Reasonable Adjustments

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Signed: June 2026
To be reviewed: June 2028

Purpose

We are committed to removing barriers for Disabled people and people with long-term health conditions.

This policy explains how we identify and put in place reasonable adjustments so everyone can take part in our work, whether as staff, volunteers, trustees or participants.

Who this applies to

  • Staff (including temporary and part-time)
  • Volunteers and trustees
  • People attending our activities, events, or training
  • Anyone working with us or on our behalf

Our commitment

  • Work in line with the Equality Act 2010
  • Take a Social Model of Disability approach (removing barriers)
  • Create a culture where people feel safe to share access needs
  • Respond flexibly where there is no ‘one size fits all’ solution

Key principle

Reasonable adjustments are a right, not a favour.

We are committed to co-producing solutions with Disabled people and creating an inclusive environment where everyone can thrive.

What are reasonable adjustments?

Reasonable adjustments are changes we make to remove barriers for Disabled People and are a legal entitlement under the Equality Act, which is different from other equity groups.

These might include:

  • Flexible working or participation options
  • Accessible formats (Easy Read, large print, etc.)
  • Changes to roles, communication, tasks or environments
  • Providing equipment, support, or communication tools
  • Allowing time off for Disability-related reasons

Adjustments will be based on individual, case‑by‑case consideration. There is an affordability threshold for BDEF.

Our criteria on whether an adjustment is reasonable is based on a number of factors, one of which is affordability. Many adjustments will be simple to do and affordable. However, BDEF as a small employer might not be able to afford as much as a large organisation.

Where we are able to find a different way to do something, make simple changes to the workplace, (where appropriate) change someone's working arrangements or prove equipment, services or support within our budget we will try to do so however there may be occasions where we cannot afford this and so there is an affordability threshold.

This affordability threshold may fluctuate annually depending on budgetary capacity however for 2026 adjustments over £300 would likely not be affordable without Access to Work so this will need to be explored.

How to request adjustments

BDEF’s process would be to ask newly appointed staff and trustees what reasonable adjustments are needed, citing common examples.

Where possible, BDEF will aim to get them in place before they start work. If not possible, BDEF will try to have them in place before the end of any probationary period.

You can request adjustments when in work also at any time by:

  • Talking to your manager or key contact
  • Sharing your access needs in a way that works for you

You do not have to share medical information unless you choose to.

For trustees, your main way to request adjustments will be via the Chair(s) of Trustees at [email protected].

For staff, your main way to request adjustments will be via your line manager.

How we respond

We will:

  • Listen and work with you to understand your needs
  • Explore possible adjustments together
  • Seek advice where needed (e.g. Access to Work)
  • Agree a plan and record it (for example, in an access plan or passport)
  • Put adjustments in place as soon as possible

Anticipatory Reasonable Adjustments

Under the law, employers are meant to make anticipatory reasonable adjustments.

That means whenever we organise events, rent offices, hire rooms or buy equipment, we will always try and consider the widest range of access needs (such as accessible entrances, parking, loops) so that the majority of individual Disabled people accessing BDEF will not need any individual reasonable adjustments.

Review and flexibility

  • Adjustments will be reviewed regularly (at least annually or when needs change)
  • You can ask for changes at any time
  • We recognise needs may change over time

We recognise that Disabled people may need time off for reasons not covered by sickness absence.

We will:

  • Support Disability-related leave where needed
  • Record it separately from sickness absence
  • Agree arrangements in a fair and flexible way

Please refer to BDEF’s Disability Leave Policy for full detail.

Roles and responsibilities

Everyone

We encourage staff, trustees and volunteers to talk openly about their access needs with their line manager or point of contact if they want a reasonable adjustment, but this can be kept confidential.

At BDEF we aim to create a safe environment in which everyone can do this.

Members/organisers

  • Respond supportively and without judgement
  • Need to actively notice any barriers that Disabled staff are facing and to encourage them to identify any reasonable adjustments
  • Put agreed adjustments in place
  • Review and update adjustments regularly

Members

As BDEF staff, we will identify reasonable adjustments for members and people who come to events through:

  • We ask on membership form
  • We ask members before any events about access needs
  • We also commit to checking in around accessibility at the beginning of all meetings and events

If things go wrong

If you feel your needs are not being met:

  • Speak to your manager or another trusted person
  • Use our complaints or feedback process

We will aim to resolve issues through open, supportive conversations.

Members and trustees can report this via the BDEF CIO Member or Public Complaints Procedure.

Staff can report this via the BDEF CIO Staff Grievance Policy and Procedure.

Monitoring and learning

We will:

  • Review how well adjustments are working
  • Learn from feedback
  • Improve our practices to reduce barriers

Versions

There is an Easy Read version of this document in development. When it is finalised and signed off, it will be linked to here.

Review

This statement shall be reviewed every 2 years upon its adoption. An earlier review may take place if:

  • We approve a proposal that changes the policy
  • There’s a change to the organisation that will change the policy
  • There’s a change in the law that affects the policy

Appendix A: Standard BDEF Equipment Provision List

Access to Work will only fund things above standard business costs. Therefore, this is a list to demonstrate what is considered standard equipment at BDEF (Bristol Disability Equality Forum).

What every employee gets by default:

  • In-office desk
  • Laptop (HP Laptop Windows 12) and charger
  • Monitor
  • Keyboard, mouse, headphone/microphone, webcam
  • Chair
  • Phone
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