Access Audits and what to do with them

Ian Eggleton, Director of Access Consultancy shares his top tips on what to do with your Access Audit.

To date, we have completed more than 9000 Access Audits of all kinds of different properties but the truth is, for every client who contacts me to talk through the required works or even to ask me to design and manage them, there are at least ten who I never hear from again.

This leads me to assume that there are hundreds if not thousands of Access Audits sat on dusty shelves somewhere, which are being ignored. As the Equality Act Code of practice says, and as I repeat in my access audit reports, simply having an Access Audit provides very limited protection to you under the Equality Act 2010. Acting upon it is what counts!

What is the Equality Act?

The Equality Act 2010 replaced the Disability Discrimination Act (DDA) but continues the requirements of the DDA in much the same way.

The DDA came into force in 1996, where it became illegal to discriminate against a disabled person for reasons related to his or her disability.

Provisions were brought in graduallly, but since 2004, all service providers and employers have been required to make reasonable adjustments to policies, procedures and physical features to prevent discrimination.

Below I have set out some tips outlining what to do with your Access Audit if you have one (if you dont then please do get in touch - urgently!):

1. Read it!

You really need to read the report cover to cover to gain a full impression of the issues you face and to put each recommendation into context, rather than treating each item of work in isolation.

2. Clarify if you're not sure

If you don't understand any issues raised, pick up the phone and ask your Access Consultant to explain. We are always happy to spend a few minutes with our clients to talk through issues and I feel that any reputable Access Consultant should be willing to do the same.

3. Get a Plan

The access audit should set out the barriers posed to disabled people and recommend ways for removing them. It should also give you some idea of the cost and priority of each recommendation.

However, as we are rarely aware of your business aims, resources and plans, it is not generally possible for us to set exact timeframes. Thus you need to take the recommendations and work out a sensible program for their implementation.

A term you will come across is an 'Access Action Plan' - this should set out what you intend to do, when you are going to do it and, ideally include budgets against each item. (particularly if you need board approval - click here if you need to make a business case)

4. Get advice

If you really don't have the time or expertise to write a plan or to implement the works, get someone to do it for you. We are Building Surveyors and Planning Consultants so are in a good position to advise you on planning and listed building consent, building regulations, budget costs and how to go about procuring the works and managing them - but not all consultants offer this service! For anything other than simple works get some advice from a member of the RICS or RIBA.

5. Stick to the Plan

Every business has to react to changing circumstances but make sure you spread the load of any unforeseen event across all parts of your business, rather than simply stopping your access action plan because it seems an easy target. If you do make changes, record the reasoning behind them and be prepared to justify them. Be aware you may be asked to defend your actions (or inactions) in a court if a case is brought against you so make sure the changes are justified and record why they were made.

You may also be called upon to demonstrate continuous improvement by your governing body such as the CQC, Ofsted or ISI . If you are a school you'll need an Accessibility Plan (similar to an access action plan) - but thats a seperate subject altogether.

6. Don't forget the human aspect

Our audits identify the human aspects of your service such as staff attitude and disability knowledge. In my experience, every complaint or claim I have been involved with, which has gone to Court or ADR, has included an element of poor customer service, leading to a disabled person taking their complaint further than they otherwise would have, regardless of the physical barrier experienced. Just like any other customer, people with disabilities should be treated reasonably. Building Managers are often property people who focus on the building and so this is an area which is often neglected.

7. Maintain what you have

Make sure you maintain the facilities you have and keep training up to date, otherwise you may be wasting your money. I have seen the positive effect of well-designed adjustive works completely negated as a result of lack of maintenance and / or training.

A few examples:

• Fitting hearing loops only for staff to switch them off (often to charge a mobile phone).
• Storing various, and often numerous items in accessible toilets
• Failing to test evacuation chairs and train staff how to use them.

8. Get your audit updated

And finally.......Best practice and legislation change regularly so in order to ensure you remain up to date we recommend access audits are updated at least every five years. By way of example since 2000:

• The Equality Act replaced the DDA
• The Approved Document to Part M of the Building Regulations (which deals with disabled access) has been updated 3 times
• BS8300 (The definitive document for accessible design) has been issued and then updated twice
• PAS 6463 - 'Design for the mind' has been issued - The first formal guidance for designing for neuro diversity

......I could go on but you'd probably get bored. The point is guidance is always evolving and I find it highly unlikely that your dusty old audit from 2000 is anywhere near up to date.

In summary, the key is to see your Access Audit as a starting point in making your service more accessible. If you take no action it will not protect you and will simply be a wasted opportunity.

To find out more about Access Audits or to discuss your requirements, contact Ian Eggleton or call us on 0800 001 4090.