Reasonable Accommodations for Disability Procedures

Application

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

Purpose

To implement the University’s Reasonable Accommodations for Disability Policy.

These procedures set out processes for considering and making decisions on reasonable accommodations, for disabled people/people with disabilities who are members of the University, in particular circumstances – excluding:

Special conditions and 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:

These procedures are to be read alongside the University’s Reasonable Accommodations for Disability Policy
More information can be found in the University’s Reasonable Accommodations for Disability Guidelines and Reasonable Accommodations for Disability Case Studies
‘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 procedures.

Procedures

1. If a member is both a staff member and a student, they are to use the procedures that relate to the role that they are requesting reasonable accommodations for.

Note: All staff involved with an accommodations request, from someone who is both a staff member and student, should work collaboratively to:

Help ensure an efficient, effective, and supportive process for the staff member/student.
Minimise the number of times the staff member/student has to repeat their request in order to obtain accommodations for their different roles.

Prospective students and staff members

2. The University will strive to ensure that, in relation to the application and/or recruitment processes for prospective students and staff members:

Advertisements and other application and/or recruitment information is appropriately accessible.
Prospective students and staff members are given the option to request reasonable accommodations during the application and/or recruitment process.
Interview and event locations are appropriately accessible and/or appropriately accessible online options are provided.

3. Requests for accommodations during recruitment and application processes are to be

Considered by relevant staff members involved with the process and, where appropriate, procured and implemented by them.
Addressed in accordance with the Reasonable Accommodations for Disability Policy and these procedures.

Note:

Staff Diversity, Equity and Inclusion (intranet) and Ratonga Hauātanga Tauira, Student Disability Services can provide information and advice about reasonable accommodations, and accessible recruitment processes
Te Ara Tautika, The Equity Office website has information on accessibility
Prospective students and staff members with concerns and complaints should follow the relevant concerns and complaints parts of these procedures.

Current staff members

Initial discussions and information gathering

4. Current staff members seeking reasonable accommodations are to speak to their line manager about the barriers impeding, or likely to impede, their participation in the University work environment.

5. Staff members who are not comfortable speaking to their line manager, or who have queries about the reasonable accommodations process, may contact Staff Diversity, Equity and Inclusion. In such cases, Staff Diversity, Equity and Inclusion:

May be able to implement reasonable accommodations for the staff member through centrally procured solutions
Will work with the staff member to agree next steps where a request is complex or requires line manager involvement to proceed.

6. The staff member may also request support from:

An Associate Dean or Director Equity and Diversity, if there is one in their work area
Their union representative.

7. The staff member is to complete relevant sections of the Reasonable Accommodations for Disability Request form. This will be sent to their line manager or, where relevant, Staff Diversity, Equity and Inclusion.

Note:

Staff who have reasonable accommodations, which have been in place prior to the implementation of these procedures and are still supporting them, should complete the Recording Existing Reasonable Accommodations Form.
The Reasonable Accommodations for Disability Policy provides that people with disabilities may be supported by whānau or others throughout the reasonable accommodations process. In line with this approach, staff members may nominate a person to complete relevant sections of the form on their behalf.

8. The line manager or, where relevant, Staff Diversity, Equity and Inclusion must explore options for reasonable accommodations that could support and/or enable the staff member’s work. The staff member is not required to assist with this. However, they may decide to contribute to the process of collaboratively identifying reasonable accommodations options.

9. The line manager or, where relevant, Staff Diversity, Equity and Inclusion must obtain consent from the staff member before speaking about their accommodations request and requirements to people other than University staff members who have a legitimate need to know the information to perform duties under the Reasonable Accommodations for Disability Policy and Procedures.

Note:

When sharing information with others, the line manager or, where relevant, Staff Diversity, Equity and Inclusion are to provide the minimum amount of sensitive information necessary in the circumstances. The Reasonable Accommodations for Disability Guidelines have more information about this.
The line manager/Staff Diversity, Equity and Inclusion should endeavour to agree with the staff member how to balance confidentiality with the need to have others involved with investigating, agreeing , and implementing reasonable accommodations.

