Reasonable Accommodations for Disability Policy

Application

Waipapa Taumata Rau, University of Auckland (University) and all of its members.

Purpose

To provide reasonable accommodations for disabled people/people with disabilities who are members of the University – excluding:

  • Special conditions for tests and examinations which have separate policy and procedures
  • Flexible working arrangements, which are covered by separate policy and procedures
  • Where staff require return-to-work plans, due to work-related injuries. In these instances assessment and planning should be referred to HR Health, Safety and Wellbeing. The Reasonable Accommodations for Disability Policy and Procedures may apply to injuries that are not work-related and result in temporary disabilities.

Note:

  • Requirements to provide reasonable accommodations in circumstances other than disability - such as to support the practices of a person’s religious or ethical beliefs - are outside the scope of this policy.
  • ‘Disabled people’ and ‘people with disabilities’ have been used interchangeably throughout this document. This recognises that some people prefer identity-first language, whilst others prefer person-first language. ‘Disabled’ and ‘disability’ are defined in the Definitions section towards the end of the policy.

This Policy should be read alongside the University’s Reasonable Accommodations for Disability Procedures.

Background

Reasonable accommodations are necessary and appropriate modifications and adjustments that:

  • Support disabled people to participate at the University on an equal basis with others; and
  • Can be reasonably made available in the circumstances.

Their provision involves considering all relevant circumstances and should not put anyone, or the University, at risk or require them to incur disproportionate or undue cost or inconvenience.

Note: More information can be found:
• In the University’s Reasonable Accommodations for Disability Guidelines and Reasonable Accommodations for Disability Case Studies
• On the Human Rights Commission’s website under the section Reasonable Accommodation and A-Z guide under reasonable accommodations.

Such modifications and adjustments:

  • Aim to ensure that disabled people are not disadvantaged due to the ways University environments, including its systems, processes, and practices, interact with their disability and impede their participation
  • May result in people with disabilities being treated differently from people who are not disabled, in order to achieve equitable participation
  • May result in other people being asked to make modifications and adjustments to the ways they do things.

Under the Human Rights Act 1993, failure to provide reasonable accommodations for people with disabilities can amount to unlawful discrimination.

Note: Examples of accommodations that may support disabled people’s participation include changes to:

  • Architecture, structures, spaces and the environment to improve accessibility or assist with sensitivities
  • The way in which information is provided or communicated, to ensure clarity, readability and understandability
  • Behaviours so they promote safety and inclusivity
  • Equipment or technology, so that people are supported to work or study safely and can access the information they need
  • Systems, including policies, practices and procedures, to support disabled people’s participation. For example, adjustments may be required in relation to University travel, work practices, staff professional and career development, employment conditions, teaching/learning/assessment practices, fieldwork and placements.

This is not an exhaustive list of situations where reasonable accommodations could be provided. Rather, it aims to show that adjustments may be required in a wide range of areas.

What will be appropriate, and can be provided or changed, depends on the circumstances of individual cases. In many instances reasonable accommodations benefit the person with a disability, as well as groups of people or even everyone.

Effectively implementing reasonable accommodations helps improve University environments through removing or lowering barriers - supporting equitable access, participation and success.

Principles

Principles underpinning the reasonable accommodations process include:

  • A fair and person-centred approach
  • Sound, evidence-based decision-making that includes considering the practical needs of the disabled person
  • Regular, timely, and clear communications
  • Appropriate consideration of intersectionality – which in this context recognises the diverse characteristics of the disabled person, in addition to disability, that may also influence their participation.

Note: Fair does not necessarily mean “the same”. A fair and equitable environment requires:

  • Recognising differences in individuals’ circumstances; and
  • Having appropriately different ways of doing things, or options, for different people.

Policy

1. The University will provide reasonable accommodations that:

  • Support disabled members to participate at the University on an equal basis with others; and
  • Can be reasonably made available in the circumstances.

2. People with disabilities must not be disadvantaged in University recruitment, work, or study, due to having made a request in line with this policy and the Reasonable Accommodations Procedures.

