Understanding workplace accommodations
Providing workplace accommodations and ensuring they are integrated into your hiring process not only removes barriers for job seekers with disabilities but also helps attract diverse, qualified talent who may otherwise be overlooked. Understand workplace accommodations and create an accommodating workplace that supports all employees from the start—helping you build a stronger, more successful team.
Accommodating youth with disabilities at Coco’s Cafe.
Why this matters
“
As a young person with no job experience and a disability, I feel like employers won’t give me a chance due to the accommodations they may need to provide.”
Employment Strategy for Youth with Disabilities Youth Survey respondent
Job seekers with disabilities often face unnecessary barriers in the hiring process—not because they lack skills, but because they fear being seen as a challenge rather than an asset. Proactively offering workplace accommodations communicates your commitment to accessibility, reassures candidates that they will be valued for their abilities, and creates an environment where all employees can contribute and succeed, ultimately strengthening your team and organization.
What are workplace accommodations?
Workplace accommodations are adjustments to rules, policies, practices or physical environments that remove barriers and provide opportunities for all employees to fully participate and perform their best work. Accommodations can take many forms, from physical modifications to flexible work arrangements or adjustments to job duties. Implementing them doesn’t have to be complicated – many are low-cost, easy to put in place, and benefit the entire workforce.
Accommodations benefit everyone
-
Accommodations help create a more productive, engaged, and diverse workforce by ensuring all employees can contribute their best work.
-
Many accommodations, such as ergonomic setups or flexible schedules, improve workplace culture and efficiency for all employees, not just those with disabilities.
Accommodations are a legal requirement
-
As an employer, you have a legal duty to accommodate employees' characteristics that are protected under legislation, up to the point of undue hardship.
-
This means you must take all reasonable and practical steps to accommodate your employees.
-
-
Undue hardship must be measurable and provable before Human Rights Tribunals and in court. Some level of hardship is expected and anticipated to implement accommodations.
-
Failing to accommodate employees may violate human rights legislation, leading to legal and reputational consequences.
Easy-to-implement workplace accommodations
Here are some accommodations you can implement today:
Adjusted work tasks
-
Modifying job tasks or adjusting workflows can help employees perform their roles effectively without removing essential responsibilities.
-
Adjustments may involve reducing exposure to specific triggers, modifying sensory environments, or providing alternative ways to complete tasks.
💡 Examples
-
Reducing unnecessary screen exposure for an employee with epilepsy.
-
Providing noise-canceling headphones or a quieter workspace for an employee who experiences sensory sensitivity.
Many accommodations cost nothing, and those that do typically cost less than $500.
Assistive technology
-
Screen readers, speech-to-text software, and built-in accessibility features on most devices can support employees with disabilities.
-
Many assistive tools are free or low-cost and easy to implement.
💡 Examples
-
Providing access to screen Readers like NVDA (Windows) and VoiceOver (MacOS) that read on-screen text aloud to support employees with visual impairments.
-
Enabling live captions on Microsoft Teams or Zoom calls for employees who are hard of hearing or have auditory processing disorders.
Many accommodations cost nothing, and those that do typically cost less than $500.
Clear communication
-
Regular check-ins, clear job expectations, and written instructions support all employees and particularly those with disabilities or mental health conditions.
-
Good communication practices foster a supportive environment and benefit everyone.
💡 Examples
-
Providing clear written instructions, such as follow-up emails, checklists, or project management tools, to support an employee with cognitive disabilities in staying organized and understanding their responsibilities.
-
Encouraging an open-door policy and regular check-ins to ensure employees feel comfortable approaching management with concerns can be especially helpful for employees with anxiety or other mental health conditions.
Many accommodations cost nothing, and those that do typically cost less than $500.
Ergonomic workstations
-
Ergonomic equipment such as adjustable chairs or desks can improve comfort and prevent employee injuries.
-
These changes often have a one-time cost but provide long-term benefits.
💡 Examples
-
Providing a standing desk to support an employee with ADHD by allowing movement flexibility, reducing restlessness, and improving focus.
-
Providing a cushioned standing mat or a seated option for a normally standing role to reduce pressure points for an employee with chronic pain.
Many accommodations cost nothing, and those that do typically cost less than $500.
Flexible work schedules
-
Allowing employees to adjust their work hours for medical appointments or personal needs is a simple and effective accommodation.
-
Flexibility can improve morale and productivity.
💡 Examples
-
Supporting an employee with diabetes to take more frequent breaks to check insulin and manage blood sugar levels.
-
Adjusting scheduling for an employee in addiction recovery so they can attend therapy and support meetings while maintaining their workload.
Many accommodations cost nothing, and those that do typically cost less than $500.
Remote work options
-
Allowing employees to work from home when possible can accommodate mobility challenges, mental health needs, and caregiving responsibilities.
-
Remote work can also reduce overhead costs for employers.
💡 Examples
-
Providing an employee with mobility challenges the option to work remotely using a company-provided laptop and VPN with regular check-ins.
-
Allowing an employee with chronic migraines to adjust in-office days as needed to avoid lighting triggers during a flare-up.
Many accommodations cost nothing, and those that do typically cost less than $500.
More resources
Understanding workplace accommodations is a great place to start, but creating a workplace that is accessible and welcoming to people with disabilities is an ongoing process that goes even further. These resources offer additional support to help you attract, hire, and retain diverse talent, including youth with disabilities.
