What is a Work Adjustment Passport?
A Work Adjustment Passport (WAP) is a tool used to support individuals with disabilities in the workplace. A WAP is a document that outlines an individual’s abilities, skills, and support needs, as well as the accommodations or modifications that may be needed to enable them to perform their job effectively.
They are also known as a Disability Passport Scheme, Tailored Adjustments Plan, Employment Support Plan, Personal Adjustments Plan, Workplace Accommodation Plan or some combination with the words plan, passport or agreement. Some people and organisations prefer to use the word “plan” as this title most accurately reflects the intended purpose of the record. Some organisations use passport as the WAP will follow you around the business as you progress, change roles and even when you move jobs (although you still have to review and update the WAP when there is a change).
What is the purpose of a WAP?
The purpose of a WAP is to provide employers and colleagues with a clear understanding of an individual’s capabilities and needs, as well as to facilitate communication and collaboration in the workplace. It provides a continuous record of workplace adjustments agreed between an individual and their manager.
A WAP can be helpful in situations where an individual is starting a new job, transitioning to a new role, or experiencing changes in their abilities or support needs. It can also ensure that both the employee and the employer (manager) have a record of what has been agreed and any actions. It also minimises the need to discuss the same adjustments each time the individual changes roles, is relocated or assigned a new manager.
The WAP also provides individuals and line managers with a structure for discussions about workplace adjustments.
What to include in the WAP?
A WAP typically includes information about an individual’s:
- Abilities and skills
- Support needs
- Accommodations or modifications that may be needed
- Goals and objectives for their job or career
A WAP may also include contact information for a support person or disability resource centre, as well as any other relevant information or resources. Where the employee has a fluctuating or progressive condition the WAP should also contain a plan for when an employee is unwell and needs additional support because of their disability or condition.
WAPs are typically developed in collaboration with the disabled individual, their employer, and any other relevant parties, such as a rehabilitation counselor or occupational therapist.
Review and update your WAP on a regular basis
WAPs can also provide structure for the employees and their manager to use when discussing, reviewing or updating information on workplace adjustments.
It is important for a WAP to be regularly reviewed and updated in order to ensure that it accurately reflects an individual’s support needs, and ensure that any necessary accommodations or modifications are in place. Some specific situations in which a WAP may need to be reviewed and updated include:
- At any regular one-to-one meeting: These meetings provide an opportunity to check in on an individual’s progress and discuss any challenges or needs they may be facing.
- At a return-to-work meeting following a period of sickness absence: If an individual has been absent from work due to a disability or health condition, it may be necessary to review and update their WAP to ensure that their support needs are being met.
- At an appraisal or performance review meeting: These meetings provide an opportunity to discuss an individual’s progress and identify any areas for improvement or support.
- Before a change of job or role: If an individual is transitioning to a new job or role, it may be necessary to review and update their WAP to ensure that any necessary accommodations or modifications are in place.
- On the introduction of new technology or ways of working: If there are changes to the tools or processes used in an individual’s job, it may be necessary to review and update their WAP to ensure that they have the necessary support and accommodations.
- Before or after any change in circumstances: If there are changes to an individual’s circumstances, such as a change in working location or a change in manager, it may be necessary to review and update their WAP to ensure that their support needs are being met.
It should also be noted that as well as agreement between the employer and employee, expert advice from third parties (such as occupational health advisers, Access to Work, or IT specialists) may be needed before changes can be agreed and implemented.
WAPs can be a useful tool for supporting the success and well-being of individuals with disabilities in the workplace.
