Why Disability Accommodation Is Essential in Workplace Investigations

It’s news to no one that a good workplace investigation is one that’s fair and equitable. But making this happen in reality can be a little trickier than one may expect, especially as workplaces grow in diversity and complexity. Disability accommodations are among the more nuanced aspects of this evolving challenge, frequently addressed too late or with a one-size-fits-all approach that falls short.

Whilst overseeing workplace investigations can be a routine part of an employer’s responsibilities, this is not the case for regular employees. Being involved in an investigation can be a very stressful experience, and for those with disabilities, this stress can be amplified by structural barriers, inaccessible communication styles, or rigid processes. This has concerning implications for investigative integrity because making sure that people with disabilities can meaningfully participate in a workplace investigation is fundamental to procedural fairness. Whether that person is a complainant, respondent, or witness, their ability to engage with the process shouldn’t be compromised by a lack of support or understanding. 

Failing to accommodate disability needs not only risks non-compliance with anti-discrimination laws but also undermines the credibility of the investigation itself. If someone isn’t able to fully present their perspective due to an unacknowledged disability, can its outcome truly be considered fair and just?

Keep in mind that there can be stigma around accommodations in general, which can make seeking them out an even more daunting prospect. The fear of being perceived as receiving special treatment or unfair advantages can deter those who genuinely need support and impact their ability to aid the investigation to the best of their ability.

Being mindful about the language you use regarding disability accommodations, whether in your policies or when verbally discussing them with parties involved in an investigation, can help counter this. For example, it’s good to be clear about their purpose – that they exist not to offer special treatment but as necessary measures that level the playing field so everyone is treated equitably and with dignity and respect.

Guidelines for Disability Accommodations 

So, how exactly do you try and make sure you’re accounting for any disabilities in a given investigation? Whilst there isn’t any set path, we’ve compiled a few important points for you to remember when figuring out your approach.

• Training Investigators on Disability Awareness

Training may be an obvious answer, but it’s an essential one. The people you entrust your workplace investigations to need to be equipped not just with procedural knowledge but with the awareness and sensitivity required to respond to disability-related needs. The goals of the training should not be to have investigators who are experts on disabilities – that would be impractical (not to mention it’s unrealistic to expect someone to know the ins and outs of every possible disability).

Rather, the goal should be to ensure they can recognise when and what accommodations might be needed and make the decisions needed to ensure a fair and accessible process for everyone involved. Covering the broad spectrum of disabilities (visible and invisible) will still be valuable, but alongside this, training should also cover unconscious bias, inclusive communication techniques, and the legal obligations surrounding accommodations.

• Early Disclosure of Support Needs

At the onset of an investigation, try and have an avenue through which an involved party is able to inform you of any potential accommodations they may need. This could be as simple as asking them upfront about what additional support they may need, it could be included within any paperwork they have to fill out or via digital communication. Doing so will not only demonstrate that you care about the issue but also normalise the conversation early on so individuals feel more comfortable speaking up without fear of judgment. If you only find out about a particular accommodation an employee requires in the middle of the case, it can be harder to actually make it happen.

For example, if an employee requires visual aids or an interpreter, arranging this at the last minute can cause delays and unnecessary complications that could have been avoided by identifying their needs early on. Asking the employee directly is useful even in cases where you are aware of their disability, because they will be able to provide the best guidance on what accommodations they need – after all, two people with the same disability may not need the same type or level of support. 

• Disability Accommodation Policy

When it comes to your workplace investigation policy, it’s understandably not very practical to list every potential accommodation and try to stick to it rigidly (especially considering that the very nature of disability accommodations calls for flexibility and individualisation). However, this doesn’t mean that your investigation policy should be silent on the matter. Including a clear statement of support that affirms that all reasonable accommodation needs will be considered should go a long way in setting expectations, building trust, and signalling a genuine commitment to equity and inclusion.

Examples like those provided above can be included to help employees understand what is meant by ‘reasonable accommodations’ and to give them a clearer idea of the types of support they can expect. The statement doesn’t have to be exhaustive; in fact, keeping it simple will ultimately allow for greater flexibility so you can make adjustments on a case-by-case basis. You may also want to include a non-retaliation clause in the policy to make it clear that requesting an accommodation will not result in any negative consequences.

What Can Disability Accommodations Look Like?

We’ve discussed the idea of disability accommodations generally, but what does it look like in practice? As we’ve mentioned above, accommodations are about flexibility, so what you choose to do depends on the specific needs of the individual, the nature of the investigation, and the context in which it’s being conducted. There’s truly no one-size-fits-all solution, and whilst that may seem tricky to work with in the beginning, you’ll find it can also be its strength. Rather than relying on rigid procedures, a human-centred approach builds trust and ensures opportunities for everyone to participate fully. Remember the goal isn’t to make things more complicated — it’s to make them more accessible, and in doing so, more fair.

That being said, there are some popular forms of disability accommodations we can look to that help illustrate what disability accommodations can look like in actual investigations.

Examples of Disability Accommodations in Practice

Some useful examples of disability accommodations include:

• Ensuring that meeting spaces are accessible to all participants. This includes:
  • Ramps, elevators, and wide doorways
  • Accessible restrooms
  • Clear signage and pathways
  • Adjustable seating if needed
• Providing communication support tools or services to help employees share and understand information. Examples include:
  • Printed documents or visual aids instead of on-screen materials
  • High-contrast printed documents for those with visual impairments
  • A screen reader or Braille device
  • Interpreters, live captioning, or note-takers
• Offering remote participation options for those who experience mobility challenges or anxiety in unfamiliar environments. For example:
  • Video or phone interviews
  • Online submission of statements
  • Hybrid formats if multiple parties are involved
• Allowing scheduling flexibility to support equitable participation, with adjustments such as:
  • A shorter or longer interview
  • Opportunities for breaks to account for fatigue, mental health needs, etc.
  • Offering a range of times and dates to choose from
• Allowing a support person to accompany the interviewee
  • Permit the presence of a support person such as a carer, advocate, or trusted colleague
  • Clearly outline their role and limitations (e.g., silent support, assistance with communication)

How Polonious Can Help

Building an accessible, fair, and compliant workplace investigation process doesn’t happen by accident — it requires thoughtful systems, consistent processes, and the right tools to support every step.

Polonious offers an end-to-end case management solution designed specifically to streamline and strengthen workplace investigations. With powerful automation, secure data handling, and flexible workflows, Polonious helps organisations stay on track while maintaining transparency, accountability, and confidentiality.

Here’s how Polonious can support your disability accommodation efforts:

• Customisable workflows to integrate steps for identifying and managing disability-related accommodations
• Confidential documentation and tracking of support needs and adjustments
• Automated communication tools that allow for inclusive engagement across multiple formats
• Audit-ready records that demonstrate compliance with anti-discrimination and procedural fairness requirements

Whether you’re handling a complex case or simply want to improve the accessibility of your investigation processes, we provide the structure and flexibility to do it right. Schedule a demo of Polonious today and experience the difference for yourself!