Introduction
What this document is
This document is a model reasonable adjustment policy for councils to use for their councillors. It is not a policy for council employees. It is written specifically for elected members, because the support structures that exist for staff do not automatically extend to councillors as they are not considered employees.
The document is provided in two parts. Part 1 is guidance on reasonable adjustments for councillors, explaining what they are, what the law requires, and what good practice looks like. Part 2 is the model policy text, which councils can adopt directly or adapt to fit their own structures and existing arrangements.
This document should be read alongside the other guides in the Local Government Disability Champions Network (LGDCN) toolkit. The guide for newly elected disabled councillors explains what support councillors are entitled to and how to ask for it. The LGA has produced a guide to Access to Work for councillors as part of this toolkit, which explains the government grant scheme that can fund additional support beyond what this model policy covers.
How this document was produced
This model reasonable adjustment policy was informed by a steering group of councillors and council officers who are part of the Local Government Disability Champions Network (LGDCN), which is supported by the Local Government Association (LGA). Together with guides on the support available for newly elected disabled councillors and Access to Work, they make up a disabled councillor toolkit.
What good practice looks like
One of the clearest findings from the councillors who helped shape this model policy is that support required should not come as a response to problems. Councils should be aware of the possibility of and ask about adjustments at induction and review whether existing adjustments are still working at regular intervals. They should initiate a conversation about reviewing an adjustment, if they are made aware that something has changed. A councillor who receives a new diagnosis mid-term, or whose condition changes, should let their council know so they can get their support reviewed.
The anticipatory duty under the Equality Act 2010 means this is not just good practice, but a responsibility. Councils should consider what barriers might exist for disabled councillors and take steps to address them. Considering whether meeting venues are accessible and whether documents can be provided in accessible formats, as well as routinely asking about adjustments in induction processes, are all part of meeting that duty. Details of who councillors should contact for adjustments, and how to request them, should be included in every councillor's induction pack and should be easy to find on the council's internal communications.
The aim of this document is to provide support, advice and guidance to councils such that asking for adjustments is as commonplace as asking for a parking space.
Part 1: Guidance on reasonable adjustments for councillors
This section provides contextual guidance on reasonable adjustments. It is intended to help councillors and council officers understand what reasonable adjustments are, what the law requires, and what good practice looks like in a council setting.
What reasonable adjustments are
A reasonable adjustment is a change that removes or reduces a barrier faced by a disabled person. Under the Equality Act 2010, councils have a legal duty to make reasonable adjustments so that disabled councillors are not put at a substantial disadvantage compared to non-disabled councillors when doing their role.
Reasonable adjustments exist to ensure that every disabled councillor can carry out their role fully, on an equal footing with their colleagues. For example, if a non-disabled councillor can read their papers without difficulty and a disabled councillor cannot, providing those papers in an accessible format is removing a disadvantage, not conferring an advantage.
Reasonable adjustments are not the same as the Access to Work scheme. Reasonable adjustments are provided directly by the council as part of its legal duty. Access to Work is a separate government grant scheme that funds additional support on top of what the council provides. Both should be considered at the same time, early in a councillor's induction. The LGA has produced a guide to Access to Work for councillors as part of this toolkit.
A councillor does not need to identify as disabled to request an adjustment. The Equality Act 2010 defines disability broadly: any physical or mental impairment that has a substantial and long-term adverse effect on the ability to carry out normal day-to-day activities. If a condition has that effect, the legal protections apply, whether the person uses the word disabled to describe themselves that way or not.
The legal framework
The duty to make reasonable adjustments for disabled councillors arises from the Equality Act 2010. Section 20 of the Act sets out three requirements:
- to change a provision, criterion or practice that puts a disabled person at a substantial disadvantage;
- to alter or remove a physical feature that causes such a disadvantage; and
- to provide an auxiliary aid or service where needed.
