Access to Work Grant: Essential Equipment for the Workplace

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A decision made 5 January 2018:

Decision Reference: MD-S-2018-0001
Decision Summary Title	Access to Work Grant launched		Date of Decision Summary:	3 January 2018
Decision Summary Author:	Head of Back to Work		Decision Summary: Public or Exempt?	Public
Type of Report: Oral or Written?	Written		Person Giving Oral Report:	N/A
Written Report Title :	Access to Work Grant launched		Date of Written Report:	3 January 2018
Written Report Author:	Head of Back to Work		Written Report :	Public
Subject: Access to Work Grant launched
Decision(s): The Minister decided to launch a Grant for individuals with a long term health condition or disability, to fund essential aids or equipment for the workplace to allow them to start, remain in, or return to employment.
Reason(s) for Decision: Individuals with a long term health condition or disability can face additional barriers returning to or staying in work. This is a non-means tested grant which provides funding up to a maximum of £5,000 per application to pay for essential aids or equipment to use in the workplace to support those with sensory, mobility or other disabilities. It is available to individuals rather than employers and therefore the equipment funded by this grant belongs to the applicant and remains in their possession if they change jobs. To be eligible, applicants must: have Entitled or Entitled to Work status be either in a job, returning to a job, about to start a job, or be in a work placement with a high likelihood of having a job offered at the end of the placement period. The applicant must be able to show proof of this in the form of an employment contract or job offer letter from the employer be able to provide medical evidence to confirm there is a need for the equipment or aids requested Equipment that can be applied for on this grant supports those with sensory, mobility or other physical impairments, as well as aids or equipment for learning disabilities. Where required, the applicant will meet with an occupational therapist as arranged by the department for an equipment or workplace assessment. When the applicant receives the aids or equipment they are required to sign a form releasing the department from liability for maintenance or replacement costs, or incorrect use. The aids or equipment becomes the property of the applicant and remains with them should they change employment.
Resource Implications: Funding will be provided from the existing budget held by the Social Security Department Back to Work Programme. The grant is for up to a one year pilot starting from the launch date.
Action required: Access to Work grant to be launched.
Signature:		Position: Minister
Date Signed:		Date of Decision (If different from Date Signed):

Access to Work Grant: Essential Equipment for the Workplace

Access to Work Grant – Applicant Guidelines

Introduction

The Access to Work grant has been set up to help support those with a long term health condition or disability who need funds for aids or equipment to enable them to start, return to, or remain in their place of work.

The key objectives are to:

provide grants to fund aids or equipment required to help people start and sustain work
promote financial independence
help more people with health conditions move into work

Access to Work will be run and administered by the Social Security Department. This is a one-year pilot grant and the funding is limited to a maximum of £5000 per request, though additional requests can be made. Applicants must ensure their employer gives permission for the requested aids or equipment to be used in the workplace.

Any equipment provided through this grant belongs to the applicant and should remain with the applicant should they change jobs.

This is not a means-tested grant.

Part A – Types of support available within the fund

grants to buy equipment
requests for other support can be submitted and will be considered on a case by case basis

Part B - Eligibility

Applicants must:

have Entitled or Entitled to Work status
be either in a job, returning to a job, about to start a job, or be in a work placement with a high likelihood of having a job offered at the end of the placement period. The applicant must be able to show proof of this in the form of an employment contract or job offer letter from the employer
be able to provide medical evidence to confirm there is a need for the equipment or aids requested

Part C - Exclusion factors

Applicants who are not registered as Entitled to Work or Entitled cannot apply for grants
Any costs over £5000 per approved request will not be covered by this grant
Requests for a grant for aids or equipment for unpaid work (unless a short-term placement moving to paid work) are not covered through this grant
Requests for a grant for travel costs or adjustments to transport are not covered through this grant
Requests for a grant for support worker assistance are not covered through this grant
Requests for premises adaptations are not covered through this grant

Part D – The application process

1) Complete an application form online here, and submit it with (a) supporting evidence of employment contract or job offer and (b) evidence of health condition or permission for Social Security to check health records held by the department

2) If the request does not meet the core conditions of eligibility for the grant or the required evidence is not provided, you will be notified by letter

3) You must ask your employer to confirm that you may use the requested aids or equipment in the workplace.

