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
- 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)