HR Tips for Interacting With Individuals With Disabilities Provided at SHRM-Long Island Chapter Conference

Author: Beth P. Zoller, XpertHR Legal Editor

May 22, 2014

At the recently concluded 23rd Annual Conference and Exhibitors' Showcase - "Innovation: Creating a Culture that Values Change" - held by the Long Island Chapter of the Society for Human Resource Management (SHRM), participants had the opportunity to attend an informative workshop titled "Disability Etiquette and Awareness." The workshop presenter, Nadine O. Vogel, founder/president of Springboard Consulting LLC, stressed the critical role HR plays when it comes to interacting with individuals with disabilities in the workplace and fostering a more inclusive and welcoming work environment.

Vogel stated that, as individuals with disabilities are currently the largest growing minority segment in the workplace, comprising an estimated 15 percent of the total workforce, HR should be knowledgeable about how to interact with such individuals and make them feel comfortable. She noted that new regulations issued by the Office of Federal Contract Compliance require disability training for anyone in talent acquisition.

Vogel provided the following advice for employers:

  • Avoid making assumptions and generalizations about individuals with disabilities based on appearance because disabilities are not "one size fits all."
  • Be careful about your body language, which can be misinterpreted, when interacting with individuals with disabilities.
  • Avoid using outdated terms such as "handicapped" and "crippled."
  • Realize that disabilities can be visible and invisible.
  • Do not assume which jobs are appropriate for an individual with a disability or make decisions for them in that regard.

Vogel also offered the following tips regarding individuals with specific disabilities:

Type of Disability Tips

Mobility Disability/Use of a Wheel Chair
  • Do not touch the individual's wheelchair
  • Do not assume the accommodation you think is appropriate is the right one
  • Ask the individual if he/she is comfortable with what you are offering

Visual Impairments
  • Make informed entrances and exits so the individual knows who he/she is talking to
  • Walk on the opposite side of the individual's service animal
  • Describe visually to the individual what is happening when having a conversation

Deaf or Hard of Hearing
  • Look at the individual, not the interpreter, when you speak to him/her
  • Speak clearly while facing the individual to facilitate lip reading
  • Avoid multitasking when speaking to the individual

Speech Impairment
  • Pay full attention when the individual is speaking and do not interrupt
  • Do not tease the individual, even if it is a friend, as the workplace is a sensitive environment

Individuals of Short Stature
  • Do not treat the individual as a child
  • Place shared office equipment and supplies within the individual's reach
  • Communicate with the individual at eye level

Difficulty Controlling Muscles/Cerebral Palsy
  • Do not discount what an individual may be capable of based on his/her disability

Facial Deformity
  • Do not look away from the individual when speaking to him/her
  • Include the individual in conversations and social outings, rather than engaging in behavior that is socially isolating

Seizures/Epilepsy
  • Do not try to stop the individual from seizing - place a jacket or soft object under his/her head to prevent injury
  • Avoid bright lights and loud sounds
  • After a seizure, give the individual privacy and quiet
  • Look out for medic alert bracelets which may provide further medical instructions

Respiratory Conditions
  • Be aware that the individual may be sensitive to certain chemicals and perfumes
  • Be careful with cleaning products - make sure sensitive individuals' workspaces are cleaned first and are given time to air out, or provide them with the option of purchasing their own cleaning supplies

Psychiatric/Mental Illness
  • Understand that this may not be permanent and may come and go, or may be brought on by stress
  • Try to remain calm when interacting with the individual so as not to unnecessarily excite him/her

Cognitive, Intellectual and Learning Disabilities
  • Understand that the individual may be a slow learner and that material may need to be taught in a different way
  • Speak clearly and treat the individual as an adult

Post-Traumatic Stress Disorder
  • Understand that individuals with this disorder may make unsolicited comments, or have difficulty making decisions

Vogel also offered some valuable information regarding service animals, noting that there are an estimated 12,000 service animals in use in workplaces today. She indicated that individuals with disabilities other than visual impairments may make use of service animals. The animals can alert an individual that he or she is about to have a seizure, remind an individual to take medicine or assist those who are hard of hearing. She also noted that service animals are not legally required to be certified or to wear a vest and that use of a service animal takes precedence over workplace health codes. In addition, Vogel said that, when in the presence of a service animal, it is best practice to avoid asking too many questions about the animal or talking to or petting it while it is assisting the individual.

Vogel also emphasized the key role HR should take in resolving conflicts between two individuals with different disabilities and accommodation requests. She said it is important for HR to listen to different perspectives and focus on each individual's needs. She also reminded HR about the importance of confidentiality when it comes to disabilities and training a workforce to avoid bullying and harassment, which currently comprises 25 percent of the disability complaints made to the Equal Employment Opportunity Commission.