The duty is anticipatory, which means councils should not wait until a disabled councillor makes a request before thinking about access. The duty arises as soon as the council becomes aware that a councillor has a disability and is placed at a substantial disadvantage because of that disability. The duty is also ongoing: as a councillor's role changes, or their condition changes, adjustments may need to be revisited. A council that agreed an adjustment several years ago and has not checked since whether it is still working is not meeting its duty.
Failure to make a reasonable adjustment can constitute disability discrimination under the Equality Act 2010. If a councillor believes a council has failed in its duty, they can seek advice from the Equality Advisory and Support Service (EASS) on 0808 800 0082.
Part 2: Model reasonable adjustment policy
How to use this model policy
Councils can adopt this model policy directly or adapt it to fit their own structures and existing arrangements. Where the policy refers to a designated officer, insert the name of the role that your council has identified as responsible for councillor adjustments. Where [Council name] appears, replace it with your council's name.
This model policy should be read alongside the other guides in the Local Government Disability Champions Network (LGDCN) toolkit. The guide for newly elected disabled councillors explains what support councillors are entitled to and how to ask for it. The LGA has produced a guide to Access to Work for councillors as part of this toolkit.
This model policy reflects the duties placed on councils by the Equality Act 2010. It does not constitute legal advice. Councils should seek their own legal advice before formally adopting any policy, and should ensure this document is compatible with their constitution and existing member support arrangements. The monitoring officer is the appropriate person to advise on this.
About this model policy
[Council name] is committed to ensuring that disabled councillors receive the support they need to carry out their role fully and without unnecessary barriers. This model policy sets out how the council will handle reasonable adjustment requests from disabled councillors. It explains what reasonable adjustments are, how councillors can ask for them, who is responsible for approving them, and what happens if a request is refused or if support needs to change over time.
This model policy is based on a model policy co-produced with disabled councillors and council officers as part of the Local Government Disability Champions Network Toolkit, commissioned by the Local Government Association (LGA).
This model policy is designed to be proactive, putting the conversation about adjustments at the start of a councillor's term, not at the point of crisis.
Reasonable adjustments exist to ensure that every disabled councillor can carry out their role fully, on an equal footing with their colleagues. They are a legal right. This model policy exists to make sure that right is honoured in practice, not just on paper.
What reasonable adjustments are (and what they are not)
A reasonable adjustment is a change that removes or reduces a barrier faced by a disabled person. Under the Equality Act 2010, councils have a legal duty to make reasonable adjustments so that disabled councillors are not put at a substantial disadvantage compared to non-disabled councillors when doing their role.
The word 'reasonable' is important. Whether an adjustment is reasonable depends on a number of factors including the nature of the adjustment, the cost, how practical it is to implement, and the resources available to the council. Many adjustments can be made at little or no cost. For example, a change to the time or format of a meeting, providing documents in advance, or reserving a particular seat are unlikely to incur significant costs. Adjustments that do carry a cost may be able to be funded through Access to Work (subject to an individual assessment), a government scheme covered later in this model policy.
Reasonable adjustments are not the same as the Access to Work scheme. Reasonable adjustments are provided directly by the council as part of its legal duty. Access to Work is a separate government grant scheme that funds additional support, on top of what this council provides. Both should be considered at the same time, early in a councillor's induction.
For example, if a non-disabled councillor can read their papers without difficulty and a disabled councillor cannot, providing those papers in an accessible format is removing a disadvantage.
Who this model policy applies to
This model policy applies to all elected members of the council regardless of role, ward or political group. It also applies to co-opted and independent members, who are not covered by the council's employment policies and procedures, and whose support needs should be considered under this model policy in the same way as elected members. It does not apply to council officers, who are employees, covered by the council's employment policies.
A councillor does not need to identify as disabled to request an adjustment under this model policy. The Equality Act 2010 defines disability broadly: any physical or mental impairment that has a substantial and long-term adverse effect on the ability to carry out normal day-to-day activities. Long-term means 12 months or more, or likely to last that long, or a recurring condition. If a condition has that effect, the person is covered, whether they use the word disabled to describe themselves or not.
