Toolkit for disabled councillors

Who this guide is for

You do not need a formal diagnosis to use this guide. You do not need to think of yourself as disabled. If you are finding parts of the role challenging because of a health condition or impairment, this guide is for you.

Some councillors may know exactly what support they need from day one, while others are still working it out. Some have conditions that were diagnosed years ago. Others received a diagnosis recently or are in the process of getting one. And some will become disabled or receive a new diagnosis mid-term, part way through their time in office. This guide is written for all of them.

What it covers: your rights under the Equality Act 2010, what good practice looks like when your council is supporting you, what you can ask for, and what to do if things are not working as they should. It also points you towards Access to Work, a government scheme that many disabled councillors do not know they may be eligible for, and towards other sources of support.

How this guide was produced

This guide was co-produced with disabled councillors and council officers who are part of the Local Government Disability Champions Network (LGDCN), supported by the Local Government Association (LGA). Together with guides on Access to Work and reasonable adjustments for councillors (a model policy), they make up a toolkit for disabled councillors. The content was shaped entirely by the experiences and priorities of the steering group. This guide reflects what they said mattered most.  

The Equality Act 2010 gives any councillor who is disabled the right to reasonable adjustments to remove the barriers they face due to their disability. If you are disabled, this right does not begin when you ask for help, it begins when you are elected.

Under the Equality Act 2010, disability is defined broadly. It covers any physical or mental impairment that has a substantial and long-term effect on your ability to carry out normal day-to-day activities. Long-term means 12 months or more, or something likely to last that long, or a recurring condition. Conditions such as cancer, multiple sclerosis and HIV are automatically covered from the point of diagnosis. You do not need a formal diagnosis to be protected by the Act. If your condition has the effect the Act describes, the legal protections apply to you.

This matters because many councillors do not identify as disabled. Someone managing depression may not think of themselves this way. Someone with a condition that flares intermittently may not see it as a disability. Someone with a recent diagnosis may still be working out what it means for them. The Equality Act 2010 is not concerned with how you identify, it is concerned with the effect your condition has on your work and your life.

The social model of disability

This guide is written from the perspective of the social model of disability. The social model recognises that disabled people are not disabled by their conditions alone. They are disabled by barriers: barriers in buildings, in systems, in processes and in attitudes. A councillor with a mobility impairment can be prevented from attending meetings not by their condition, but by stairs, by inadequate seating, by buildings that were not designed with accessibility in mind. By removing the barrier, the person can participate.

This matters for how you think about what you are entitled to ask for. Rather than asking for special treatment, you are asking for the barriers to be removed so you can do your role effectively.

To find out more about the social model of disability, see Scope's explanation of the social model and Disability Rights UK on social model language.

You do not need to disclose your diagnosis

Adjustments can be requested confidentially, as your council does not need to know your diagnosis to make adjustments. You do not have to disclose your condition to anyone other than the person handling your request, and even then, you can choose what you share. You can describe how your condition affects your ability to do the role without naming the condition itself.

Some councillors choose not to tell their group leader or political colleagues about their disability or health condition. This is entirely your decision.

We also know that the representation of disabled people in elected office is important and can encourage potential candidates who are disabled to put themselves forward for election, increasing the representation of disabled people in local government.

The anticipatory duty

A council's duty to make reasonable adjustments for a councillor arises when the council becomes aware that a councillor is at a disadvantage compared to others because of their disability. This is, in part, an anticipatory duty. This means councils who are aware of any need for adjustments should not wait until a disabled councillor asks for help before thinking about access. They should already have considered what barriers might exist and taken steps to address them. In practice, accessible meeting venues should be the default, not the exception. Induction processes should routinely ask about adjustments, and equipment and support should be available as soon as it can be arranged.

The anticipatory duty exists because the alternative places the burden on the disabled person to identify problems, raise them, and push for solutions. 

Support for disabled councillors can sometimes be reactive, inconsistent, or simply absent, often not through unwillingness but through a lack of awareness or established process. This section sets out what good practice looks like, so that you know what to expect and what to ask for.

The following examples show what can happen when that proactive approach is not in place. One councillor could not get around their council building independently. This only became apparent on the way to their first meeting, when another councillor asked how they were finding the building—a conversation that should have happened long before they arrived. Another councillor's reasonable adjustment, a cushion for joint pain, disappeared repeatedly until they gave up and started bringing their own. Unfortunately, these are not unusual experiences.