Further learning
For more information on inclusive hiring, explore the CanWork BC youth tool Employment Essentials workbook (PDF 3.6 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 tool, 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.
Financial assistance
Many accommodations are low-cost or free, but some require a larger investment – and that’s okay. The goal of workplace accommodations isn’t to do the bare minimum at the lowest cost, but to create an equitable environment where all employees, including those with higher support needs, can contribute meaningfully.
Cost should not be a barrier to inclusion – and legally they would not count as evidence of undue hardship. Employers should access financial support programs that help offset the initial costs of hiring and supporting employees with disabilities. Investing in accommodations isn’t just about compliance—it strengthens workplace diversity and success.
Here are some financial support programs to help:
-
Opportunities Fund for Persons with Disabilities (BC Centre for Ability)
Legal framework in Canada
In British Columbia, the duty to accommodate is established under several key pieces of legislation:
Canada Labour Code
-
This code outlines the rights and responsibilities of employers and employees in federally regulated workplaces.
-
It reinforces the duty to accommodate employees with disabilities.
Canadian Human Rights Act (CHRA)
-
This Act applies to federally regulated employers, federally regulated employee organizations and/or federally regulated service providers, and prohibits discrimination on various grounds, including disability.
-
It mandates that employers provide reasonable accommodations to employees with disabilities.
BC Human Rights Code
-
This provincial legislation covers all non-federally regulated employers.
-
It prohibits discrimination based on protected characteristics, including physical and mental disability.
-
It requires employers to accommodate employees to the point of undue hardship.
Workplace accommodation fast facts
Providing workplace accommodations supports employee success and strengthens workplace inclusion. Here are some key facts to help you understand their implementation and impact.
Accommodations are about equal access, not special treatment
-
Accommodations level the playing field, ensuring employees can perform their jobs effectively.
-
Employees with disabilities are held to the same performance standards as their colleagues—accommodations help them meet those expectations, not lower them.
Not all employees with disabilities require job accommodations
-
Less than one-quarter of employees with disabilities need accommodations.
-
Many perform their jobs without modifications, but for those who do need support, accommodations are essential.
Accommodation requests and disability disclosure are confidential
-
As an employer, you must keep health information private and only share it on a need-to-know basis.
-
Employees should be kept informed of who the information will be shared with, and for what purpose.
-
-
As an employer, you cannot require an employee to disclose their specific diagnosis.
-
You can request information necessary to provide appropriate accommodations, such as functional limitations or workplace needs.
Accommodations are often simple and low cost
-
According to the Job Accommodation Network (JAN), most accommodations cost little to nothing, and those that do typically cost around $500.
-
The benefits of these accommodations, such as increased productivity, improved retention, and reduced turnover far outweigh the costs.
Disclaimer
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.
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.
Identifying workplace barriers
Barriers in the workplace aren’t always obvious, and they can take many forms, such as physical, technological, procedural, or attitudinal. Identifying and addressing these barriers ensures all employees can fully participate. Reflect on how workplace barriers impact employees and how accommodations can remove those barriers.
📄 Exercise
Understanding disability in the workplace
In the context of employment, disability results from an impairment interacting with a barrier that prevents full and equal participation in the workplace. By identifying and removing these barriers, employers can create an inclusive environment where all employees can succeed.
-
Does your organization work to actively remove barriers that prevent full participation?
-
Are managers trained to recognize barriers in your workplace and provide support?
-
Do you feel that employees are comfortable requesting accommodations to overcome barriers in the workplace?
Identifying workplace barriers
Barriers in the workplace aren’t always obvious, and they can take many forms, such as physical, technological, procedural, or attitudinal. Identifying and addressing these barriers ensures all employees can fully participate. Reflect on how workplace barriers impact employees and how accommodations can remove those barriers.
🚫 Barrier
An employee has difficulty with written communication due to dyslexia
❌ Without accommodation
An employee struggles to complete reports efficiently.
✔️ With accommodation
Providing speech-to-text software or grammar correction tools removes the barrier and enables full participation.
🚫 Barrier
Panic attacks impair an employee’s ability to complete job tasks
❌ Without accommodation
An employee has difficulty managing stress and productivity suffers.
✔️ With accommodation
Allowing flexible breaks for anxiety-reducing exercises helps maintain focus and well-being.
🚫 Barrier
Chronic pain limits an employee’s ability to perform certain tasks
❌ Without accommodation
The employee cannot complete their usual work during pain flare-ups.
✔️ With accommodation
Providing alternative work duties during high-pain periods keeps the employee engaged and productive.
🚫 Barrier
An employee who is hard of hearing has difficulty accessing spoken information in meetings or calls
❌ Without accommodation
The employee misses important details in video calls.
✔️ With accommodation
Enabling closed captioning and live transcripts ensures equal access to communication.
Takeaway checklist
An EDI is a concise version of an organization’s Equity, Diversity, and Inclusion Policy. It should:
✅
Have you reviewed workplace policies to ensure they support disability inclusion?
✅
Are accommodations provided proactively rather than reactively?
✅
Do employees know how to request accommodations and feel safe doing so?
✅
Are managers trained to identify barriers and implement accommodations?
✅
Does your organization regularly review and update accommodation practices?
-
Are there barriers in your workplace that might be preventing employees from fully participating?
-
How are barriers currently identified in your organization? Do employees have a way to identify them comfortably?
-
How can you proactively offer accommodations rather than waiting for employees to request them?