Access to Work: the application process

• New starters are encouraged to apply to Access to Work as early as possible, ideally within 12 weeks before starting their role at LSE. This ensures timely implementation of support, as Access to Work typically prioritises new starters, increasing the likelihood of receiving necessary support promptly. 

• It is recommended new starters inform their line manager before, or once, the application has been made. Line managers play an integral role in the process and are essential for implementing the recommended workplace adjustments.

• It is recognised that the prospect of disclosing a disability in a new workplace can be daunting. New starters may wish to contact their HR Partner or the Staff Disability and Mental Health Adviser to discuss their situation before approaching their line manager.

• Current employees can apply for Access to Work as soon as they recognise that they have, or may have, a disability as defined by the Equality Act 2010. It is beneficial to discuss the application with their line manager beforehand, as the manager will have a crucial role in ensuring that recommended workplace adjustments are implemented.

• It is recognised that disclosing a disability can be a challenging experience. Where this is the case, employees may wish to reach out to their HR Partner or the Staff Disability and Mental Health Adviser to discuss their situation before approaching their line manager.

Applications can be made online or by phone.

Follow this link to apply online

Call the Access to Work helpline to apply by phone (employees can also call the helpline prior to making an application if unsure about the process, want to enquire as to whether they are eligible or have any questions):

• Telephone: 0800 121 7479

• Textphone: 0800 121 7579

• Relay UK (if you cannot hear or speak on the phone): 18001 then 0800 121 7479

• British Sign Language (BSL) video relay service if you are on a computer - find out how to use the service on mobile or tablet

• Monday to Friday, 9am to 5pm

• Find out about call charges .

When applying to the scheme, the following information will be requested from the employee:

• National Insurance number (found on an employee’s payslip).

• Workplace address, including postcode.

• Name, email address and work phone number of a key contact person - this should ideally be the details of the employee’s line manager or other management contact in their department (for academics this might be their Head of Department or area manager).

• An official diagnosis is not required to apply for Access to Work, so employees should describe any possible disabilities, neurodivergence, physical health or mental health issues they are experiencing and/or being investigated for and how their work is affected.

• The application form asks employees how their conditions or disabilities affect them at work; any specific work activities that the employee finds difficult should be noted here, such as (this is not an exhaustive list):When employees are contacted by Access to Work, they may be asked to share their job description and provide further details about their role and where their work is based. Employees should ask their line manager or other management contact for help with this where needed.

  • Note-taking
  • Concentration and focus
  • Planning and organising tasks
  • Prioritising work
  • Dealing with overwhelm
  • Engaging/communicating with others, such as colleagues and/or line manager
  • Travelling to work by public transport.

• Other documentation, such as an Occupational Health report, may be used to support an application to Access to Work, and in some instances, it may be used in place of a separate Access to Work assessment if there is enough information about the employee’s workplace needs.

Once the application has been submitted, employees will receive an email acknowledgement with an application reference number and an estimated timescale for when they can expect someone from Access to Work to be in touch. 

When Access to Work is ready to review the application, a case manager will contact the employee to discuss potential support options. An assessment of the workplace may be required to evaluate specific needs.

Employees may be asked:

• For more information about their disability, neurodiverse traits or health/mental health conditions/symptoms impact them at work. Any medical evidence or an Occupational Health report that may help to explain the barriers faced at work and any recommendations can be shared with the case manager if the employee is happy to do so. 

• For more information about their work. For instance, they may ask to see a job description and ask about the role and where it is based. 

• For permission to speak to employer, usually line managers, to confirm details about the School.

• For consent to be referred for a workplace needs assessment if it is unclear what the employee’s needs are. 

If the employee already knows what support they need, an assessment may not be necessary. In this case, an Access to Work case manager will review the award and develop a customised support package.

If an assessment is required, it will be conducted by telephone, online video call, or in person within the workplace.

Employees unable to use telephone or video calls should contact the organisation arranging the assessment to establish an alternative method. Options may include an online British Sign Language (BSL) interpreting service or an online video service.

If the assessment needs to be rescheduled or cancelled, the employee should contact the organisation responsible for arranging the assessment.

Once the Access to Work Case Manager has all the information they need to make a decision about what the employee’s grant should include, a grant approval letter is then sent to both the employee and line manager or other management contact (for academics this might be their Department, Centre or Institute manager) with details of the funding provided and recommended support, equipment or software. The employee also receives a copy of the workplace needs assessment (if one was conducted) which they can choose to share with their line manager/key contact if they wish.

If an employee does not agree with the level of award they were granted, the Access to Work scheme has a reconsideration process available. Everybody is entitled to one reconsideration of an award by a different Access to Work case manager. The contact details for the reconsideration team will be at the top of the employee’s award letter if they want to arrange this. For more information see the Access to Work Factsheet for Customers.

If an employee’s employer or job role changes, they may request a review of their award. This review can occur as often as needed to reflect changes in the employee’s situation. Additionally, if the employee disagrees with the level of the reviewed award, they can request a further review.

Disagreement with the level of an award or the outcome of a reconsideration alone does not provide grounds for a complaint. However, if the employee experiences poor customer service or believes their Access to Work claim has not been handled properly, they may submit a complaint through the complaint's procedure.