Introduction

St Stephen in Brannel Parish Council is committed to promoting equality, diversity and inclusion for all employees and service users, including taking positive action to support individuals experiencing physical or mental health challenges. This policy does not form part of a contract of employment and may be amended at any time. It should be read alongside the Absence Management Policy.

The Law

Definition of a disability (Equality Act 2010): a physical or mental impairment with a substantial (more than minor or trivial) and long-term (12 months+, lifelong, or likely to last 12 months) adverse effect on normal day-to-day activities. Mental health can fluctuate and may be hidden; an employee’s ability to cope can change over time.

Definition of Reasonable Adjustments

Changes made to remove or reduce a disadvantage related to a person’s disability. Adjustments are specific to the individual and may relate to any area of work.

Employers’ Responsibilities

  • Make reasonable adjustments for employees/workers, certain contractors, and job applicants.
  • Act when they know (or ought reasonably to know) someone is disabled; when a disabled person asks for adjustments; when a disabled person is struggling with any part of the job; or when absence/return-to-work issues are linked to disability.
  • Ensure others do what is needed for an adjustment to work.

The Council recognises not all conditions meet the legal definition of disability; however, it aims to consider requests for support from all employees experiencing health challenges.

Examples of Reasonable Adjustments

  • Environment: change base/workspace; quieter area; agreed home-working to manage distractions.
  • Arrangements: adjust working pattern or contracted hours.
  • How tasks are done: extra time for tasks/tests; provide accessible formats.
  • Equipment/support: adapted chairs, phones or other aids.
  • Role design: review workload/deadlines; break down tasks into shorter steps.
  • Communication: agree preferred methods to help reduce anxiety.

Implementing Reasonable Adjustments

Experiences of health are personal and may fluctuate; identifying and monitoring adjustments can take time and relies on open conversations.

Requesting a Meeting

Employees should arrange to meet their Line Manager and the Clerk. If they feel unable to talk to the Clerk, they may speak to the Chairman of the Human Resources Committee. If a request arises during an absence review, the monitoring periods in the Absence Management Policy continue unless otherwise agreed.

Preparing for the Meeting

  • Consider what to disclose about health and how it affects work.
  • Think about helpful adjustments and make notes to use in discussion.

During the Meeting

  • Discuss reasons for the request and proposed adjustments.
  • Agree what is reasonable, the likely duration, review dates and ongoing support.

Where possible, notes should be taken and kept by both parties as a record.

Deciding What Is “Reasonable”

This is an objective test. Consider: will the adjustment remove/reduce the disadvantage; practicality; affordability; and any health & safety impact on others.

After the Meeting

The Clerk will write to the employee confirming what was discussed, what has been agreed, and when it will be reviewed.

Monitoring

The Clerk will regularly review agreed adjustments, recognising health can change over time, and will keep a record of changes.

Permanent Changes

Where a permanent change is needed (e.g., contracted hours), refer to the Council’s Flexible Working Policy.

Occupational Health

At any stage the Council may seek Occupational Health advice on suitable adjustments.

Adopted: 1 October 2025 (Minute FPC155/25)  |  Review: 2028