Before your first meeting

Before you attend your first meeting, your council should have had a discussion with you about whether you have any access needs or require any adjustments. This does not have to be a formal process, a straightforward question as part of induction is enough, for example: is there anything you need to participate fully? What matters is that the question is asked proactively and not left for you to raise.

Your induction should include a building tour or orientation if you have mobility, sensory or orientation needs. It should include a named contact who is responsible for disability-related matters. It should explain what kind of adjustments can be available and how to request them. If you need specific equipment to do the role, such as hearing loops, adapted seating or specific technology, your council should begin sourcing it as soon as possible after your election, unless it is not reasonable for it do so. Councils do not know who will be elected until polling day, and some equipment or technology may require a procurement process or an occupational health assessment before it can be ordered. The important thing is that the process starts early and that you are kept informed.

Named contact

Your council should designate a named officer, most likely within democratic services, who is responsible for supporting disabled councillors. This person should be your point of contact for access needs, adjustments and queries about the Access to Work scheme. They do not need to be a disability specialist. They will need to know what the council can offer, who can authorise the implementation of adjustments, and where to go when they do not know the answer.

If your council does not have a named contact for this purpose, you can request for them to put one in place. It is good practice, and it makes a real difference: without it, councillors can find themselves navigating a system where it is not clear who should be taking responsibility and it can be difficult to get things done.

Personal emergency evacuation plans

If you are not able to evacuate a council building independently in an emergency, your council should put a personal emergency evacuation plan (PEEP) in place for you. This is a health and safety requirement, and it is your council's responsibility to initiate it. If you have mobility, sensory or other conditions that would affect your ability to evacuate safely, raise it with your democratic services team or your named contact.

Meetings and council business

Reasonable adjustments for attending meetings and carrying out council business can take many forms. Accessible meeting venues, reserved parking or transport support, adapted seating, hearing loops, British Sign Language (BSL) interpretation, remote or hybrid attendance options where possible, documents in accessible formats, and additional time to read or respond to papers are all examples.

Your council should already be considering accessibility when it chooses meeting venues and formats. The anticipatory duty means accessibility should be built in, not added when someone raises it. 

Reasonable adjustments are changes that remove or reduce the barriers you face in doing your role as a councillor, and the range of adjustments available is wider than most people realise. Examples specific to the councillor role include: adapted seating or specialist chairs, accessible meeting formats, hearing loops or BSL interpretation, documents in large print or accessible formats, reserved parking or transport support, technology such as screen readers or speech-to-text software, a named officer to assist with casework or administrative tasks, support to read or respond to papers, and regular check-ins to make sure what is in place is still working.  

The ACAS guidance on reasonable adjustments provides further examples in a working context, many of which apply directly to councillors.

No adjustment is too small to ask for. A cushion for joint pain can be a reasonable adjustment. A change to the timing of meetings, if your condition makes early mornings or lengthy sessions particularly difficult, can be a reasonable adjustment. The test under the Equality Act 2010 is whether the adjustment is reasonable. 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.  

The council can refuse to make an adjustment if it deems it unreasonable. But a refusal is not the end of the process. A need that cannot be met in one way may be reasonable to meet in another: if a specific piece of equipment is considered too costly for the council to provide directly, for example, it may be fundable through Access to Work instead. If the council’s reasons for refusing do not hold up, the decision can be challenged. The council may have a review process for adjustment refusal decisions; otherwise the council’s internal complaints process should be used.

A more detailed list of examples, organised by the type of barrier they address, is in Appendix 1 at the end of this guide.

How to ask

You can request a reasonable adjustment from your named contact in democratic services, or from the monitoring officer if your council has not designated a specific contact. You do not need to put the request in writing, though you may find it helpful to do so, for example so you can refer back to your request later. You do not need to provide medical evidence or a formal diagnosis. You should try to explain how your condition affects your abilities, and how the adjustment will help, so that the council has a specific understanding of your needs.

If you are not sure what adjustment would help, that is fine. You can ask for a conversation rather than arriving with a fully worked-out request. The person handling your request should be exploring options with you, not expecting you to specify the exact solution.

If your need is urgent, you can ask for a temporary adjustment while longer-term arrangements are put in place. Something can almost always be done quickly, and a temporary measure should not be used as a reason to delay a permanent one.

Adjustments should be reviewed at least once a year, or sooner if your needs change or your role changes. You can ask for a review if things are not working, and the council can also propose to arrange one if it becomes apparent that a review would be useful.

