Last reviewed: 22 June 2022
- Standardised application forms can discriminate against disabled people if not designed in an inclusive and flexible way.
- You may need to make adjustments to forms, including not using the form at all for some disabled applicants, so plan ahead so you are ready to provide necessary adjustments.
- You might be able to gather the same information in a different way, so consider letting applicants send you alternatives, such as a CV and cover letter, presentations, and short videos.
Using standardised application forms
Employers should make sure that any standardised application form gives you the flexibility to assess the experience, skills and knowledge of all applicants. Poorly designed forms don’t allow applicants to demonstrate non-traditional experience or qualifications, and they can penalise applicants with gaps in their employment history.
While some disabled people may have had less formal education and spent time out of work for rehabilitation, they may well have other experience and skills to bring to the workplace. It could be discriminatory to privilege the skills and experiences that non-disabled candidates are more likely to have.
If you do use application forms:
- Avoid making application and online registration forms overly long and complicated, as this makes it difficult for some people to apply and may disadvantage disabled people who take longer to fill in
- If you are unable to change complex forms, help people to complete them (for example, by providing guidance on how to complete them) and be innovative in offering ways of getting round the barriers they represent.
- Prepare alternative formats of application forms – for example, large print, braille, easy-read and on different coloured paper.
- Ensure every question is relevant to the position. Clearly mark which information is mandatory and which optional.
- If you use standard application forms that request information which may not be relevant to a specific position, ensure this information does not influence any decision to offer an interview or employment.
- In addition, state that it is a standard form and make it clear you will only take into account those questions which are relevant to the particular position.
- Allow space for the applicant to give details of experience they have gained outside the workplace.
- Use simple, straightforward language. This will help everyone, especially those with neurodiverse conditions, learning disabilities and those who have English as a second language. For advice about inclusive language, see our resource ‘Using plain English and writing in an accessible way’.
- Ensure any online recruitment process is accessible to disabled candidates.
- Ensure applicants can see what the application form involves before they begin and what information they will need to provide. For example, do they need to provide references in the form? Will they need to include passport information?
- If possible, give an estimate of how long the form will take to complete.
- Allow applicants to print off the form to help them prepare their answers.
- For online application forms, allow applicants to save the form and return to it later. Make sure the form is designed with an ‘autosave’ function, so that it saves the details automatically. This prevents applications getting lost if the page times out or refreshes, or the applicant experiences technical problems before they have been able to save their answers.
Adjustments
Employers should be ready to make adjustments to the recruitment process to remove barriers faced by disabled applicants. This is best practice – it allows you to assess disabled applicants more fairly – and also a legal duty in the UK under the Equality Act 2010. Employers have a legal duty to make ‘reasonable’ adjustments to recruitment practices.
Employers should think about adjustments in advance – don’t wait to be asked to make adjustments before thinking about them. It is good to know in advance what you can and cannot do to remove barriers for disabled applicants, and to take steps to be prepared to make them if necessary.
Some adjustments you may need to consider:
- Using an alternative to application forms – allow some disabled applicants to apply without the form if this is reasonable. See ‘Alternatives to standardised application forms’ below for more information.
- Provide application forms in alternative formats – for example, large print, braille, easy-read and on different coloured paper.
- If the application form is online-only, allowing applicants to submit a paper version instead. They should also be allowed to submit in a range of formats, such as those listed in the point above.
For advice about what is ‘reasonable’ in recruitment, see our resource ‘What is ‘reasonable’ in recruitment?’ in this Toolkit.
For advice about making adjustments in a specific situation, contact our Advice Service.
Alternatives to standardised application forms
You could consider accepting applications in alternative ways to forms. If used alongside forms, you should ensure that these allow you to collect the same information about an applicant, to allow you to compare fairly between different candidates.
Alternatives include:
- A CV and cover letter – specify what information candidates must include, so that this allows them to tell you all the information you need.
- A video recording – some disabled applicants may be more comfortable and confident talking about their qualifications and experience than they are writing about it. In particular, this could encourage candidates with conditions such as dyslexia to apply.
- A presentation – for example, in PowerPoint. Some disabled candidates may prefer to communicate visually, and a presentation that covers their qualifications and experience may allow them to communicate better the information you need.
Make sure that candidates know what information they need to include in their application. Be specific and provide contact information an applicant can use if they have any questions.
Applicants should have the option to return the form in a different format if this is easier for them – for example, paper format or by email. This is both best practice and might be a requirement under the Equality Act 2010.
If the applicant can apply in a variety of formats, it may be reasonable to specify the one you would prefer to receive and will respond in, for example, email rather than Braille.
Your team
Make sure that the team receiving the applications is adequately prepared to assess them. For example, if you accept application forms in braille, make sure a member of the team can read it or prepare a translation service.
Consult with the team about what they can and cannot do and ensure that your recruitment practices reflect this without also discriminating against disabled applicants.
Further information
For tailored advice, contact our Advice Service.
Read next
- Deciding how to recruit for a role
- What is ‘reasonable’ in recruitment?
- Communicating with applicants and candidates
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