Accommodating an injury or disability is getting easier – and cheaper – especially when compared to the alternative
The hiring, retention or accommodation of employees who have been injured or who develop a disability need not be expensive or difficult. Compared to the cost of training another employee to the same level of expertise, not to mention the costs of fighting a potential human rights complaint, accommodation can be a bargain.
According to the Job Accommodation Network, a service of the United States Department of Labor’s Office of Disability Employment Policy, most accommodations cost less than $600 US and take only a few weeks to implement. Most workplace accommodations fall into one of two categories — environmental and technological — and often a combination of both is necessary.
No matter what type of accommodation is implemented, it is important to remember each individual is unique and each accommodation should be customized to personal, environmental and social circumstances. Additionally, what changes may be necessary for an employee with identified needs may also be beneficial for those with unidentified problems and could prevent some common repetitive injuries.
Environmental modifications
Environmental modifications address the employees’ physical environment, and may range from simply changing the back height of an office chair to constructing a wheelchair ramp. For all employees it is critical to have a properly designed workstation. Key components include a chair that is fully adjustable, an adjustable keyboard tray, an adjustable height monitor and a spacious work desk. Lighting (electric and natural), accessible storage (filing systems that are within easy reach) and noise levels are other environmental factors that should be taken into consideration.
An adjustable chair should provide good lumbar support for its user. Other critical features include adjustable height and tilt, armrest height and width and a five-point base with easy-moving casters. A keyboard tray should be adjustable in both height and tilt, and have enough room for the mouse or alternative pointing device. The desk should be roomy enough so the telephone can be placed within easy reach and the monitor can be placed directly in front of the user. Some employees may need extra light while others may be light sensitive. Light can be controlled by blinds or by the position of the equipment — placing a monitor at 90 degrees to a light source, for example, will reduce glare. Removing overhead fluorescent lamps or adding extra task lighting can help employees with light sensitivities.
Technology modifications
Technology modifications can solve a variety of problems and help employees return or remain in the workplace. Basic modifications to the display and keyboard settings through the operating system’s built-in accessibility options may be adequate to eliminate accidentally repeated keystrokes or enlarge the font size on the display to accommodate for aging vision. However, when the built-in features are inadequate, specialized technology may be required. The following are some examples.
Closed-circuit televisions (CCTVs): For print material or hand-written notes, CCTVs provide enhanced levels of magnification — up to 50 times — allowing the employee to read hard-copy material that comes to their desks. “Pocket-sized” models may be beneficial when the employee is working away from her desk, such as reading an agenda at a meeting or looking at file labels at a central file drawer.
Optical character recognition software (OCR): OCR products permit the user to scan a document into her computer, then manipulate the font size and colour contrast to maximize its readability. A user can also have the document be read aloud with the computer’s synthesized speech. OCR software is particularly useful if the user has to read copious amounts of written material as it may reduce eye fatigue. With all speech products, including OCR software, headphones are a useful accessory to maintain the confidentiality of the employee’s work.
Screen magnification software: For accessing electronic material such as word processing, the Internet or e-mail, employees with low-vision may benefit from screen magnification software that enhances the computers visual display as well as reading some of the text aloud. Magnification begins at 1.25 times the standard font size and is available in some programs up to 36 times.
Screen reading: Where screen magnification software focuses on modifying the visual display, screen reading software converts all available text to synthesized speech so the user can hear rather than see the screen. Screen readers can speak all dialogue boxes, menu items and text-based content in applications. If a client is both visually and hearing impaired the same software can output to a refreshable braille display so the individual can read the equivalent content in braille.
Alternative keyboards and mice: Pointing devices and keyboards are also easily modified. The common mouse can be easily replaced with a trackball. Trackballs come in a variety of sizes and shapes, to accommodate varying motor control and ergonomic needs. Trackballs can be operated with either hand and require very little if any arm movement to manipulate the onscreen pointer. Other pointing devices include joysticks, foot- or head-controlled mice and sip-and-puff controls for users with little or no function of the hand or upper extremities.
Keyboards also come in a variety of sizes and shapes. Keyboards can be smaller or larger than the standard design. A keyboard can have keys that are light-touch and a guard can be placed over the keys to help clients with motor difficulties isolate the key they need to strike. Keyboards can have the keys placed in a more ergonomic layout than the traditional three-row QWERTY arrangement.
Voice recognition: Voice recognition software is another option that can replace the pointing device completely, but generally works best in tandem with some sort of physical input strategy. Voice recognition software can be used in conjunction with most commonly available commercial software and will work with some proprietary software as well.
Personal digital assistant: A personal digital assistant (PDA) can enable employees to organize their time and keep their schedule with them at all times. Alarms can be set hours, days or weeks in advance to remind the user of a planned event or deadline. Such technology can be helpful if an individual experiences memory problems.
Communication devices: Extra large keypads and telephone amplifiers (either added on or built into newer phone models) may enhance both physical and sensory access to telephone equipment. However, for individuals with severe hearing loss, or those who are deaf, alternatives to traditional phones such as TTY (text telephone) devices or cellular phones/PDAs with text-messaging services are required for successful communication.
Assistive listening devices or personal amplification systems: Assistive listening devices enhance the sounds in the individual’s environment. For individuals who are deaf and require alerts to environmental sounds, such as a phone ring or an emergency alarm, there are alert systems that provide either a visual cue or vibrations to notify the individual.
If an employee is experiencing difficulties at work or is returning to work after an illness or acquiring an impairment, a thorough workplace assessment can provide the tools to permit a smooth transition back to work for valued team members. Workplace accommodations can be inexpensive and easy to implement, especially when the cost of finding and training a replacement is taken into account.
