Navigating disability disclosure
When employees feel safe disclosing their needs, they are better able to succeed in their roles. Creating a workplace where accommodations are proactively discussed and implemented benefits not only individual employees but also strengthens productivity, retention, and inclusivity.
Why this matters
“
A greater understanding of mental health and necessary accommodations would help me at a job. I would like the flexibility to step away when needed to regroup quickly, so I can return and perform my tasks effectively.”
Employment Strategy for Youth with Disabilities Youth Survey respondent
Supporting youth with disabilities in the workplace starts with open, informed, and supportive conversations. While employers and employees often feel uncertain about navigating disclosure, these discussions are often easier and more beneficial than expected. When handled well, they ensure employees receive the support they need to perform at their best.
What is disability disclosure?
Disability disclosure is when an employee shares information about their disability with their employer, typically to request workplace accommodations. Disclosure helps employees receive the support they need to perform their job effectively and succeed in the workplace.
Disclosure is an employee’s personal choice
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Employees are not required to disclose their disability unless they need workplace accommodations.
An employer's role
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Many employers are committed to hiring and supporting employees with disabilities but feel unsure where to start.
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Employers may worry about making mistakes or saying the wrong thing, which can make them hesitant to hire people with disabilities or actively engage in disability inclusion efforts.
What employers need to know
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Support is key. A workplace where employees feel safe discussing their needs can lead to better participation and productivity.
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Disability disclosure and workplace accommodations are strategies for success. When employees feel supported, workplaces often see higher job satisfaction and retention.
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Employers have a legal and ethical responsibility to provide accommodations and foster an environment where employees feel comfortable seeking support.
Employer responsibilities and legal requirements
By understanding and effectively implementing legal obligations, employers can create a workplace where all employees can succeed. Below are key responsibilities and legal requirements regarding disability disclosure and accommodations:
Duty to inquire
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Employers have a legal duty to inquire when they observe an employee struggling with job performance.
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Employers must check in with an employee before making assumptions or taking disciplinary action.
📑 Template
Checking-in on an employee can look like:
Starting the conversation:
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Schedule a private, one-on-one meeting.
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Express concern with neutral, non-judgmental language:
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"I've noticed some changes in your work lately, and I want to check in to see if anything is impacting you."
Reinforcing support:
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Try saying something like:
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"I care about your well-being and want to ensure you have what you need to succeed."
Following through:
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Implement reasonable adjustments where possible.
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Follow up regularly to check on progress.
Tip: Viewing these situations through a well-being lens, rather than as a performance issue, helps create a safe and supportive workplace culture.
Many accommodations cost nothing, and those that do typically cost less than $500.
Responsibility to provide workplace accommodations
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Workplace accommodations are essential for creating an inclusive and equitable work environment.
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Employers are legally required to provide reasonable accommodations for employees with disabilities unless it would cause undue hardship (i.e., significant difficulty or expense for the business as demonstrated to a court or tribunal).
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This involves working collaboratively with the employee to identify effective workplace accommodations.
📑 Template
Navigating the accommodation process
The accommodation process typically involves four key steps. The process should always be thoughtful and responsive to individual needs.
Step 1: Accommodation needs are identified
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Either by the employer as part of their duty to inquire, or by the employee making a verbal or written request.
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Employers should respond in a welcoming and supportive way when employees make a request.
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Example response: “Thanks for letting us know what you need to work at your best. Let’s explore the options together to find a solution that works for you and the team.”
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Step 2: Employer assesses the request
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The employer reviews the request to determine the appropriate accommodation.
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This may involve discussions with the employee, supervisors, medical professionals, or other experts to find the best solution.
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Consider a range of accommodations—there is no one-size-fits-all approach. Accommodations should be tailored to individual needs.
Step 3: Implement the accommodation
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The employer puts the accommodation in place, ensuring it is effective, practical, and implemented promptly.
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Delays in accommodations can negatively impact employee performance and well-being.
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Adjustments may be needed to ensure the solution works without causing undue hardship to the organization.
Step 4: Review and adjust as needed
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Accommodations should be regularly reviewed to ensure they continue to meet the employee’s needs.
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Employers should have ongoing conversations with employees to address any changes or improvements needed.
Many accommodations cost nothing, and those that do typically cost less than $500.
Requirement to ensure equitable treatment
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Employers must ensure that hiring, promotion, and workplace policies are fair and inclusive.
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It is illegal to discriminate against an employee who discloses a disability.
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An employee cannot be denied a job, promotion, or workplace opportunities because of their disability or their need for accommodations unless it would cause undue hardship to the employer's business.
