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
2 Weeks Before Start Date
- [ ] 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
- [ ] 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
- [ ] Large print or digital versions available
- [ ] Captioned training videos
- [ ] Screen-reader-compatible documents
1 Week Before Start Date
Day One
Week One
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)