Product Overview

Summary: This Accessibility Accommodation Safe Operating Procedure provides a clear, practical framework for identifying, assessing, and implementing workplace adjustments for workers with disability, injury, illness, or accessibility needs. It helps Australian organisations meet their WHS and anti-discrimination obligations while creating a safer, more inclusive environment where employees can perform their roles effectively and with dignity.

This Accessibility Accommodation Safe Operating Procedure sets out a consistent, defensible approach for managing workplace adjustments and accessibility needs across Australian workplaces. It guides organisations through each stage of the process – from disclosure or identification of a need, through assessment and consultation, to implementation, monitoring and review of accommodations. The procedure focuses on both physical and psychosocial safety, ensuring that adjustments support the worker’s ability to perform the inherent requirements of their role while controlling any associated WHS risks.

Without a structured process, accommodation requests can be handled inconsistently, exposing businesses to legal risk, grievances, and preventable injuries or illnesses. This SOP helps you operationalise your obligations under WHS and anti-discrimination legislation by embedding clear roles, timeframes, documentation requirements and escalation pathways. It addresses common pain points such as managing confidential health information, balancing operational needs with reasonable adjustments, coordinating with treating practitioners, and ensuring that modifications to workstations, equipment, systems or duties do not introduce new hazards for the worker or their colleagues. The result is a safer, more inclusive workplace that supports retention, reduces workers compensation costs, and demonstrates genuine commitment to accessible work.

Key Benefits

• Ensure consistent, fair and timely handling of accessibility and workplace adjustment requests across the organisation.
• Demonstrate compliance with Australian WHS, disability discrimination and equal opportunity obligations.
• Reduce the risk of injury, aggravation of existing conditions, and psychosocial harm for workers requiring accommodations.
• Streamline coordination between HR, WHS, line managers, facilities and external providers when implementing adjustments.
• Improve worker engagement, retention and productivity by providing clear, respectful and confidential processes.

Who is this for?

• Human Resources Managers
• WHS Managers and Advisors
• People and Culture Leaders
• Return to Work Coordinators
• Injury Management Coordinators
• Diversity, Equity and Inclusion (DEI) Managers
• Line Managers and Supervisors
• Business Owners and Directors
• Health and Safety Representatives (HSRs)
• Facilities and Property Managers

Hazards Addressed

• Musculoskeletal disorders arising from poorly designed or inaccessible workstations and equipment
• Slips, trips and falls linked to inaccessible pathways, entrances or amenities
• Exacerbation of existing injuries or health conditions due to unsuitable duties or work environments
• Psychosocial hazards such as stress, anxiety, bullying, discrimination or isolation related to disability or adjustment requests
• Fatigue and cognitive overload where work design does not accommodate functional limitations
• Communication barriers that may compromise safety briefings, emergency information or training for workers with sensory impairments
• Emergency evacuation risks for workers with mobility, sensory or cognitive impairments

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions (Accessibility, Reasonable Adjustment, Inherent Requirements, Disability, Psychosocial Hazard)
• 3.0 Legislative and Standards Framework
• 4.0 Roles and Responsibilities (PCBU, Officers, Managers, HR, WHS, HSRs, Workers)
• 5.0 Principles for Accessibility and Reasonable Accommodation
• 6.0 Identifying and Disclosing Accessibility Needs
• 7.0 Request and Intake Process for Workplace Adjustments
• 8.0 Assessment of Accommodation Requests (Risk Assessment and Inherent Requirements Analysis)
• 9.0 Consultation with Workers, HSRs and Treating Practitioners
• 10.0 Types of Adjustments (Physical, Technological, Work Design, Rostering, Communication)
• 11.0 Implementing Adjustments (Planning, Resourcing and Timeframes)
• 12.0 WHS Risk Management for Implemented Adjustments
• 13.0 Confidentiality, Privacy and Recordkeeping Requirements
• 14.0 Interaction with Return to Work and Injury Management Processes
• 15.0 Monitoring, Review and Adjustment of Accommodations
• 16.0 Managing Disputes, Escalations and Undue Hardship Claims
• 17.0 Training, Awareness and Communication
• 18.0 Emergency Planning and Evacuation Considerations for Workers with Accessibility Needs
• 19.0 Continuous Improvement and Audit of Accessibility Practices
• 20.0 Forms, Templates and Checklists (Request Form, Assessment Checklist, Adjustment Plan, Review Log)

Legislation & References

• Work Health and Safety Act 2011 (Cth) and equivalent state and territory WHS Acts
• Work Health and Safety Regulations 2011 and equivalent state and territory WHS Regulations
• Disability Discrimination Act 1992 (Cth)
• Fair Work Act 2009 (Cth) – general protections and workplace rights
• Safe Work Australia – Model Code of Practice: Managing the Work Environment and Facilities
• Safe Work Australia – Model Code of Practice: Managing Psychosocial Hazards at Work
• AS 1428.1: Design for access and mobility – General requirements for access – New building work
• AS 3745: Planning for emergencies in facilities
• AS/NZS ISO 45001: Occupational health and safety management systems – Requirements with guidance for use
• Australian Human Rights Commission – Guidelines on reasonable adjustments for workers with disability