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The Accommodation-Ready Onboarding Checklist: A Step-by-Step Guide for HR

16 February 20264 min de lecture
🇺🇸United States🇬🇧United Kingdom🇨🇦Canada🇦🇺Australia🇩🇪Germany🇳🇱Netherlands
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A practical step-by-step onboarding checklist for HR covering pre-start accommodation questionnaires, IT setup, workspace assessment, communication preferences, and emergency procedures.

The Accommodation-Ready Onboarding Checklist: A Step-by-Step Guide for HR

How to Use This Checklist

This checklist ensures that every new hire — regardless of disability — has accommodations in place before or on their first day. Use it as a standard part of your onboarding process for all new hires, not only those who disclose a disability. This normalises accommodations and avoids singling people out.

4 Weeks Before Start Date

Send accommodation needs questionnaire (see template below) to all new hires
Review responses and identify any accommodations required
Contact the employee to discuss specific needs if questionnaire responses require clarification
Begin procurement of any specialist equipment (allow 2–4 weeks lead time)
Apply for Access to Work (UK) or contact VR agency (US) if external funding is available
Book a workplace assessment if the employee has complex needs

2 Weeks Before Start Date

Confirm specialist equipment delivery dates
Configure IT systems for accessibility:

- [ ] Screen reader software installed and licensed

- [ ] Display settings adjusted (font size, contrast, colour scheme)

- [ ] Voice recognition software installed if needed

- [ ] Keyboard and mouse alternatives connected

Prepare workspace:

- [ ] Height-adjustable desk confirmed at correct setting

- [ ] Chair suitable for the employee's needs

- [ ] Adequate circulation space for wheelchair if applicable

- [ ] Proximity to accessible toilets and exits

Brief the line manager on accommodation plan (with employee's consent)
Brief the buddy on relevant adjustments (with employee's consent)
Develop Personal Emergency Evacuation Plan (PEEP) if needed
Prepare onboarding materials in accessible formats:

- [ ] Large print or digital versions available

- [ ] Captioned training videos

- [ ] Screen-reader-compatible documents

1 Week Before Start Date

Confirm all equipment is in place and tested
Send first-week itinerary in the employee's preferred format
Confirm accessible parking or transport arrangements
Ensure building access (key card, codes) works for accessible routes
Brief reception/security on arrival arrangements

Day One

Named person greets the employee at an accessible entrance
Workplace tour covering accessible facilities
Equipment demonstration and adjustment
PEEP walk-through (if applicable)
Buddy introduction
IT access confirmed working with assistive technology
End-of-day check-in: "Is everything working? Anything we need to adjust?"

Week One

Daily brief check-ins (5 minutes, not intrusive)
Confirm all training materials are accessible
Monitor accommodation effectiveness
Address any unexpected barriers immediately

Accommodation Needs Questionnaire Template

Send this to ALL new hires (normalises the process):

"We want to ensure you have everything you need to do your best work. Please let us know if you need any of the following adjustments:

- Workspace: (e.g., height-adjustable desk, specific chair, quiet workspace, proximity to facilities)

- Technology: (e.g., screen reader, voice recognition, magnification, alternative keyboard/mouse)

- Communication: (e.g., written instructions preferred, advance meeting agendas, sign language interpreter)

- Schedule: (e.g., flexible start times, regular breaks, remote work days)

- Environment: (e.g., lighting adjustments, noise reduction, temperature preferences)

- Other: (please describe)

All responses are confidential and shared only with those involved in setting up your workspace. If you prefer to discuss in person, please contact [HR name] at [email/phone]."

Resources

  • JAN Accommodation Process: [askjan.org](https://askjan.org)
  • EARN Onboarding Toolkit: [askearn.org](https://askearn.org)
  • Access to Work (UK): [gov.uk/access-to-work](https://www.gov.uk/access-to-work)
  • Business Disability Forum: [businessdisabilityforum.org.uk](https://businessdisabilityforum.org.uk)

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