Confidentiality

You can ask for your adjustment request to be handled confidentially. The details of your condition do not need to go beyond the person or team dealing with the request. If confidentiality matters to you, it is important to say so at the outset.

Reasonable adjustment passport

A reasonable adjustment passport is a short document that records what adjustments have been agreed with you. It can be useful because it means you do not have to start again from scratch if your named contact changes, if you move wards, or if the council goes through any structural changes. If your council has a reasonable adjustment passport scheme for its officers, you can ask whether it also applies to councillors.

A template reasonable adjustment passport and further guidance is in Section 2: The Reasonable Adjustment Policy for Councillors. 

Support for disabled councillors varies across councils. Where good practice is not yet in place, it is often a matter of insufficient awareness and process rather than unwillingness. If you are not being offered proactive support, or if a reasonable adjustment you have asked for has been delayed, refused or repeatedly fails to happen, there are steps you can take to ensure you are not impeded from doing your role.

You may wish to start by setting down in writing what you asked for, when you asked for it, and what (if any) the response was. A record can be helpful for all parties involved. If an informal request has not been acted on, you can follow it up in writing to your named contact or the monitoring officer. Keep the tone factual: you are documenting a request and asking for a response.

If a formal request for a reasonable adjustment is refused, the council should give you a written response outlining their reasons. Adjustments may be refused on grounds of cost, resources, practicability or effectiveness, and the council needs to be able to justify the decision against those grounds. You can challenge it if the reasons do not hold up. If the issue is costs, you might point out that the adjustment may be able to be funded through Access to Work, subject to an individual assessment.

If informal routes have not worked, your council should have a formal process for raising concerns.

You can also contact the Equality Advisory and Support Service (EASS), which provides free advice and support on equality and human rights law, including the Equality Act 2010. The EASS helpline is 0808 800 0082.

The Local Government Disability Champions Network (LGDCN) can also offer peer support and connect you with councillors and officers who have navigated similar situations. The LGDCN is not able to advocate on individual cases, but can signpost to specialist organisations. Details are in the final section of this guide.

A note on political culture

Some councillors feel that there can be pressure within political groups not to draw attention to disability or a tendency to treat asking for help as a sign of weakness. Some councillors have been told directly that their disability makes them unsuitable for the role.

This is wrong, and it may also constitute disability discrimination under the Equality Act 2010. If someone discourages you from requesting adjustments, or if you experience hostility from colleagues because of your disability or health condition, or your need for adjustments, you should make a record of it and seek advice, for example from your council, your political group, the EASS, or the LGDCN.

As one participant in the steering group discussions for this guide described, ableism can persist as a form of discrimination in ways that other forms of discrimination no longer do. Knowing your rights, and knowing there are routes for escalation, can change the position you are starting from.

Access to Work is a government scheme that funds practical support for disabled people in work. Many disabled councillors do not know they may be eligible, and in some cases have been told incorrectly that they are not. If you receive a councillor allowance, you are eligible to apply. You do not need a formal diagnosis, and eligibility is not limited to cabinet members or those in receipt of special responsibility allowances.

The Access to Work scheme is separate from the duty to make reasonable adjustments, but both should be considered at the same time and raised early, ideally at induction. Waiting until a problem becomes urgent can make both processes harder. Access to Work can fund things like specialist equipment, support from a personal assistant, coaching and transport costs. Reasonable adjustments are provided directly by your council. Understanding the difference, and how the two work together, matters when you are working out what support you need to be effective at your role.

A full guide to Access to Work for councillors is included in this toolkit. It covers eligibility in detail, how to apply, what you can get, and the practical problems you may encounter in the process.

This guide focuses on the period from election onwards, because that is when your council's legal duties begin. However, the barriers disabled councillors face may start earlier, such as at the point of deciding whether to stand, during the candidate selection process, or during the campaign itself.

This is covered in the LGA's Be a Councillor guide for disabled candidates. It is written for people who are considering standing for election or who are in the process of doing so, and it includes practical advice on what support is available and what to expect at each stage.

Support at the pre-election stage is primarily a responsibility of political parties. The LGA's Disabled Councillors Leadership Programme offers development support for currently elected disabled councillors. If you are newly elected and have not come across this programme, it is worth looking into.

If you are already in post and using this guide to fill in gaps from your induction, the Be a Councillor guide can still be useful background reading. It covers many of the adjustments and rights that also apply once you are serving.

