Specific guidance 3: Guidance for employers

Last reviewed: November 2024

Introduction

In the UK, there are around 84,500 registered blind and partially sighted people of working age. However, according to RNIB research, only one in four of these is in employment.

Clearly, employers’ existing recruitment and retention practices are not encouraging people with sight loss to join and remain in the workforce. The resources in this section provide guidance for employers to help them attract and hire employees with sight loss and support them to stay in work. We also discuss the significance of sight loss and communication in an employment setting.

Employing people with sight loss can be hugely beneficial. Paul Arnold, ICO Deputy Chief Executive, has written an article about the strengths he brings to his role as someone with sight loss. Read it on Gov.uk.

Advice for employers

We asked our panel of people with sight loss what advice they have for employers of people with sight loss.

Recruitment

The recruitment process can potentially discriminate against a person with sight loss at various stages. Below are some measures that can be taken to reduce the risk of losing a potentially ideal candidate.

Job design and job descriptions

• Think about what you are trying to achieve with a job role and consider whether you could change certain aspects of it to make it more possible for a disabled person (including someone with sight loss) to perform this role. For more information, see our resource ‘Inclusive job design’.
• Be specific about what skills are needed and what the job involves.
• Consider if the tasks can be completed in different ways. Be clear about what is genuinely essential for the job. For more information, see our resource ‘Essential and desirable criteria’.
• Be prepared to provide job recruitment information in alternative formats and accept completed application forms in alternative formats too. Appreciate that a written application may have been completed with support.

There is no requirement to alter the fundamental nature of a job so that a candidate with sight loss can do it. In certain circumstances, it may be that anyone with sight loss would be unable to perform the job – for example, if the role requires someone to drive a vehicle such as a forklift truck. However, in most cases, an inclusively designed job and the right adjustments would allow someone with sight loss to perform the job. Access to Work can usually advise and provide funding for adjustments.

Advertising the role and application forms

• Use positive language such as “we welcome disabled applicants”.
• Advertise your participation in schemes to improve disability inclusion in recruitment. For example, RNIB’s Visibly Better Employer quality standard and the UK Government’s Disability Confident scheme.
• Explain in detail what the recruitment process involves – for example, how many interviews will there be? Will there be tests, and if so, what will they involve and how long will they be? Will there be any practical tasks? Letting applicants know what is involved allows disabled applicants to know more accurately what adjustments they might need.
• Invite applicants to ask for adjustments to the recruitment process. Include examples – for a person with sight loss, that might include providing materials in alternative formats that are accessible to them, or providing a water bowl for a guide dog.
• Consider the formats you are using to advertise the job – are they accessible to screen readers, for example?
• Make sure that any application forms you use are designed in an inclusive way – for example, using at least a 12pt sans serif font, appropriate colour contrast, and making sure they are screen reader accessible. See our Inclusive Communication Toolkit for more information.
• Highlight that you are willing to provide information and accept applications in an alternative format. Give contact details for people to request this.

Interviews

• Ask if the individual requires any adjustments before the interview. Explain how the interview will be run and what will happen.
• Sight loss is not always immediately apparent – but interviewers can react negatively to candidates whose body language doesn’t meet their expectations, such as making enough eye contact. If you know an applicant has sight loss, ask if you can share this with the rest of the panel before the interview so other interviewers don’t misinterpret their body language. Do not share this information without explicit permission from the candidate.
• Ensure applicants know how to arrive – include information such as nearby public transport options, which door to use, and where to go and who to ask for when they arrive. Ensure receptionists know that the individual may need extra assistance when arriving. This may include guiding, orientation to find the toilets, for example.
• It may be helpful to have the interviews in a room on the ground floor to enable easy emergency evacuation from an unfamiliar building.
• If the interviews are held remotely, tell applicants in advance what platforms you will be using and what the interview will involve. This gives them the opportunity to ask for adjustments – for example, they may find it easier to use a different platform for the interview, or they may need you to send any presentations or other documents in advance, as screen readers may not read information shared over video conferencing software. See our ‘User’s guide to video conferencing apps’ for more information about the accessibility of different platforms.
• Introduce yourself and others with you when you first meet them. Announce your arrival as they may not notice you first. Offer to let them take your elbow if you are taking them to another location, such as an interview room.
• Ask where they would like to sit. This can be important for being able to see the panel.
• If tests or presentations are part of the interview, ensure that adjustments are made if required. This may mean letting them use any assistive software or equipment they would need to use to complete the job.
• If the interview includes any online assessments such as psychometric tests, extra time may be required. It is also important to check the accessibility with any assistive software beforehand.

