, extension: 31111 or email: hrservicecentre@adelaide.edu.au

Please use the following URL instead of linking to individual documents:
http://www.adelaide.edu.au/policies/3243