10. Where a line manager is dealing with an accommodations request, they may seek advice from Staff Diversity, Equity and Inclusion, who can:

Provide information on what is reasonable, accommodations options, and implementation.
Liaise with external networks or stakeholders, where appropriate, and give the line manager relevant advice.
Provide information on resources and any potential external funding sources.

11. The line manager may also seek support from:

An Associate Dean or Director Equity and Diversity, if there is one in their work area. They can provide general advice on equitable actions.
HR Health, Safety and Wellbeing, where health and safety issues may be involved.
HR Advisory, who can help with consideration of wider workplace issues.
Other staff members that are able to assist with the accommodations request.

Note:

Line managers should undertake disability confidence training in Hono – Disability Confidence 101 and Hidden Disabilities Sunflower Training.
All staff should follow the privacy requirements in the Reasonable Accommodations for Disability Policy, about how information relating to accommodations requests and decisions must be held and used. The Reasonable Accommodations for Disability Guidelines also contain information about this.

Providing personal information

12. Personal information, such as medical certification or assessments, may only be requested from the staff member in accordance with the Reasonable Accommodations for Disability Policy.

13. Line managers must contact Staff Diversity, Equity and Inclusion for advice when they are considering:

An accommodations request; and
Requesting personal information from a staff member.

Note: Line managers should not request personal information where this conflicts with the advice of Staff Diversity, Equity and Inclusion.

14. The staff member is to provide their personal information directly to Staff Diversity, Equity and Inclusion.

Note: To help ensure secure and safe storage, personal information should only be provided to Staff Diversity, Equity and Inclusion. It should not be provided to the staff member’s line manager.

15. Where a line manager is dealing with an accommodations request, Staff Diversity, Equity and Inclusion will advise the line manager when they receive personal information from a staff member. Staff Diversity, Equity and Inclusion will only provide the line manager with key information that is relevant to the reasonable accommodations request – keeping the rest of the personal information confidential.

Note: For instance, Staff Diversity, Equity and Inclusion may:

Take into account any views of the staff member about what to share with the line manager.
Choose not to provide specific details of the personal information to the line manager, such as the person’s diagnosis/diagnoses.

16. Where personal information is supplied by the staff member, it must be considered as part of decision-making on accommodations.

Decision-making

17. The staff accommodations decision makers set out below (staff accommodations decision makers) are to make decisions in accordance with the Reasonable Accommodations for Disability Policy. Staff accommodations decision makers are:

The line manager; or
Staff Diversity, Equity and Inclusion – where this has been agreed by Staff Diversity, Equity and Inclusion and the disabled staff member.

18. The staff accommodations decision maker must record in the Reasonable Accommodations for Disability Decision form, which is linked to the request form completed by the staff member seeking accommodations under clause seven:

Decisions that are made, and the reasons for these decisions.
The types of reasonable accommodations implemented, if any.
How and when reasonable accommodations will be communicated to others, if appropriate. This must be agreed with the staff member.
The staff member’s view on any reasonable accommodations implemented or refused.
When the reasonable accommodations will be reviewed, to ensure they are still suitable.
Any complaints
Other relevant information.

19. The staff member who is seeking accommodations will be provided an opportunity to agree with the accuracy of what has been recorded in relation to the decision.

Note: Staff members with concerns or issues should follow the “Current and prospective staff member concerns and complaints” process, set out in these procedures.

Keeping good records

20. All records and evidence, such as personal information, relating to the provision of reasonable accommodations must be retained and used in accordance with the requirements of the University’s Disposal Authority and its employee privacy statement, privacy policy and associated procedures and guidelines.

21. Relevant records and evidence relating to the provision of reasonable accommodations must be transferred to Staff Diversity, Equity and Inclusion for secure storage.