Conditions that qualify include physical and mobility impairments, sensory impairments, mental health conditions, neurodivergent conditions such as ADHD or autism, and long-term and fluctuating conditions. Conditions such as cancer, multiple sclerosis and HIV are automatically covered from the point of diagnosis.
A councillor does not need a formal diagnosis to request an adjustment. They need to be able to describe how their condition substantially affects their ability to carry out their role. We do not require medical evidence as a condition for considering a request.
The legal framework
The duty to make reasonable adjustments for disabled councillors arises from the Equality Act 2010. Section 20 of the Act sets out three requirements:
- to change a provision, criterion or practice that puts a disabled person at a substantial disadvantage;
- to alter or remove a physical feature that causes such a disadvantage; and
- to provide an auxiliary aid or service where needed.
The duty is anticipatory. This means councils should consider what barriers might exist for disabled councillors and take steps to address them. The duty arises as soon as the council becomes aware that a councillor has a disability and is placed at a substantial disadvantage because of that disability. Considering whether meeting venues are accessible and whether documents can be provided in accessible formats, as well as routinely asking about adjustments in induction processes, are all part of meeting the anticipatory duty.
The duty is ongoing. It does not end when an initial adjustment is agreed. As a councillor's role changes, or their condition changes, or if there have been changes to council processes, adjustments may need to be revisited. It is important that councillors make us aware of any changes which might mean that a review is needed. We will seek to regularly check if an adjustment that has been agreed is still working.
Failure to make a reasonable adjustment can constitute disability discrimination under the Equality Act 2010. If a councillor believes we have failed in our duty, they can seek advice from the Equality Advisory and Support Service (EASS) on 0808 800 0082.
Accountability
[Council name] designates [insert name or role] as the officer responsible for the overall ownership of this model policy and for ensuring it is implemented and reviewed in practice. The monitoring officer holds overall legal accountability for the council's compliance with the Equality Act 2010 as it applies to councillors.
How to request an adjustment
A councillor who needs an adjustment should contact [insert name], the council's designated officer for councillor adjustments.
A councillor can make a request verbally or in writing. A written request is recommended because it creates a record, but it is not a requirement. We will not refuse to consider a request because it was made verbally.
When making a request, a councillor does not need to provide a diagnosis or medical evidence. They should describe how their condition substantially affects their ability to carry out their role, and what adjustment they think would help. If they are not sure what would help, the officer handling the request will work through the options with them.
Where occupational health support is available, it can be a useful resource for councillors who are not sure what adjustments they need. An occupational health assessment can help identify appropriate support, and any report produced can also be used to support an Access to Work application if one is made.
There is no fixed legal timeframe within which a reasonable adjustment must be agreed. However, [Council name] will acknowledge requests promptly and will aim to reach a decision within [insert timeframe]. We aim to implement any straightforward adjustments as quickly as possible.
Confidentiality
Adjustment requests will be handled confidentially. The details of a councillor's condition will not generally go beyond the officer handling the request and, where necessary, the person approving it. Adjustments will not be disclosed to a councillor's political group, group leader, or other councillors without their permission.
Councillors can choose how much to disclose and to whom. They may wish to describe how their condition affects their role without naming the condition itself. This is entirely their decision, and it will not affect whether the request is considered. If confidentiality is particularly important, councillors should say so at the outset and ask how confidentiality will be managed.
In some cases, implementing an adjustment will require sharing limited information with other staff. For example, if a councillor needs a specific seating arrangement or an accessible space reserved for meetings, facilities teams or other democratic services staff may need to be informed of the requirement. Any such sharing will be limited to what is necessary to put the adjustment in place and will be handled on a case-by-case basis.