One of the themes the steering group discussions for this guide often returned to was the feeling of isolation. Disabled councillors may not know other disabled councillors and may have to navigate adjustments and access issues on their own, without knowing who else has faced the same problems or how others have dealt with them.

Participants in the steering group said that the burnout rate among disabled councillors can often be high. Disabled people are highly resilient but constantly having to ask for what you need in order to do your role can be exhausting if every request feels like a battle. The role of a councillor is demanding enough without having to push for basic work-related support on top of it. Unfortunately, in some cases, councillors have questioned their position and think about stepping down as a result.

The Local Government Disability Champions Network (LGDCN) is the national network for disabled councillors and council officers with an interest in disability inclusion. It connects people who understand the specific challenges of the councillor role, shares good practice, promotes the importance of an inclusive local government sector, and provides a community for disabled councillors across England and Wales.

Mentoring from experienced disabled councillors, including cross-party mentoring, can make a significant difference in the early months of a new role. The LGDCN can help connect you with people who have navigated the system and had successful outcomes.

If your council has a staff disability network, it may be worth asking whether councillors can join it. Many councils have their own disability networks which can offer support to councillors alongside the LGDCN. The LGDCN operates specifically to support councillors and officers together to ensure local democracy is truly inclusive.

Where to go for more help

The following organisations and resources can provide support, advice and further information.

• Local Government Disability Champions Network (LGDCN) — the national network for disabled councillors and council officers. Offers peer support, good practice sharing and signposting. The LGDCN cannot advocate on individual cases but can connect you with others who have faced similar challenges. Find out more at the LGDCN page on the LGA website.
• Local Government Association (LGA) — provides guidance for councils on disability inclusion, reasonable adjustments and Access to Work. Read the LGA's Be a Councillor guide for disabled candidates on the LGA website. 
• Equality Advisory and Support Service (EASS) — provides free independent advice on discrimination and human rights law, including the Equality Act 2010. It can help you understand your rights and what options are available if you are experiencing challenges. Phone: 0808 800 0082. Visit the Equality Advisory and Support Service website.
• ACAS — provides guidance on reasonable adjustments in a working context. Read the ACAS guidance on reasonable adjustments.
• Council disability networks — many councils have their own staff disability networks. These can sometimes offer support to councillors as well as officers. It is worth asking whether your council has one and whether councillors can participate.
• Companion guides in this toolkit — Section 2: The reasonable adjustment policy for councillors includes a model policy your council can adopt and a reasonable adjustment passport template; Section 3: The guide to Access to Work for councillors explains how to apply, what you can get, and how to deal with the practical problems in the process.

Appendix 1

The following reasonable adjustments are included as examples only. What is reasonable depends on your circumstances and your council's resources. Councils reserve the right to make decisions about reasonable adjustments in consultation with their Human Resources and other departments, and with the councillor in question.

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. 

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 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:  

1. to change a provision, criterion or practice that puts a disabled person at a substantial disadvantage;  
2. to alter or remove a physical feature that causes such a disadvantage; and 
3. 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.

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.

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:  

1. to change a provision, criterion or practice that puts a disabled person at a substantial disadvantage;  
2. to alter or remove a physical feature that causes such a disadvantage; and
3. 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 2

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.

Model reasonable adjustment passport

What this guide is for

This guide is for disabled councillors who want to understand what Access to Work is, whether they are eligible, and how to apply. It is also for council officers who support councillors and want to know how to provide the right advice.

Access to Work is a government scheme that funds practical support for disabled people in work. The National Census of Local Authority Councillors 2022 found that 16 per cent of councillors reported a long-term physical or mental health condition that had a substantial impact on their normal day-to-day activities. Many councillors are likely to be eligible to apply for Access to Work, and many are unaware of this.

This guide covers what Access to Work is, who is eligible, what it can fund, how to apply, and what problems to expect. It also sets out what your council should be doing to support you through the process. The companion guides in this toolkit cover reasonable adjustments and the wider support available to newly elected disabled councillors.

How this guide was produced

This guide was co-produced with disabled councillors and council officers who are part of the Local Government Disability Champions Network (LGDCN), supported by the Local Government Association (LGA). Together with guides on the support available for newly elected disabled councillors and reasonable adjustments for councillors (a model policy), they make up a disabled councillor toolkit.