22. All records and evidence relating to the provision of reasonable accommodations must be deleted or confidentially disposed of once the relevant records and evidence have been transferred to Staff Diversity, Equity and Inclusion. This provision does not apply to:

Records that need to be retained by the line manager and/or other relevant staff members for procurement and/or implementation of the reasonable accommodations.
Staff Diversity, Equity and Inclusion.

Procuring reasonable accommodations

23. Where they incur a cost, reasonable accommodations must be procured in line with the Reasonable Accommodations for Disability Policy.

24. The faculty, LSRI or service division of the person making the request is responsible for procuring reasonable accommodations, unless these are funded externally or by Staff Diversity, Equity and Inclusion in accordance with clause 25.

25. In limited cases, and depending on available resources, Staff Diversity, Equity and Inclusion may support procurement of reasonable accommodations. This is considered a supplementary option, not a first point of funding.

Implementation and reviews of reasonable accommodations

26. The staff accommodations decision maker is responsible for ensuring appropriate implementation of reasonable accommodations for the staff member.

27. Regular reviews of reasonable accommodations are to be conducted by the staff accommodations decision maker and the staff member. These reviews should take place at least annually, and will focus on whether the reasonable accommodations are still appropriate for supporting the staff member’s work.

28. At any time, the staff member may advise the staff accommodations decision maker about issues with the reasonable accommodations provided. The staff accommodations decision maker must consider changes that may be required, in accordance with the Reasonable Accommodations for Disability Policy and these procedures.

Note: Reviews should be initiated by the staff accommodations decision maker as part of a wellbeing check-in, and not conflated with other review processes. They may be informal, and short. They should include updating the Reasonable Accommodations for Disability Request Form, as appropriate.

Timeframes

29. All parties involved with the reasonable accommodations process are to act in a timely manner and strive to meet the following timeframes:

Action	Timeframe
Staff accommodations decision maker acknowledges the staff member’s reasonable accommodations request, commencing initial discussions and information gathering	Within five working days of receiving the request
Staff accommodations decision maker informs the staff member about progress on the request	At intervals of not more than two weeks
Staff accommodations decision maker investigates options for reasonable accommodations, collaborating with: The staff member Other relevant staff members External parties, where appropriate	Within 15 working days of the request being received
Staff accommodations decision maker makes a decision, and communicates this to the staff member	Within 25 working days of the request being received
Agreed reasonable accommodations are implemented and/or procured	As soon as possible once the decision to provide reasonable accommodations is made

Note: The timeframes for considering accommodations may vary depending on a number of issues such as the complexity of the request, the need to request and consider personal information such as medical certifications or assessments from the staff member, and the amount of advice and/or guidance required. Acting in a timely manner includes considering any effects on the person with a disability from not having the accommodations, including effects on their work.

Changes in position or role

30. Where appropriate, and with the disabled person’s consent, reasonable accommodations are to continue supporting them where they:

Transfer to another employment position at the University.
Cease being a student but retain or commence an employment position at the University.

31. Where a person with a disability has changed their position or role at the University, they do not have to request the same reasonable accommodations again. However, adjustments to ensure the reasonable accommodations are relevant and effective for the new working environment may need to be considered.

Note: A Student Service can be contacted for reasonable accommodations, in accordance with these procedures, where a person with a disability ceases being a staff member but becomes a student.

Current and prospective staff member concerns and complaints

32. Where they are unable to resolve the matter themselves, current or prospective staff members can contact Staff Diversity, Equity and Inclusion to raise concerns and/or complain about any aspect of the reasonable accommodations process and decisions.

33. Staff Diversity, Equity and Inclusion must:

Work with relevant staff members to try to resolve a matter raised with them.
Escalate the matter to the Associate Director Staff Diversity, Equity and Inclusion (Associate Director Staff DEI), to resolve, where there are complex issues and/or it is difficult to find a solution.