4) When all conditions have been met, the Access to Work co-ordinator will either arrange for you to come to the Social Security Department to meet with the occupational therapist, to be assessed for the requested equipment. If required, the occupational therapist will arrange to make a workplace visit.

5) When the occupational therapist assessment has been completed and approved, we will contact you to let you know how and when you will receive the approved aids or equipment.

6) When you receive the aids or equipment, you will be required to sign a release form to say you have received the equipment and will not hold the Department liable for maintenance costs, incorrect use or replacement costs if damaged. The equipment becomes the property of the applicant.

Please note - A new application form must be completed for any subsequent/further requests and these will be considered on a case by case basis

Part E – Occupational therapist assessment

Where expert knowledge and skills are required to assess the appropriacy of an application or the equipment requested, Social Security will consult with a qualified occupational therapist or associated specialist. Where required, the occupational therapist will visit your workplace to carry out a workplace assessment or meet with you to verify your requirements.

Some general equipment will be stored centrally by Social Security for assessment or trial purposes only. General equipment will include (but may not be limited to) the following:

footstools
gel wrist guards
mouse mats
document holders
ergonomic mice
ergonomic keyboards
screen/monitor filters
coloured overlays for documents
screen magnifier

Part F - Questions to ask before applying

Please consider the following questions when deciding whether to apply for equipment or adaptations from the Access to Work grant:

Do you have work-related obstacles or difficulties that could be overcome through using specialist equipment?
Is the equipment you need essential to help you do your current job?
Have you asked your employer for permission to use the requested aids or equipment in your workplace?

Part G - Equipment purchase and liability

Approved applications for workplace aids and equipment will be ordered through the approved States of Jersey supplier. It is the responsibility of the applicant to ensure that any equipment purchased through the grant is kept in good working order. The equipment is for the applicant’s use only and is intended to remain with the applicant for use in the work environment.

A release form must be completed by the applicant once they are in receipt of the aids or equipment.

Part H - Legal position of Access to Work

The Access to Work Grant is a one-year pilot and as such, the terms of the fund can be amended or withdrawn without notice at the discretion of the Minister for Social Security.

The Minister therefore reserves the right to:

restrict or refuse applications
request additional evidence from applicants
request additional evidence from an applicant’s employer
recover equipment incorrectly claimed for by the applicant or not used in the current workplace
use Social Security contributions data and benefit data to verify an applicant’s specific disability or health issue

There is no right of appeal.

Part I - Examples of equipment that could be applied for through the Access to Work grant (not exhaustive)

Example of condition	Example of aids or equipment that could be applied for through the Access to Work grant
Deaf or hard of hearing	Hearing enhancement equipment such as amplified telephones and mobiles and conversation amplifiers
Blind or visual impairment	Visual Impairment Screen Reader
Physical disabilities and mobility issues, including circulatory or degenerative conditions	Footrests Leg rests/Footstools Adjustable toilet frame with seat Portable ramps Specialised seating Height adjustable desk
Physical disabilities in the form of Repetitive Strain Injury (RSI) / Muscular Skeletal Disorders (MSD), including: Tendinitis Carpel Tunnel Syndrome Tenosynovitis Golfer’s Elbow (Medical Epicondylitis) Tennis Elbow (Lateral Epicondylitis)	Ergonomic keyboards Ergonomic mice Ergonomic footrests Mouse mats / Wrist supports Footstools/Footrests/Leg rests
Sensory impairment including macular degeneration	Reading aids such as magnifiers Telephones (large dial) Writing equipment (raised line paper) Computer equipment, including keyboards with large keys and braille keyboards Screens and software