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This page outlines the process and support available for Doctoral Researchers who wish to request reasonable adjustments.
- How can I share disability information?
Doctoral Researchers may share that they have a disability or long-term condition at any point in their studies. Information sharing can be with any relevant UCL employee, who then has a responsibility to share with the relevant parties to support implementation.
Note: A member of staff may identify a need for a reasonable adjustment for the Doctoral Researcher via conversation, and should then inform the Doctoral Researcher as to how to begin this process by signposting to Student Support and Wellbeing Services.
A Doctoral Researcher may share that they have a disability or long-term condition following their admissions letter. They can do this in the following ways:
The Applicant Support Questionnaire (ASQ)
If via the ASQ, Student Support and Wellbeing Services will be notified, and the Doctoral Researcher will be offered a disability advisory appointment. In parallel, Student Support and Wellbeing Services will inform the relevant Reasonable Academic Adjustment contact(s) including Postgraduate Research Administrators that there is an incoming Doctoral Researcher who has requested an appointment with Student Support and Wellbeing Services to discuss reasonable adjustments. This ensures that the reasonable adjustment conversation begins as early as possible, leading to better collaboration and a more streamlined process overall. Ideally, relevant parties from the Doctoral Researchers department would also join the appointment.
To their supervisors (verbally or in writing)
If a disability or condition is shared to their supervisor(s), the supervisor should complete a referral form for Student Support and Wellbeing Services and inform the Doctoral Researcher that this has been done.
With Postgraduate Research Administrator
If via a Postgradutate Research Administrator, they should complete a referral form for Student Support and Wellbeing Services and inform the Doctoral Researcher that this has been done.
With Departmental Graduate Tutor, Faculty Tutor or Programme Director
If via these routes, the Departmental Graduate Tutor, Faculty Tutor or Programme Director should complete a referral form to Student Support and Wellbeing Services and inform the Doctoral Researcher that this has been done.
Direct self-referral to Student Support and Wellbeing Services via AskUCL
At any time, a Doctoral Researcher can self-refer to Student Support and Wellbeing Services via AskUCL. The Doctoral Researcher will be contacted as per the Service Level Agreement of 5 days/40 hours.
- How does funding impact my support?
The type of funding the Doctoral Researcher receives will dictate the funding stream they can access for equipment and specialist support. For example, Disabled Students' Allowance, Research Council Funding, other Scholarships, or support by Student Support and Wellbeing Services. This will be ascertained by Student Support and Wellbeing Services.
If Research Council funded, receipt of the grant letter actions the referral for a specialist needs assessment*
*A needs assessment is where a government approved assessor considers a student/Doctoral Researcher’s study-related needs due to their disability or long-term condition. This assessment results in a report of recommendations for study-related support, study equipment and technology; for example, a research assistant, ergonomic equipment and/or speech-to-text software. The recommendations include approximate cost and intensity of support or hours required.
A UCL Disability Advisor will conduct an assessment with recommendations and suggestions. This can minimise any potential delays. These appointments occur where a UCL Disability Advisor can sufficiently assess the needs of the student/Doctoral Researcher. At the time of writing, Student Support and Wellbeing Services also employ two qualified needs assessors.
Those eligible for Disabled Students Allowance are required to complete an application with confirmation from Student Support and Wellbeing Services that they have enrolled and describes the intensity of their studies.
- What types of evidence are accepted?
A Doctoral Researcher may have evidence of their disability and/or condition. Types of accepted evidence include:
- A former needs assessment
- Medical evidence
- Personal Independence Payments (PIP)
- Workplace Health assessment
- Evidence/guidance from the NHS
- Presentations of a disability or medical condition following the EHRC guidance (This will be reviewed on a case-by-case basis).
Note: A Doctoral Researcher may also be referred for a diagnostic or needs assessment via UCL Student Support and Wellbeing Services.
- What are Reasonable Academic Adjustment Appointments?
Reasonable Academic Adjustments are discussed in an advisory appointment. The supervisor can join the meeting if they are available and the Doctoral Researcher consents. Pre-approved reasonable adjustments for inclusive practice within the Doctoral School to support the researcher are discussed. These adjustments have been regularly reviewed and in consultation with colleagues from Student Support and Wellbeing Services, Arena and the Doctoral School.
Note: A Reasonable Academic Adjustment is a working document and will be reviewed by the Department.
- How will Reasonable Academic Adjustments be communicated?
Reasonable Academic Adjustments are sent to the relevant Contact(s) within the Doctoral Researcher's Department and Doctoral School. The details of the adjustment will be sent to the Doctoral Researcher by Student Support and Wellbeing Services. Additionally, a Doctoral Researcher may view their adjustments in Portico.
- How do I acquire equipment?
Equipment can be ordered, but typically Student Support and Wellbeing Services will await guidance on equipment and assistive technology recommendations from the needs assessment.
If an internal review has been completed, where the researcher does not require a needs assessment, then the equipment can be ordered pending approval from the Head of Student Support and Wellbeing Services, Chilima Sianyeuka.
Non-medical helpers and specialist support can be implemented post financial approval e.g. mentoring and study skills referral.
The Doctoral Researcher will receive support/equipment in-line with their preferences.
- How are Reasonable Academic Adjustments reviewed?
Adjustments are implemented and reviewed on an ad hoc basis. It is recommended that the reasonable adjustments are reviewed during supervisory meetings. A Doctoral Researcher can however request a review of adjustments at any point during their research journey.
- Our Service Level Agreements
Once a disability/long-term condition is shared:
- It will be responded to within 48 hours.
- A Doctoral Researcher will be booked into an advisory appointment within two weeks of their stated availability.
- A Reasonable Academic Adjustment plan will be completed within 5 working days.
- Reasonable Adjustments will be sent to Departmental Graduate Tutors, Reasonable Adjustment leads and Supervisors within 2 working days of the approval.
Note: In most cases, the Doctoral Researcher should approve their adjustments within the advisory appointment, even if the reasonable adjustment plan is a working document.
- Workplace Health
The Supervisor, Student Support and Wellbeing Services, or Doctoral Researcher may refer to Workplace Health if an assessment for a working environment is required. For example, if they are employed by UCL or require adjustments for a workplace setting that relates to their research. Wherever possible, appointments will not be duplicated.
Other information and resources (For staff use)
- Workshop and support communication
Staff can liaise with the Specialist Librarian to ensure workshops and support is appropriately communicated.
- Digital Accessibility Hub
Student Support and Wellbeing Services are to refer to the Digital Accessibility Hub for:
- Ergonomic Assessment
- Assistive Technology Support
- Use of printing facilities
- Use of workspace
- PEEP and/or risk assessments
Staff should liaise with the Fire Safety Team and Department for support pertaining to a PEEP. Liaison with the department and engaging with RiskNet for risk assessment.
- UCL SafeZone
Staff to recommend downloading of UCL SafeZone app for lone-working, for example, but also to support with safety or medical attention.
- Communication and collaboration with the Inclusive Environments team for...
- Accessible access
- Registration of assistance dogs
- Support with parking and parking badges
- Comms to Security and lift support
- Additional information
For staff-centred guidance around Reasonable Academic Adjustments for Doctoral Researchers and inclusive language, please view this page.