34. The Associate Director Staff DEI will determine whether accommodations are to be provided in cases that are escalated to them by Staff Diversity, Equity and Inclusion. Where the Associate Director Staff DEI has decided that accommodations should be provided, they are to be procured and/or implemented in accordance with these procedures.

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

Students

Initial discussions and information gathering

35. Current students, and prospective students seeking reasonable accommodations for their proposed programme or course of study, are to speak to a Student Service about the barriers impeding, or likely to impede, their participation and study at the University. The Student Services are:

Ratonga Hauātanga Tauira, Student Disability Services
Inclusive Learning, for neurodivergent students.

36. Depending on the nature of the programme or course the student is undertaking, or proposes to undertake, the Student Service will either respond to the current or prospective student in line with these procedures or refer the student to their relevant point of contact at the University who must:

Consider the request for accommodations.
Make decisions about and, where appropriate, procure and implement reasonable accommodations in accordance with the Reasonable Accommodations for Disability Policy.

Note: For example, participants attending not-for-credit short courses - including hobby/interest, executive education, seminar, training or professional development activities - will be referred to the academic unit offering the short course. That academic unit must consider the request for accommodations, make decisions about and, where appropriate, procure and implement reasonable accommodations in accordance with the Reasonable Accommodations for Disability Policy.

37. Where applicable, the relevant Student Service (henceforth referred to as ‘the Student Service’) must explore options for reasonable accommodations that may support the current or prospective student’s study.

38. The Student Service may ask for personal information from the current or prospective student to support their request, in accordance with the Reasonable Accommodations for Disability Policy.

39. The Student Service must obtain consent from the current or prospective student before speaking about their accommodations request and requirements to people other than University staff members who have a legitimate need to know this information to perform duties under the Reasonable Accommodations for Disability Policy and Procedures.

Note:

When sharing information with others, the Student Service is to provide the minimum amount of sensitive information necessary in the circumstances. The Reasonable Accommodations for Disability Guidelines have more information about this.
The Student Service and the current/prospective student should endeavour to agree how to balance confidentiality with the need to have others involved with investigating, agreeing, and implementing reasonable accommodations.

40. The Student Service and relevant academic and professional staff may collaborate and work together on the accommodations request.

Note: All staff should follow the privacy requirements in the Reasonable Accommodations for Disability Policy, about how information relating to accommodations requests and decisions must be held and used. The Reasonable Accommodations for Disability Guidelines also contain information about this.

Decision-making

41. The student accommodations decision makers set out below (student accommodations decision makers) are to make decisions in accordance with the Reasonable Accommodations for Disability Policy. Student accommodations decision makers are:

The Student Service, where procurement and implementation of reasonable accommodations is within its area of responsibility; or
The staff member who would procure and/or implement any reasonable accommodations outside the area of responsibility of the Student Service.

42. Where procurement and implementation of reasonable accommodations is outside its area of responsibility, the Student Service will make recommendations to the relevant faculty or LSRI about reasonable accommodations that may support the current or prospective student.

43. The Student Service must record:

Their reasonable accommodations recommendations or approvals, and the reasons for those recommendations or approvals
The types of reasonable accommodations implemented by the Student Service, if any
How and when reasonable accommodations will be communicated to others, if appropriate. This must be agreed with the person requesting the accommodation
When and by whom reasonable accommodations will be reviewed to ensure that they are still suitable, if required
Any complaints
Other relevant information.

Keeping good records

44. All records and evidence, such as personal information, relating to the provision of reasonable accommodations must:

Be retained and used in accordance with the requirements of the University’s Disposal Authority and its privacy statement, policy and associated procedures and guidelines.
Be stored in a secure place.
Not be included on the student’s academic record.

Procuring reasonable accommodations

45. Where they incur a cost, reasonable accommodations must be procured in line with the Reasonable Accommodations for Disability Policy.

46. Where appropriate, and within its area of responsibility, the Student Service must:

Procure reasonable accommodations
Loan equipment to support reasonable accommodations.