Awareness and common misunderstandings

Steering group discussions that shaped this guide identified that awareness of Access to Work among councillors is much lower than its awareness amongst the officers who support them.  

This guide sets out what Access to Work is, who is eligible, and how to apply.

Common misconceptions

The following misconceptions come up regularly and are worth addressing directly.

Access to Work can fund a wide range of practical support. What you receive depends on your individual needs and what an assessor agrees is necessary to enable you to carry out your role. The scheme is not limited to technology. It can cover many different types of support. A single application can cover more than one type of support. A councillor might apply for a support worker, specialist equipment and transport costs as part of the same application.

Examples of what Access to Work has funded for councillors and council officers include:

• personal assistant (PA) support to help with casework, correspondence and administrative tasks
• specialist technology such as tablets adapted for neurodivergent users and dictation software
• apps that support executive function and daily organisation
• coaching in coping strategies
• transport costs for those who cannot use public transport due to disability.

One councillor who received support through Access to Work described a tablet designed for neurodivergent users as lifesaving, and an app that supported their daily organisation as transformational. The personal assistant support they received, they said, was the most valuable element of all.

Access to Work does not cover everything. It does not replace reasonable adjustments that your council is required to make directly (such as, for example, an accessible meeting venue or adapted seating - although this will always depend on the circumstances). The companion guide on reasonable adjustments for councillors covers what your council is responsible for providing directly. 

Access to Work and reasonable adjustments are different things, and for many councillors the right starting point is a conversation with the council about reasonable adjustments. Many councillors will find their needs can be met through reasonable adjustments alone, without going through Access to Work at all. Where that is the case, Access to Work is not necessary. Where it is needed, it funds support that goes beyond what the council provides directly.

Reasonable adjustments are changes your council makes directly to remove barriers you face because of your disability. These are decided on a case-by-case basis depending on their effectiveness and feasibility. For example, they could include: an accessible meeting room, adapted seating, documents in accessible formats, a named contact who understands your needs. Your council provides these as part of its legal duty under the Equality Act 2010, and what is reasonable depends on your circumstances and your council's resources. They do not require any application to be made to a government scheme.  

Access to Work funds support that goes beyond what your council would typically provide directly. For example, this could include: specialist equipment, PA hours, coaching, transport costs.

In some cases, where support relates to specialist equipment or premises adaptations, councils may be required to contribute towards the cost. The amount depends on the council's size. Most councils, as large employers, would fall into the highest contribution band. Your council's named contact can advise on this.

In practice, the line between the two can blur. One councillor spoke of how they received a larger laptop through reasonable adjustments, because their standard councillor equipment was not adequate for their needs. Other support, including support from a personal assistant and specialist apps, came through Access to Work. Working out which route applies to which need is part of the process, and your council's named contact for Access to Work should be able to help you navigate it.

A full guide to reasonable adjustments, including a model policy and a template reasonable adjustment passport, is included in this toolkit. 

You can apply for Access to Work online through GOV.UK, or by calling the Access to Work helpline on 0800 121 7479. If the online form is a barrier, because of the length of the process, difficulty sustaining focus, or accessibility issues with the form itself, you can call instead and ask to apply by phone.

Before you apply, it helps to have thought through what barriers you face in doing the role and what support would help to address them. It can also help to prepare a brief description of what your role involves day to day, including the types of meetings you attend, the casework you carry out, and how you communicate with residents and officers. DWP will ask about this during the assessment, and having thought it through in advance can make the process easier, particularly if you are newly elected and still finding your feet in the role. You do not need a perfectly formed answer. The assessment process is meant to explore this with you.

The application form

The online application form is long, and your progress may not be saved if you close it or lose your connection. For some neurodivergent applicants, this can be a significant barrier.

One councillor described only being able to complete the form because someone sat with them and helped them through it. If you need help completing the form, it is worth asking your council's named contact whether they can support you, or whether they can identify someone who can.

Apply as early as possible. If you apply within the first six weeks of starting a new role, Access to Work will often cover the full cost of approved support, depending on the requirement. After this, your employer (for this purpose, the council) may be required to contribute. Early application also means support is in place sooner, which matters if you are already navigating barriers without it.

What happens after you apply

After your application is submitted, you will be contacted by a Department for Work and Pensions (DWP) caseworker to arrange a workplace assessment. The assessment looks at the barriers you face and what support would help. It results in a funding decision setting out what Access to Work will pay for.