What adjustments look like in practice
Reasonable adjustments for councillors can take many forms. The range is wider than most people expect. Examples specific to the councillor role could include:
- adapted or reserved seating in the council chamber
- accessible meeting venues and committee rooms
- documents provided in advance and in accessible formats, such as large print or electronic versions compatible with screen readers
- hearing loops or British Sign Language (BSL) interpretation
- remote or hybrid attendance options for those for whom attendance in person is a barrier (where permitted constitutionally and in law)
- reserved or accessible parking
- adjustments to meeting times or duration where a condition makes particular formats difficult
- technology such as speech-to-text software or screen readers
- a named officer to support with casework or administrative tasks
- support to review papers or respond to correspondence.
No adjustment is too small to ask for. If something makes a genuine difference to a councillor's ability to do the role, it is worth raising. A need which cannot be met in one way may be reasonable to meet in another. The test is whether the adjustment is reasonable, not whether the first approach suggested is convenient.
Some adjustments may not be reasonable on grounds of cost, resources, practicability or effectiveness, but this is context dependent. An adjustment can be reasonable in some circumstances and not in others. For example, an adjustment may not be reasonable if it will be of limited and uncertain benefit to the councillor, but the same adjustment may be reasonable for another councillor for whom the benefit will be immediate and certain.
For further examples and information, see the LGA's Be a Councillor guide for disabled candidates and ACAS guidance on reasonable adjustments.
Responsibility for approving adjustments
[Council name] designates [insert name or role] as the officer responsible for approving reasonable adjustment requests from councillors.
This officer will be responsible for ensuring that any adjustment is appropriate and effective. They are not a disability specialist and if complex questions arise about a need for an adjustment or its effectiveness, they may seek occupational health advice.
Some adjustments may require a review of the council's constitution before they can be implemented. Where this is the case, we will seek to involve the monitoring officer at the earliest opportunity. Where changes may be required to physical premises, we will consult with colleagues responsible for maintaining the physical premises.
Political groups
Group leaders and whips play a role in supporting disabled councillors, even though their responsibilities under this model policy are informal rather than formal.
[Council name] encourages group leaders to be aware of their members' needs and to support councillors in accessing the adjustments they are entitled to. A group leader who speaks openly about disability, treats requests for adjustments as ordinary and unremarkable, and directs councillors to this model policy makes it significantly easier for it to work as intended. Practical steps group leaders might consider include checking whether members have any support needs at the start of a new term, ensuring group activities and meetings are accessible, and being flexible about how members contribute when attendance in person is a barrier. Group leaders may want to consider checking in with, and offering support to, councillors who are going through the process.
This model policy does not place formal obligations on political groups. However, underlying this policy is a vision of an inclusive and supporting council where councillors do not feel that their disability makes them unsuitable for the role or feel pressure to hide their needs because of how colleagues might react.
Responding to a request
Once a request has been received, [the designated officer] will acknowledge it promptly and set out the next steps in writing to the requesting councillor. The requesting councillor will know what is being considered, who is involved, and when they can expect a decision.
Where the adjustment is reasonable, straightforward and low cost, it should be approved and implemented quickly. Many adjustments require no formal process. The complexity of the process is likely to match the complexity of the request.
Temporary adjustments
If there is an urgent need, a temporary adjustment may be put in place immediately while the formal process runs. A temporary measure should not be used as a reason to delay a permanent one.
Once a decision is made, it will be confirmed in writing to the councillor. The confirmation will set out what has been agreed, who is responsible for implementing it, and when it will be reviewed.
Adjustments will be implemented without delay. If equipment needs to be sourced or a process needs to change, a timeline will be provided and the councillor kept informed of progress.
If an adjustment is refused
If a request for a reasonable adjustment is refused, we will give written reasons for the refusal.
Adjustments may be refused on grounds of cost, resources, practicability or effectiveness. However, a refusal on any of these grounds will be the start of a further conversation, not a final decision. The councillor should read the reasons provided carefully. If the reason is cost, they can look into whether the adjustment could be funded through the Access to Work scheme rather than by the council directly. If the reason is practicality, they can consider whether there is an alternative adjustment that would achieve the same outcome.