47. Faculties and LSRIs are to procure reasonable accommodations that are not provided by a Student Service or funded externally.

Implementation and reviews of reasonable accommodations

48. The student accommodations decision maker is responsible for ensuring appropriate implementation of reasonable accommodations for the student.

49. Regular reviews of reasonable accommodations may be agreed between the Student Service, or other student accommodations decision maker, and current students. These reviews will focus on whether the reasonable accommodations are still appropriate for supporting the student’s study.

50. At any time, the student may advise the Student Service or other student accommodations decision maker about issues with the reasonable accommodations provided. The student accommodations decision maker must consider changes that may be required, in accordance with the Reasonable Accommodations for Disability Policy and these procedures.

Timeframes

51. All parties involved with the reasonable accommodations process are to act in a timely manner and strive to meet the following timeframes:

Action	Timeframe
The Student Service acknowledges the student’s reasonable accommodations request, commencing initial discussions and information gathering	Within five working days of receiving the request
The Student Service informs the student about progress on the request	At intervals of not more than two weeks
The Student Service investigates options for reasonable accommodations, collaborating with: The student Other relevant staff members External parties where appropriate. The Student Service makes a recommendation or approval, and communicates this to the student	Within 15 working days of the request being received
A decision is made and communicated to the student	Within 20 working days of the request being received
Agreed reasonable accommodations are implemented and/or procured	As soon as possible once the decision to provide reasonable accommodations is made

Note: The timeframes for considering accommodations may vary depending on a number of issues such as the complexity of the request, the need to request and consider personal information such as medical certifications or assessments from the student, and the amount of advice and/or guidance required. Acting in a timely manner includes considering any effects on the person with a disability from not having the accommodations, including effects on their study.

Current and prospective student concerns and complaints

52. Where they are unable to resolve a matter themselves, current or prospective students can contact the Student Service to raise concerns and/or complain about any aspect of the reasonable accommodations process and decisions.

53. The Student Service must:

Work with the student and relevant staff members to try and resolve a matter raised with them.
Escalate the matter to the manager of the Student Service to resolve, where there are complex issues and/or it is difficult to find a solution.

54. Where they are unable to find a solution, the manager of the Student Service must escalate the matter to the Associate Director Learning and Research for determination.

55. Students may also use the process under the Student Academic Complaints Statute if their complaint is about a matter within the scope of that statute. For a complaint about a matter which is outside the scope of that statute, students can request a review by the Registrar of a decision made by the Associate Director Learning and Research under clause 54. The Registrar’s decision on a review application is final.

Note: Sections 1 and 2 of the Student Academic Complaints Statute set out the scope of the statute and students may submit a formal academic complaint under section 9 of that statute if appropriate.

Other member requests

56. Requests for accommodations from members that do not fall within the scope of the other parts of these procedures are to be:

Considered and, where appropriate, procured and implemented by staff members who are their point of contact with the University.
Addressed in accordance with the Reasonable Accommodations for Disability Policy.

Note: Staff Diversity, Equity and Inclusion and Ratonga Hauātanga Tauira, Student Disability Services can provide information and advice on reasonable accommodations. Complaints should follow the service complaints process.

Supply of University facilities or services

57. Requests for reasonable accommodations from disabled people who are not members, and to whom the University is supplying facilities and/or services, are to be:

Considered and, where appropriate, procured and implemented by staff members who are their point of contact with the University.
Addressed in a manner that is consistent with the Reasonable Accommodations for Disability Policy - except that the University may impose a cost or other conditions on its provision of reasonable accommodations, where it cannot reasonably provide the accommodations without doing so.

Definitions

Appropriately accessible depends on the circumstances of each case, and includes consideration of a range of factors, such as resources, timeframes, costs, and available technology.

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

Disabled or disability means 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.

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.

Role refers to whether someone is studying or working at the University.

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

Student Service under these Procedures means either Ratonga Hauātanga Tauira, Student Disability Services, or Inclusive Learning.

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