Disability Discrimination & Accessibility Policy

DISABILITY DISCRIMINATION & ACCESSIBILITY POLICY

Coaching South West

Version 1.0 | November 2025

1. INTRODUCTION & COMMITMENT

Coaching South West is committed to providing accessible, inclusive training that welcomes learners of all backgrounds,
including those with disabilities, neurodivergent individuals, and anyone with accessibility needs.

This policy sets out how we ensure our training is accessible and inclusive, what reasonable adjustments we provide,
and how learners can request support to access our training effectively.

We are committed to:
• Making our training accessible to all learners
• Providing reasonable adjustments to support learning
• Creating an inclusive, safe learning environment
• Continuously improving accessibility based on feedback
• Ensuring non-discrimination and equal opportunity

2. LEGAL BASIS

This policy is informed by:
• The Equality Act 2010 (UK disability discrimination law)
• The UK General Data Protection Regulation (GDPR) regarding accessibility data
• Professional standards for training providers
• Best practice in accessible and neurodivergent-affirming education

Coaching South West is committed to meeting all legal requirements and providing support beyond the minimum legal obligations.

3. ACCESSIBILITY FEATURES BUILT INTO OUR TRAINING

Live Captions:

All training sessions delivered via Microsoft Teams include live captions. Captions help learners who are Deaf or hard of hearing, those learning English as an additional language, and those who benefit from multi-sensory input. Captions can be turned on/off by individual learners.

Course Materials – Slides:

Slide decks are available as PDF files before or after the training session. Learners can request slides by email (zoe@coachingsouthwest.com). We will provide slides in advance (at least 24 hours before training) upon request, allowing learners time to prepare and reduce cognitive load during the session.

Course Materials – Transcripts:

Transcripts of training sessions are automatically generated via Microsoft Teams. Transcripts are available in text format and can be requested by email within 7 days of course completion. We will provide transcripts within 5 working days of request. Transcripts support: Deaf/hard of hearing learners, those with auditory processing differences, non-native English speakers, and those who prefer written information.

Recording Access:

Learners receive a link to their session recording for personal review. The link is included in the certificate email and is set to expire after 7 days. After 7 days, the link stops working and learners can no longer access the recording. This timeframe allows learners to revisit content, adjust playback speed, take additional notes, or learn at their own pace. Recordings are for personal study only and must not be shared or distributed.

Course Design & Environment:

  • Structured agenda: Each session includes an introduction outlining the agenda, learning objectives, and course structure. This predictability supports neurodivergent learners and those with anxiety.
  • Clear, literal language: Course materials and instructions use clear, plain English without idioms, jargon, or unclear references. Ambiguity is minimized.
  • No sudden changes: Learners know what to expect. There are no surprise activities, sudden role plays, or unexpected transitions. Changes are signposted in advance.
  • Lecture-style delivery with limited pressure to participate: The training is primarily delivered as a lecture/presentation with opportunities for questions via chat. Learners are NOT required to have cameras on or to speak. Participation is voluntary.
  • Chat-based questions: Learners can ask clarifying questions via chat. Verbal participation is optional. This supports learners with social anxiety, speech differences, or processing differences.
  • Dyslexia-friendly design: Slide backgrounds use off-white colors with sufficient text spacing to reduce visual strain. Main points are verbalized with supporting bullet points on slides.
  • Accessible visual design: No flashing, rapid animations, or strobing effects (supports learners with photosensitivity or migraines). Slides use sufficient contrast with spoken read-aloud support for low-contrast sections.
  • No background music or distracting sounds: Sessions are quiet, allowing learners to focus without sensory overload.
  • Optional cameras: Cameras are completely optional. Learners can attend with camera off and/or audio on mute. This reduces social pressure and sensory demands.

4. REQUESTING REASONABLE ADJUSTMENTS

How to request adjustments:

  • Email zoe@coachingsouthwest.com at least 48 hours before your course
  • Tell us what adjustments would help you access the training (see examples below)
  • Your request will be treated confidentially
  • We will confirm what adjustments we can provide

Example: “I would like slides in advance and would prefer to attend with my camera off.”

Adjustments we provide:

  • Slides provided in advance (at least 24 hours before training)
  • Extended time for reflection or processing (we can pause/slow the pace if needed)
  • Camera and/or audio optional (as always, but confirmed upon request)
  • Chat-based questions encouraged (no pressure to speak)
  • Designated note-taker or scribe (another attendee or arranged separately)
  • Alternative platform: If Teams is not accessible for you, we can arrange training on Zoom or another platform at no extra cost
  • Quiet breakout space: If needed for sensory breaks or additional support
  • Follow-up resources or recording access extended (by request)
  • Flexible engagement: If you need to step away during the session, that’s completely okay

Adjustments we cannot provide:

We aim to be flexible, but some adjustments may not be feasible. For example:

  • One-to-one training sessions (though we can discuss alternatives)
  • Attendance via asynchronous (recorded-only) format for the standard course
  • Content changes that alter the core learning objectives

If you have a request we’re unsure about, please contact us to discuss – we’ll do our best to find a solution.

5. PLATFORM ACCESSIBILITY

Microsoft Teams:

Microsoft Teams is compatible with screen readers, keyboard navigation, and other assistive technology. Teams includes built-in accessibility features such as live captions, audio descriptions, and zoom functionality. If you experience accessibility issues with Teams, please contact us immediately and we can arrange an alternative platform.

PowerPoint & Course Materials:

Course materials are provided in accessible formats (PDF, standard fonts, clear structure). Slides include text descriptions of any images or complex graphics. If you use assistive technology to access materials, please contact us if you experience any barriers so we can provide an alternative format.