For example, a councillor may need a particular type of chair for joint pain. If the exact chair requested is considered too costly, it may be possible to meet the same need with a different model, or to explore whether Access to Work can fund it. The need is valid, and the council's obligation is to find a way to meet it.
A councillor who wishes to request a formal review should do so in writing to the monitoring officer within 28 days of receiving the written refusal. The review will be handled by someone other than the officer who made the original decision. The reviewing officer will consider the information provided in the original request and may ask the councillor for any further relevant information. A decision will be communicated in writing to the councillor within 20 working days. If the review decision is that the adjustment is not reasonable, the council will consider whether there are alternative adjustments that could meet the same need. If the matter remains unresolved, the councillor may use the council’s internal complaints process.
Councillors should keep a record of the requests they make, the responses they receive, and the conversations they have about adjustments. This record is important if the matter needs to be escalated.
Review and the reasonable adjustment passport
Reasonable adjustments will be reviewed regularly: [specify timeframe: once a year / other] or sooner if it becomes apparent that the councillor's role has changed, if their condition changes, or if a particular adjustment is not working as intended.
The review will be initiated by the council, not left for the councillor to request, but the councillor should make the council aware, as soon as possible, of any changes that mean that a review is needed.
A review is not intended to re-examine whether adjustments are justified. It is intended to check whether what is in place is still the correct support and whether any changes are needed.
If a reasonable adjustment is put in place for a councillor and they do not feel it is adequate, or if there is an issue, they should discuss this with the responsible officer as soon as possible.
The reasonable adjustment passport
A reasonable adjustment passport is a short document that records what adjustments have been agreed for a councillor. It belongs to the councillor and travels with them. A template passport is included in Appendix 2. Councillors are encouraged to complete it and to bring it to any conversation about reasonable adjustments.
Disability-related absence
Under the Local Government Act 1972, a councillor who fails to attend any meeting of the council for a period of six consecutive months, without the approval of the council before that period expires, ceases to be a member of the council. Where a disability or health condition is the reason for absence, we will approve the non-attendance before the six-month period expires, unless there are good reasons not to do so. This will be considered as part of any return planning and adjustment conversations.
Creating the right environment
Ableism in society is less well understood and less consistently challenged than other forms of discrimination. That does not make it less harmful. [Council name] will treat discrimination against disabled councillors with the same seriousness it gives to any other form of unlawful discrimination. [Council name] will not tolerate any hostility towards a councillor from colleagues because of the councillor’s disability or health condition, or their need for reasonable adjustments.
Our goal is a council where asking for adjustments is as commonplace as asking for a parking space. This model policy is a foundation for building that culture.
Access to Work
Access to Work is a government grant scheme run by the Department for Work and Pensions (DWP). It funds practical support for disabled people in work, on top of what an employer is required to provide directly. For councillors, it can fund specialist equipment, personal assistant support, coaching, transport costs, and more.
Reasonable adjustments and Access to Work are different things, but they should be raised together, early, ideally at induction.
If a reasonable adjustment involves costs that the council considers unreasonable, [Council name] will explore Access to Work as a potential option before a request is refused on cost grounds.
Any councillor who receives a councillor allowance is eligible to apply. They do not need a formal diagnosis and do not need to hold a cabinet position or special responsibility role. The LGA has produced a guide to Access to Work for councillors as part of this toolkit. It sets out the full eligibility criteria, how to apply, and what to expect from the process.
The Local Government Disability Champions Network (LGDCN) can offer peer support and connect councillors with others who have been through the process. The LGDCN is not able to advocate on individual cases or get involved in individual applications, but can signpost to specialist organisations including Disability Rights UK and the Equality Advisory and Support Service.
Appendix: Reasonable adjustment passport
This passport is a record of the reasonable adjustments agreed for a councillor. It belongs to the councillor. Please keep a copy and bring it to any conversation about adjustments or support.
You are in control of what you share and with whom. You do not have to disclose your diagnosis. You can describe how your condition affects your role without naming the condition itself.