More information

Our Recruitment Toolkit has more advice about disability inclusion in recruitment.

Contact our Advice Service for tailored guidance about recruiting people with sight loss.

Workplace adjustments

In order to support employees with sight loss, employers may need to make adjustments to the way employees work. In the UK, employers are required under the Equality Act 2010 (or the Disability Discrimination Act 1995 in Northern Ireland) to make adjustments that are ‘reasonable’ – many other countries have similar legislation.

Most adjustments do not cost much in financial terms and are usually easy to implement. A US survey found that a majority of adjustments (56 per cent) cost nothing at all. When you consider the cost of replacing employees who leave due to a failure to make adjustments, making adjustments is likely to save you money.

What adjustments do employees with sight loss need?

In short, it depends. The right adjustment to make in any particular case will depend on the individual and their needs, their role and the organisation.

Many people with sight loss will know what adjustments they need – although if they are new to a role, they may need help identifying what would work best in that specific role. In general, people with sight loss are likely to be experts in their condition and must be involved in decisions about what adjustments are put in place to support them at work.

Common adjustments for employees with sight loss include:

• Assistive technology – this could be software (such as screen reader software) or hardware (such as an electronic magnifier).
• Providing additional space for assistive hardware such as desktop magnifiers.
• Allow them to take frequent screen breaks if required.
• Providing secure lockers for additional equipment to be locked away when not in use.
• Making changes to the working environment – for example, adjusting lighting levels or ensuring that walkways are clear of clutter.
• Preparing the workplace for an employee to bring in an assistance or guide dog – for example, by arranging for them to work further away from colleagues with allergies and setting out a water bowl.
• Reassigning some duties to other employees.
• Redeploying the employee to another role if there are no adjustments that would allow them to remain in their current role.

There are also agencies which can help identify possible adjustments and help with funding. An example of this is Access to Work, which carries out workplace assessments and can provide funding for adjustments. See our resource ‘Access to Work’ for more information.

Training

Most employers will require their employees to complete various in-house training sessions, including inductions, security, safety, and courses related to their role.

To ensure that a person with sight loss gets the most benefit from any training course, their needs should be discussed with them, and any adjustments made before the training. These may include sending the documentation ahead of time so they can access it digitally or for any tests to be carried out verbally instead of handwritten.

Awareness training courses for staff teams or organisations are available and may be helpful. These are often provided by specialist organisations that specialise in sight loss. In addition, the individual may wish to talk to their team about their experience.

Guide dogs and mobility aids

Many people with sight loss will use a mobility aid such as a white cane. They will need somewhere beside their desk to store it.

Some may also have a guide dog which they will bring to work. The dog will need a ‘dog station’ for its food and water bowls. It will also need somewhere to rest beside the person’s desk. An area outside for dog walking and toileting purposes is also required, as well as permitting the employee appropriate breaks to take the dog for walks and toileting.

It may be necessary to consider the needs of other people. For example, there may be colleagues with severe dog allergies. A suitable outcome for everyone can usually be found through discussion with all relevant parties. Business Disability Forum Members and Partners can contact our Advice Service for advice on how to approach specific situations like this.

Employees should be offered training on guide dog etiquette and the rules concerning assistance dogs in the workplace.

Guide Dogs has advice on welcoming guide dogs in the workplace on their website.

Confidence as a barrier

For some people with sight loss, the biggest barrier they face at work is a lack of self-confidence – they don’t feel that they can do their job. Employers can help to remove this barrier by arranging for mentoring or counselling. Employee resource groups or networks could also provide support for employees struggling with confidence.

Managers should be aware of this, and be on the look out for signs that an employee with sight loss may be struggling with self-confidence. For example, an employee may be turning down work or asking for more help than expected.

Adjustments leave

Employees may need time off to get used to adjustments. For example, they may need time off to retrain with a new guide dog, or if they are waiting for adjustments to be implemented that they can’t do their job without.

Make sure employees receive this leave when they need it. Adjustments leave should be counted separately from annual leave and other types of leave, and should not come out of an employee’s annual leave entitlement.

The physical environment

There can be various points to consider when checking that your premises are welcoming places for employees with sight loss.