Your Assistive Technology:

We welcome your use of any assistive technology you need (screen readers, magnification, speech recognition, etc.). If you need any adjustments to your environment or technology settings to use your assistive technology, please let us know and we’ll do our best to support.

6. PRIVACY & CONFIDENTIALITY

Accessibility information is treated confidentially:

• Your accessibility needs/adjustments are not visible to other learners
• Information is only used for the purpose of providing appropriate adjustments
• You do not have to disclose accessibility needs at booking – requests can be made privately via email
• Your accessibility information will not be shared with third parties
• Your accessibility information will not be used to discriminate against you or unfairly treat you
• You can choose to disclose accessibility needs or keep them private – this is entirely your choice
• Disclosing accessibility needs will not affect your certificate or ability to attend future courses

7. CONTENT WARNINGS

Coaching South West believes in transparency about course content that may be sensitive or triggering.

Our training includes reference to mental health statistics, including data on suicide risk in autistic populations.
Specifically, we discuss the increased suicide risk among autistic people (approximately 9 times higher than the general population).

⚠️ Content Warning: If you find this topic distressing, please note:
• You can step away during this section without penalty
• A content note will be provided before this section (spoken announcement + slide)
• You can contact us beforehand if you’d like to discuss this content
• Support is available if needed – please contact zoe@coachingsouthwest.com

8. PSYCHOLOGICAL SAFETY & WELLBEING

Coaching South West is committed to creating a psychologically safe learning environment:

• Learners are never forced to disclose personal information or experiences
• Learners can opt out of activities without penalty
• Confidentiality of any learner disclosures is protected
• The learning environment is non-judgmental and respectful of neurodivergence
• Mental health support resources are provided if needed
• Trainers are trained in trauma-informed practice and create space for learner autonomy
• If you need to take a break, step away, or miss part of the session, you can do so without explanation or penalty

Your wellbeing is as important as your learning.

9. OUR TEACHING APPROACH

Our training is delivered in a way that models inclusive, access-centered practice:

• Clear, transparent communication: We explain what we’re doing and why
• Neurodivergent-affirming approach: We recognize and value neurodiversity as a natural variation in the human experience
• Predictability and structure: Sessions follow a clear structure, reducing cognitive load and anxiety
• Respect for autonomy: Learners have choice and control (cameras optional, chat questions welcome, breaks available)
• Multi-sensory input: We provide information visually (slides), aurally (spoken), and via text (captions, transcripts)
• Flexibility: We adapt to learner needs where possible and maintain a collaborative approach to problem-solving
• Practical examples: We demonstrate access-centered practice in action, so you can see what good practice looks like

This approach models the kind of practice we hope you’ll bring to your work with clients.

10. ACCESSIBILITY FEEDBACK & CONTINUOUS IMPROVEMENT

We welcome feedback about accessibility and are committed to continuous improvement:

• Feedback can be provided via our feedback form (available after every course)
• You can provide specific feedback about accessibility, access needs not met, or suggestions for improvement
• You can contact us directly at zoe@coachingsouthwest.com with accessibility feedback or concerns
• All feedback is taken seriously and reviewed for implementation
• We will communicate back about how we’ve used your feedback
• Your suggestions help us improve the experience for all learners

11. NON-DISCRIMINATION COMMITMENT

Coaching South West is committed to non-discrimination:

• We will not discriminate against learners based on disability, neurodivergence, or access needs
• We will not penalize learners for requesting or using reasonable adjustments
• We will not share accessibility information to discriminate or disadvantage learners
• Accessing accommodations will not affect your certificate, future course access, or learner standing
• We are committed to equality of outcome, not just equal treatment
• If you believe you have experienced discrimination, please contact us immediately at zoe@coachingsouthwest.com

12. TRAINER WELLBEING & SUSTAINABLE DELIVERY

Coaching South West recognizes that accessible, inclusive training is sustainable training.

Our commitment to trainer wellbeing:
• Trainer wellbeing is essential for quality, accessible delivery
• We maintain appropriate pacing and take breaks as needed
• We honor the trainer’s accessibility needs and adjust delivery accordingly
• Reasonable adjustments for the trainer (pacing, hydration, sensory comfort, breaks) are part of professional practice
• We recognize that trainers may have disabilities or neurodivergence, and this informs our approach
• Sustainable, authentic delivery is prioritized over performative accessibility

This models the importance of self-care and boundaries that we encourage in therapeutic practice.

13. ALTERNATIVE PLATFORMS & FORMATS

If Microsoft Teams is not accessible for you:

Zoom: We can deliver training via Zoom at no additional cost as a reasonable adjustment.
This option is available to learners with specific accessibility needs related to Teams.

How to request: Email zoe@coachingsouthwest.com at least 48 hours before your course with details of your accessibility need.

Small group or private sessions: We can discuss options for bespoke delivery if standard formats don’t work for you.
(These may have additional costs as they’re outside our standard offering.)

14. CONTACT US

For accessibility questions, requests, or concerns:

Email: zoe@coachingsouthwest.com
Website: www.coachingsouthwest.com

Please include:
• Your name and course title/date
• Details of your accessibility needs or request
• Any adjustments that would help you access the training

We will respond within 48 hours (or within 2 working days if you contact outside business hours).

15. POLICY REVIEW

This Accessibility Policy will be reviewed annually and updated as needed based on:
• Learner feedback
• Advances in accessible practice
• Changes to our delivery platform or structure
• Legal updates or best practice guidance

We invite your input on how we can improve accessibility and inclusion.

________________________________________________________________________________

Signed:

Zoe McFarlane
Director
Coaching South West
November 2025