📑 Template
Conversation prompts for communicating commitment to fair treatment
When an employee discloses a disability:
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Set the tone: "I appreciate you sharing this with me. My priority is to make sure you feel supported and have what you need to succeed in your role."
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Affirm the employee’s rights: "I want to reassure you that disclosing a disability or requesting accommodations will never impact your job status, growth, or opportunities."
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Reinforce confidentiality: "Anything you share will remain confidential. I will only discuss necessary details with those directly involved in providing accommodations and support.”
Many accommodations cost nothing, and those that do typically cost less than $500.
Requirement to maintain confidentiality
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Employers must keep all disability-related information private and only share details with those directly involved in providing accommodations.
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Employers cannot ask for specific medical diagnoses; they can only request relevant information needed to assess and provide appropriate accommodations.
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Employers must keep disability-related documentation in a secure, confidential location.
📋 Checklist
Maintaining Confidentiality Checklist
Always:
✔️ Focus on the employee’s needs and required support. Do not ask for medical diagnoses.
✔️ Share relevant accommodation details only with those directly and necessarily involved (e.g., Human Resources, direct managers, etc.)
✔️ Keep accommodation records private, secure, and stored separately from general employee files.
Never:
❌ Discuss an employee’s disability openly with anyone.
❌ Require employees to disclose their disability.
❌ Make assumptions about what an employee can or cannot do based on their disability.
Many accommodations cost nothing, and those that do typically cost less than $500.
Navigating a disability disclosure conversation
When an employee discloses a disability, employers play an important role in ensuring the conversation is supportive, confidential, and solution focused. A well-handled discussion can help employees feel valued, respected, and comfortable seeking accommodations.
1. Create a supportive and inclusive space
💬 Example
"Thank you for sharing that with me. My priority is to make sure you have what you need in your role. We’re here to help."
"Thank you for sharing that with me. My priority is to make sure you have what you need in your role. We’re here to help."
2. Encourage open communication
💬 Example
"We value open communication. You’re not required to disclose personal medical details, but if any accommodations or adjustments could support you in your role, please let us know. We will work together to find solutions that support both you and the team."
"Thank you for sharing that with me. My priority is to make sure you have what you need in your role. We’re here to help."
3. Handle disclosure sensitively and confidentially
💬 Example
"I appreciate your openness. If you need time to think or process our conversation, that’s completely okay. There’s no rush. If anything comes up later, feel free to reach out.”
"Thank you for sharing that with me. My priority is to make sure you have what you need in your role. We’re here to help."
4. Outline next steps
💬 Example
"I want to assure you that anything you share will remain confidential and only be discussed with those directly involved in your accommodations. Once they’re in place, we’ll check back in two weeks to make sure they’re working for you. If you need anything else before then, just let me know."
"Thank you for sharing that with me. My priority is to make sure you have what you need in your role. We’re here to help."
📑 Template
Accommodation request and agreement template
Employee name:
Job title:
Manager:
Date of meeting:
Type of accommodation requested:
⬜ Physical (e.g., ergonomic adjustments, modified workspace)
⬜ Scheduling: (e.g., flexible hours, remote working)
⬜ Job duties: (e.g., job restructuring, changing tasks)
⬜ Other:
Accommodation request details
What specific accommodation(s) does the employee require?
How will this help the employee?
Are there any alternative accommodations to consider?
Agreed upon accommodation(s)
What was the agreed-upon accommodation?
What resources are needed?
Next steps
Timeline for implementation:
Follow-up date:
Notes for follow-up meeting, if applicable:
Agreement of confidentiality
I have reviewed the information in this document and agree that this information will be kept confidential and shared only with those who require the information to implement the accommodations (i.e., line manager, Human Resources).
Employee signature:
Date:
Employer signature:
Date:
More resources
Supporting disability disclosure conversations and implementing workplace accommodations is a great place to start, but fostering an inclusive workplace goes even further. These resources provide additional learning and support to foster engagement and growth in the workplace for youth with disabilities.
Further learning
For more information on inclusive hiring, explore the CanWork BC youth tool Employment Navigation workbook (PDF 3.1 MB). This resource can serve as a reference for further learning or be shared with youth to help them confidently navigate the hiring process.
Employment support for youth
Want to support youth with disabilities in their employment journey? Share our CanWork BC youth resource, an interactive platform designed to help youth with disabilities navigate employment with confidence. This resource empowers youth with disabilities by providing self-guided information, activities, and support.
Disclaimer
The content above is not a substitute for professional legal advice. Please refer to the included links or consult official legislation and resources for current and accurate information.
This resource is intended to help employers understand their rights and responsibilities when hiring youth with disabilities. It provides information on key concepts and directs users to relevant resources.