What to consider

• Access to and from your premises – this is especially important if it is not in a central area. Are there sufficient public transport systems that employees who cannot drive due to their disability could use? If not, make sure this is a consideration the next time the workplace is moved. It may also be a reasonable adjustment to redeploy the employee to another, more accessible location or to let them work from home. Access to Work may be able to assist with travel costs where there are no sufficient public transport links.
• Buzzers and entry systems – are they easy to see and use?
• Signage – large, clear signage with matte finishes reducing glare.
• Install NaviLens tags which enable people with sight loss to navigate using their smartphones.
• Security swipe card barriers – are they always manned? Is there an ‘accessible’ one that is wider and suitable for guide dogs?
• Lifts – provide a system that audibly announces the floor number in addition to any visual signals.
• Décor – colour contrasts on walls, carpets, and columns can be helpful.
• Kitchen areas – are they accessible? Consider how employees with sight loss would use a communal fridge and other appliances. Consider alternatives that a person with sight loss could use more easily, such as a talking microwave.
• Lighting – does the lighting type and level suit the individual? Low lighting levels can make it harder for a person with limited vision to see clearly.
• Housekeeping – for example, keep areas free from trip hazards and ensure drawers are kept closed.
• Equipment – for example, are the printers and photocopier action panels accessible?
• Stairs – ensure they have colour contrast so employees with limited vision can discern the steps and handrails. Tactile strips at the top of handrails can also be helpful.
• Toilets – if they are gender specific, is it easy to tell which is which?

Assessing all of the above and making them accessible and inclusive may seem daunting. However, there are specialists who can help you assess your premises, in addition to your facilities staff and existing staff.

See our ‘Premises accessibility checklist’ to see how accessible your premises are, and to get tips on how to improve.

Safety

Employers have a duty of care to ensure the safety of everyone who works for them, visits their premises or uses their products or services. Most of the time, this is relatively straightforward. However, it may be that some additional measures are put in place for the person with sight loss, such as a personal emergency evacuation plan (PEEP).

Our resource ‘Emergency evacuation plans – PEEPs and GEEPs’ has more information.

Occupational Health

Occupational Health is a vital part of an employer’s duty to protect the health, safety and wellbeing of its employees. It focuses on how work can affect a person’s health and well-being and how a person’s health can impact their work.

Does OH need to see an employee with sight loss?

OH does not need to see every employee who has sight loss automatically. If their sight loss does not affect their medical fitness to carry out their role and does not pose health and safety risks, you may not need to involve OH. However, if the employee’s ability to perform the functions of their job competently and safety is affected by their sight loss, it is important to involve OH.

Example – Jo

Jo is starting in a new company in a desk-based role as an accountant. In her case, her employer should be able to implement any adjustments she needs without any input from OH. Her sight loss will not affect her medical fitness to carry out the role, and her role should not impact her health.

Why might OH need to be involved?

If Jo’s role required her to operate equipment such as a crane, and she starts to lose her sight, OH should be involved as soon as possible so that they can:

• Refer Jo for further assessment and treatment if this has not already been done.
• Advise Jo on where she can get support and additional information.
• Restrict her duties, if necessary, following health and safety and any legal requirements. These may be temporary or permanent and will depend upon her unique situation.
• Write to her manager (with her consent) about any adjustments that may be helpful and necessary both immediately and in the longer term. Any report should advise on what Jo can still do, not just what she may not be able to do.
• Request reports from specialists if necessary. These can help determine the duration of any restrictions, advise on any specific adjustments, and give information on diagnosis and prognosis. This can take several weeks.

OH may be responsible for identifying a person with potential sight loss through fitness for work medicals or during a consultation for another reason. They may also be the first people an individual confides in about their fears or diagnosis.

Example – Jim

Jim has been referred to OH. During the consultation, he mentions some symptoms he is experiencing, some of which relate to his vision. He has not mentioned this to anyone else as he thinks he is tired, and the symptoms are minor and unimportant. After further investigation and discussion, OH may refer Jim to his optometrist and GP as they suspect his symptoms may be related to an undiagnosed health condition such as diabetes or a neurological disease. The earlier he gets treatment, the better.

As with Jo, they may wish to advise Jim about where to get support and inform his manager about any necessary restrictions and adjustments. They will usually request another appointment to review these.

Further information

• Our Occupational Health Toolkit has more information about the role OH services can play.
• Our Advice Service can advise about what to do in specific circumstances.

Communication – Employees with sight loss

This section contains guidance for employers about what barriers employees with sight loss can face when it comes to communication. We include tips about how to remove and reduce these barriers, and how to rethink the ways you communicate with employees so you can be more inclusive.

Language and behaviours

We communicate in many different ways. These mainly fall into two categories:

• verbal – such as oral and written communication
• non-verbal – such as gestures, stance, visual and tactile communication.