Laurie McArthur and Lynne Race-Head are occupational therapists specializing in adaptive technology consultation at the Adaptive Technology Resource Centre of the University of Toronto. They may be reached at atrc.utoronto.ca or (416) 978-0734.
According to the Job Accommodation Network, a service of the United States Department of Labor’s Office of Disability Employment Policy, most accommodations cost less than $600 US and take only a few weeks to implement. Most workplace accommodations fall into one of two categories — environmental and technological — and often a combination of both is necessary.
No matter what type of accommodation is implemented, it is important to remember each individual is unique and each accommodation should be customized to personal, environmental and social circumstances. Additionally, what changes may be necessary for an employee with identified needs may also be beneficial for those with unidentified problems and could prevent some common repetitive injuries.
Environmental modifications
Environmental modifications address the employees’ physical environment, and may range from simply changing the back height of an office chair to constructing a wheelchair ramp. For all employees it is critical to have a properly designed workstation. Key components include a chair that is fully adjustable, an adjustable keyboard tray, an adjustable height monitor and a spacious work desk. Lighting (electric and natural), accessible storage (filing systems that are within easy reach) and noise levels are other environmental factors that should be taken into consideration.
An adjustable chair should provide good lumbar support for its user. Other critical features include adjustable height and tilt, armrest height and width and a five-point base with easy-moving casters. A keyboard tray should be adjustable in both height and tilt, and have enough room for the mouse or alternative pointing device. The desk should be roomy enough so the telephone can be placed within easy reach and the monitor can be placed directly in front of the user. Some employees may need extra light while others may be light sensitive. Light can be controlled by blinds or by the position of the equipment — placing a monitor at 90 degrees to a light source, for example, will reduce glare. Removing overhead fluorescent lamps or adding extra task lighting can help employees with light sensitivities.
Technology modifications
Technology modifications can solve a variety of problems and help employees return or remain in the workplace. Basic modifications to the display and keyboard settings through the operating system’s built-in accessibility options may be adequate to eliminate accidentally repeated keystrokes or enlarge the font size on the display to accommodate for aging vision. However, when the built-in features are inadequate, specialized technology may be required. The following are some examples.
Closed-circuit televisions (CCTVs): For print material or hand-written notes, CCTVs provide enhanced levels of magnification — up to 50 times — allowing the employee to read hard-copy material that comes to their desks. “Pocket-sized” models may be beneficial when the employee is working away from her desk, such as reading an agenda at a meeting or looking at file labels at a central file drawer.
Optical character recognition software (OCR): OCR products permit the user to scan a document into her computer, then manipulate the font size and colour contrast to maximize its readability. A user can also have the document be read aloud with the computer’s synthesized speech. OCR software is particularly useful if the user has to read copious amounts of written material as it may reduce eye fatigue. With all speech products, including OCR software, headphones are a useful accessory to maintain the confidentiality of the employee’s work.
Screen magnification software: For accessing electronic material such as word processing, the Internet or e-mail, employees with low-vision may benefit from screen magnification software that enhances the computers visual display as well as reading some of the text aloud. Magnification begins at 1.25 times the standard font size and is available in some programs up to 36 times.
Screen reading: Where screen magnification software focuses on modifying the visual display, screen reading software converts all available text to synthesized speech so the user can hear rather than see the screen. Screen readers can speak all dialogue boxes, menu items and text-based content in applications. If a client is both visually and hearing impaired the same software can output to a refreshable braille display so the individual can read the equivalent content in braille.
Alternative keyboards and mice: Pointing devices and keyboards are also easily modified. The common mouse can be easily replaced with a trackball. Trackballs come in a variety of sizes and shapes, to accommodate varying motor control and ergonomic needs. Trackballs can be operated with either hand and require very little if any arm movement to manipulate the onscreen pointer. Other pointing devices include joysticks, foot- or head-controlled mice and sip-and-puff controls for users with little or no function of the hand or upper extremities.
Keyboards also come in a variety of sizes and shapes. Keyboards can be smaller or larger than the standard design. A keyboard can have keys that are light-touch and a guard can be placed over the keys to help clients with motor difficulties isolate the key they need to strike. Keyboards can have the keys placed in a more ergonomic layout than the traditional three-row QWERTY arrangement.
Voice recognition: Voice recognition software is another option that can replace the pointing device completely, but generally works best in tandem with some sort of physical input strategy. Voice recognition software can be used in conjunction with most commonly available commercial software and will work with some proprietary software as well.
Personal digital assistant: A personal digital assistant (PDA) can enable employees to organize their time and keep their schedule with them at all times. Alarms can be set hours, days or weeks in advance to remind the user of a planned event or deadline. Such technology can be helpful if an individual experiences memory problems.
Communication devices: Extra large keypads and telephone amplifiers (either added on or built into newer phone models) may enhance both physical and sensory access to telephone equipment. However, for individuals with severe hearing loss, or those who are deaf, alternatives to traditional phones such as TTY (text telephone) devices or cellular phones/PDAs with text-messaging services are required for successful communication.
Assistive listening devices or personal amplification systems: Assistive listening devices enhance the sounds in the individual’s environment. For individuals who are deaf and require alerts to environmental sounds, such as a phone ring or an emergency alarm, there are alert systems that provide either a visual cue or vibrations to notify the individual.
If an employee is experiencing difficulties at work or is returning to work after an illness or acquiring an impairment, a thorough workplace assessment can provide the tools to permit a smooth transition back to work for valued team members. Workplace accommodations can be inexpensive and easy to implement, especially when the cost of finding and training a replacement is taken into account.
Laurie McArthur and Lynne Race-Head are occupational therapists specializing in adaptive technology consultation at the Adaptive Technology Resource Centre of the University of Toronto. They may be reached at atrc.utoronto.ca or (416) 978-0734.