The assessment can often focus on technology solutions. If you need support from a personal assistant (PA), coaching or other person-centred help, make that case clearly. You may wish to ask the assessor to record what you have said. If the initial offer does not reflect your needs, you can challenge it.

Caseworker experiences vary. If your caseworker is unresponsive or the process has stalled, you can escalate within DWP. The LGDCN can offer peer support and connect you with others who have been through the process, though it is not able to advocate on individual cases. Disability Rights UK can also provide guidance. 

Some councillors find applying for Access to Work a challenging process. Knowing what problems other councillors have encountered, and how to respond to them, may help to make the process more manageable.

If your application is refused

You have the right to challenge a refusal. You can ask for the decision in writing with the reasons.

If you believe the decision is wrong, you can request a mandatory reconsideration, which is a formal review by DWP. The GOV.UK Access to Work factsheet for customers sets out how to do this. Disability Rights UK also provides guidance on your rights and how to navigate the process.

Wait times

The process can be lengthy. While some applications are processed more quickly, it is not unusual for the period from application to approved support to take a year or more, and in some cases longer. Factor in the wait when you are thinking about what interim support you need and ask your council whether a temporary reasonable adjustment can be put in place while you wait. Something can almost always be done quickly, and a temporary measure should not be used as a reason to delay permanent support.

Quotes lapsing

Access to Work requires suppliers to provide quotes for the support you need, and these quotes will have an expiry date. If the approval process takes longer than the quote is valid, you may have to start the quoting process again. Keep track of quote expiry dates and chase the caseworker if you can see the timeline slipping.

Technology that does not work with council systems

Software and equipment recommended through Access to Work is sometimes incompatible with council IT systems. This can create a situation where you have been approved for support that your council's IT infrastructure will not accommodate. Raise this with your council's IT team and democratic services before the equipment arrives. It is much easier to resolve before purchase than after.

Data protection can also cause practical problems if you have external PA support. An external PA handling casework data may need access to council equipment, a council email account and appropriate data protection clearance. Discuss this with democratic services before your PA starts.

Local government reorganisation

If your council is going through structural reorganisation, Access to Work applications and contacts may be at risk of getting lost. One councillor described their application falling into a 'black hole' during reorganisation: forms went missing, contacts changed roles, and nobody knew who was responsible. With significant reorganisation currently under way, this is a live risk for many councils.

If your council is going through reorganisation, flag your Access to Work application explicitly to whoever takes on the democratic services role in the new structure. Put your key contacts and reference numbers in writing somewhere you can find them.

The funding valuation issue

Some councillors have found that Access to Work award amounts are calculated in a way that does not always reflect the full level of support needed to do the role. If this affects your application, raise it with your council and seek guidance from specialist organisations such as Disability Rights UK. 

Access to Work is a government scheme, but your council has a role in making it work for councillors.

Named contact

Councils should designate a named officer as the Access to Work contact for councillors. This does not need to be a disability specialist, and there is no single right home for the role. Depending on the council's size and structure, it might sit in democratic services, HR, or with a member development manager. What matters is that someone knows what the scheme is, can help councillors understand whether they are eligible, can support them through the application process if needed, and knows how to escalate when things go wrong.

If your council does not have a named contact, you can ask for one to be put in place. Without it, councillors may be navigating a complex government scheme alone. It is also worth keeping your own record of the named contact registered on your DWP file. If that person changes role or leaves, notify Access to Work directly so your file is updated. Keeping that record up to date can help avoid unnecessary delays to your claims.

Induction

Access to Work should be part of every councillor induction, so new councillors understand what Access to Work is, whether they might be eligible, and who to talk to if they want to apply. The LGA is developing standard materials that councils can use for this purpose.

Both should be raised early, at the same time, ideally during your induction.

Continuity planning

If your council is going through structural changes, someone should own the continuity of Access to Work arrangements for councillors. Applications in progress, approved support already in place, named contacts, and reference numbers should all transfer when change takes place. Councils should build this into their reorganisation planning. 

Where to go next

The two companion guides in this toolkit are the most important starting point. Your rights as a newly elected councillor: A guide to disability support covers what your council is legally required to do, how to ask for reasonable adjustments, and what to do if support is not happening. The reasonable adjustment policy for councillors is a model policy your council can adopt, with a template reasonable adjustment passport as an appendix.

If you want to connect with others who have been through the Access to Work process, the LGDCN can offer peer support and signposting. Find out more at the LGDCN page on the LGA website.

Useful contacts and links