How successful our attempts to communicate will depend on our methods, the preferences of the person we are communicating with, timing, intentions, tone, and our words and gestures.

How we communicate becomes more important for people with sight loss as they may not have access to all the same visual cues as sighted people.

Removing the barriers

When communicating with someone who has sight loss, consider the barriers to communicating effectively there might be if you don’t take their sight loss into consideration.

Tips for removing these barriers:

• Introduce yourself and what your role is. Next, introduce anyone else who is with you. This will help the person build up a picture of everyone who is present and where they are.
• Your verbal and non-verbal language can positively or negatively impact the person you are communicating with. This includes spoken and written language.
• Think about the words and expressions you use – are they outdated, unnecessarily negative or blaming?
• Asking an individual if there is anything that may be affecting their experience of sight loss, or asking them to describe what helps, may make it easier for them to raise concerns.
• Listen to the language the person with sight loss uses to describe themselves and follow their lead. If you don’t understand a term or feel uncomfortable about some of it, ask them about it.
• Some people with sight loss may prefer ‘person first’ language – a ‘person with sight loss’ – rather than ‘blind’ or ‘visually-impaired person’. If you are unsure what the person prefers, use ‘person first’ initially. Ask the person what they prefer.
• Always look at the person with sight loss when talking to them. Do not talk to their dog or a support worker or companion they have with them.
• Pointing and hand gestures may not be helpful as the person may not have enough useful sight to see them. Also, where you stand may make the difference between being seen or not. For example, someone who uses their peripheral vision to see may prefer to stand at an angle to see you.
• Speak and ask people as you approach them. Introduce yourself and tell them what you want/are going to do. You do not want to frighten them.
• Ask if they need your help – don’t assume. Instead, listen to what they would like you to do and how.

Ask, don’t assume

Each person is unique, and so is their experience with sight loss. This was a key message from the focus group. Asking a person if they need assistance and what help they need can promote trust on both sides. It also means that the person with sight loss can access what they need, if they need anything at all.

Don’t assume that because someone has sight loss, they will not want to be involved in visual activities such as going to the cinema or team-building events. Ask them.

Finally, do not assume that a person with sight loss cannot do a specific task or role. They may have a unique way of carrying out a task that works very well. For example, by not driving to a meeting at different premises, they have time to prepare for it by listening to relevant documents while travelling on public transport.

Methods of communication and information

Employees with sight loss will have preferred methods of communication, and they will know which methods work for them. Ensure your organisation allows employees to use their preferred methods of communication wherever possible.

The available options will depend on the workplace and the nature of their work. For example, someone with sight loss may prefer phone calls to video calls.

For written communication, make sure you are prepared to provide materials in alternative formats. An employee with sight loss may need it in large print, in a digital format or an audio format in order to access it.

Employees with sight loss may want to record essential information on their phones. Having various options may also help other people, such as those who do not have English as a first language or have other health conditions or disabilities.

Further information and support

Access to Work

Access to Work is a UK Government initiative that aims to support people with disabilities get jobs and stay in work. It does this by providing employers with grants for specific support for a named disabled employee or candidate. Access to Work does not arrange or supply the support directly.

Access to Work also conducts workplace assessments as part of this process, to work out what barriers the employee or candidate is facing and what will help address them.

Access to Work also offers a Mental Health Support Service.

Contact Access to Work

In England, Scotland and Wales, applications can be made online through the Government’s website: gov.uk/access-to-work/apply.

The individual can also apply through Jobcentre Plus:

• Telephone: 0800 121 7479
• Textphone: 0800 121 7579

Applicants in Northern Ireland should visit NI Direct’s website for more information: nidirect.gov.uk/articles/access-work-practical-help-work.

RNIB

The Royal National Institute of Blind People (RNIB) is a sight loss charity in the UK that provides support and guidance about sight loss to individuals and employers.

They can provide support such as:

• Visibly Better Employer quality standard
•  eLearning programme: Understanding Sight Loss for employers and work colleagues
• Looking for work
• Eye Care Liaison Officers (ECLOs)

Contact:

• Website: rnib.org.uk
• Helpline: 0303 123 9999

Charities for specific conditions

Some organisations can provide advice about specific sight loss-related conditions.

Macular Society

• Website: macularsociety.org
• Advice line: 0300 3030 111.

Diabetes UK

• Website: diabetes.org.uk
• Telephone: 0345 123 2399.

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Disclaimer: The Sight Loss Toolkit has been commissioned and funded by Roche Products Ltd.

Material Number (M-GB-00018540)

Date of preparation: November 2024