3. The University will make training about disability and reasonable accommodations available to staff members.

Note: Training is available in Hono – Disability Confidence 101 and Hidden Disabilities Sunflower

Considering whether to provide accommodations

4. Reasonable accommodations are to be provided for people with temporary and/or permanent disabilities.

Note: Staff members involved with accommodations decisions should focus on relevant support requirements, rather than the person’s disability.

5. When determining whether there are reasonable accommodations that can be provided, the circumstances of each individual case must be assessed taking into account:

  • What measures may be taken to remove or mitigate barriers being, or likely to be, experienced by the disabled person
  • Whether such measures can reasonably be procured and/or implemented.

Note: People may have more than one disability, and their requirements can often be fluid and change over time. As such, reasonable accommodations may need to be flexible and regularly updated.

Working collaboratively

6. The disabled person requesting accommodations must be given appropriate opportunities to be involved throughout the decision-making process. This includes working collaboratively with them and:

  • Any individuals and networks that support them, where appropriate
  • Other relevant internal and external parties.

7. The disabled person may be supported by whānau and/or other support people throughout the process.

8. Requests for accommodations are to be responded to in a timely manner. This includes balancing any difficulties in decision-making and implementation with the impact on the disabled person of not having reasonable accommodations.

Personal information

9. Personal information, such as medical certification or assessments, may be requested from the disabled person to help assess the provision of accommodations. The disabled person requesting accommodations may be asked to:

  • Provide the personal information; and
  • Incur the costs associated with providing this personal information.

10. Before requesting personal information, staff members are to consider whether the information is necessary to make a decision in accordance with this policy, taking into account the potential costs and delays for the disabled person to obtain the requested information.

Note:

  • Personal information may not always be needed for accommodations requests.
  • Personal information might be sought to better understand the barriers being experienced, and the accommodations that may be required. Where appropriate, this information can be obtained by the disabled person from a GP, which is often a faster and less costly option than going to a specialist.
  • The disabled person is encouraged to provide personal information when requested, to assist collaboration and decision-making. However, the provision of information does not guarantee that the accommodations can be provided.
  • The University’s Privacy Statements for students and staff have more details about the University’s collection, use and disclosure of personal information.
  • An inability to provide personal information does not in itself mean that an accommodations request will be refused. Alternative supports should be explored, where specific accommodations cannot be provided due to an inability to provide personal information.
  • Line managers requesting personal information should follow relevant sections of the Reasonable Accommodations for Disability Procedures.

Decision-making

11. Staff members making decisions about reasonable accommodations provision are to:

  • Consider all relevant circumstances; and
  • Balance the interests of all those affected by the request.

12. Accommodations must be provided where they:

  • Will support the disabled person by removing or mitigating barriers being, or likely to be, experienced; and
  • Can reasonably be provided in the circumstances.

13. Matters to consider in decision-making include:

Effects

  • Whether the accommodations are likely to be effective in supporting the disabled person’s participation. For instance, by promoting opportunities, engagement, and/or other participation
  • Any benefits that may arise from providing the accommodations, to the disabled person, other people, and/or the University
  • Any potential hardships, disruptions or risks created by providing and not providing the accommodation, to the disabled person, other people, and/or the University, and whether these can be mitigated or minimised
  • Whether the accommodation may result in an unfair advantage

Resources

  • The practicalities associated with providing or implementing the accommodation including physical, digital, technical and operational constraints
  • Financial, time and other resource costs and constraints
  • The size of the University and available internal and external resources and assistance

Relevant requirements

  • Health and safety issues, and whether these can be mitigated or minimised. This includes considering whether accommodations will mitigate or minimise risks, as well as whether their provision will introduce new or unacceptable risks
  • Legal and regulatory requirements associated with providing and not providing the accommodation
  • Requirements of relevant University statutes, policies, procedures and standards
  • Any potential effect on essential tasks, activities, or requirements of work and/or study
  • The nature and functions of the University, including Council’s duties to ensure that no one is unfairly discriminated against and that the University operates in a financially responsible way ensuring the efficient use of resources and its long-term viability

For accommodations related to study

  • Any potential effects on academic standards, academic integrity, and compliance with programme approval and accreditation requirements under the Education and Training Act 2020
  • For programmes leading to professional registration or membership, any potential effects on the University maintaining relevant programme accreditation requirements.

14. Refusals of accommodations requests must be justifiable and evidence based.

Note: In accordance with the Principles in this policy, it is not justifiable to refuse accommodations solely on the basis that they result in people with disabilities being treated differently from others. In relation to people with disabilities, fairness often requires different ways of doing things and/or options to be implemented.

15. Decision-makers must explore appropriate alternative(s) if a request for a specific accommodation is refused. This may include inviting the person making the request to provide suggestions about other ways of supporting them.

16. Each request for accommodations must be considered according to its specific circumstances. Therefore decisions may vary from those:

  • Previously made by the University
  • Recommended or approved by external parties.

17. Decisions on accommodations must be communicated in a clear and transparent form, language, and manner to the disabled person who requested them.

18. The reason(s) for not providing accommodations must be communicated in a clear and transparent form, language, and manner to the disabled person who requested them.

Procurement

19. Many reasonable accommodations will not require financial resources. The University will meet the costs of agreed reasonable accommodations where:

  • Financial resources are required; and
  • No external funding is provided for the accommodations.

20. Where appropriate:

21. Staff members procuring reasonable accommodations must follow the University’s Procurement Policy and other relevant financial authorisations and delegated authorities.

Privacy

22. All information relating to accommodations requests and decisions must be held and used in accordance with the requirements of the University’s Disposal Authority and its privacy statements, policy and associated procedures and guidelines.

Concerns and complaints

23. People with concerns and/or complaints are to follow relevant processes set out in the Reasonable Accommodations Procedures.

24. Complaints may also be made to external organisations including:

  • the Human Rights Commission, which provides a mediation service where there are concerns about unlawful discrimination or failure to provide reasonable accommodations
  • the Office of the Ombudsman, which can investigate complaints about decisions where internal complaints processes have been exhausted.

Note: Employees should also refer to the provisions of their employment agreement concerning the resolution of employment relationship problems.

Monitoring and reporting

25. The University will monitor and report on the provision and use of reasonable accommodations, to help measure:

  • Whether they are supporting equitable access, participation and success for people with disabilities at the University.
  • Any changes in requirements over time.

Definitions

Barriers refers to the ways in which the University environment, including its structures, processes and practices, impede participation for a disabled person/disabled people.

Disabled or disability refers to any physical, psychological, cognitive or sensory impairment which, in interaction with social and systemic barriers, restricts a person's full and effective participation in university life on an equal basis with others.

Discrimination is defined by the Human Rights Act 1993 and can occur when a person is treated less favourably than another person, in the same or similar circumstances, because of a prohibited ground such as their sex, colour, religious belief, race, marital status, ethnic or national origins, family status, ethical belief, sexual orientation, political opinion, age, employment status or disability.

External funding refers to funds received, by the person with a disability, from organisations outside of the University. It does not include external research funding, Research Development Accounts, or funds which staff members typically use to support research and supervision.

Intersectionality refers to a way of understanding unique and overlapping aspects of identity and related opportunities, challenges, advantages, and disadvantages. An analytical framework that recognises multiple axes of discrimination and prejudice caused by structural inequities - see Crenshaw, 1989.

Members of the University are all students, staff members, and members of University Council. Members also include prospective students and staff members, and graduands attending a University graduation ceremony, where applicable.

Prospective students and staff members are individuals with disabilities who may be seeking reasonable accommodations for when they:

  • Participate in University application and/or recruitment processes
  • Commence study and/or work at the University.

Reasonable accommodations are necessary and appropriate modifications and adjustments that:

  • Support disabled people to participate at the University on an equal basis with others; and
  • Can be reasonably made available in the circumstances.

Their provision involves considering all relevant circumstances and should not put anyone, or the University, at risk or require them to incur disproportionate or undue cost or inconvenience.

Staff member refers to a person employed by the University on a full time, part time, fixed term, permanent or casual employment agreement.

University means Waipapa Taumata Rau, University of Auckland and includes all subsidiaries.

Key relevant documents and information

Policy and procedures

Guidelines

Other

Support

Document management and control

Owner: Pro Vice-Chancellor Equity
Content manager: Senior Research and Policy Adviser - Equity
Approved by: Vice-Chancellor
Date approved: 24 November 2025
Review date: November 2030