The Workplace Accommodation Fund (WAF) supports disability-related accommodations for faculty and staff at UBC.

This page describes the Workplace Accommodation Fund across two scenarios. Jump to:

• Funding for Workplace Accommodations
• Funding for Workplace Events

Funding for Workplace Accommodations  accommodations-anchor

Accommodations are modifications that reduce or remove barriers in the workplace. Some accommodations don't cost anything, like modifying work hours. Others involve purchasing equipment or services, like voice-to-text software or sign language interpreting. The WAF is managed and administered by the Centre for Workplace Accessibility (CWA). 

Contact the CWA for a confidential discussion about workplace accommodations, including questions about the WAF. 

Eligible expenses

Funds can be used for reasonable and beneficial accommodation or accessibility solutions, including:

• Accessibility-related services
• Equipment
• Human support services
• Software
• Specialized furniture

Ineligible expenses

The following types of expenses are not covered by the WAF:

• Accommodations established before April 2022
• Modifications to the built-environment or the public realm
• Short-term accommodations
• Standard work equipment and supplies
• Student employee accommodations (funded separately)

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Ownership of WAF funded expenses

Equipment, tools, or software will stay with the individual until they leave UBC. If the individual moves to another UBC department, the equipment will follow them.

Equipment, tools, or software must be returned to the CWA if the faculty or staff member leaves UBC.

WAF Funding for UBC Staff & Faculty Events events-anchor

Please refer to UBC's guide for planning accessible events at UBC.  The guide provides practical tools to help event organizers create inclusive and welcoming experiences for everyone, including particularly people with disabilities.

The Centre for Workplace Accessibility is pleased to offer cost-sharing support for proactive accessibility enhancements at UBC staff and faculty events. 

This funding is grounded in UBC’s commitment to fostering a strong and vibrant community—one where all members can participate fully, contribute meaningfully, and feel a sense of belonging. By supporting accessibility from the earliest stages of event planning, the funding helps ensure that events are not only compliant, but intentionally inclusive and welcoming.

Through a 50/50 cost-sharing model, the fund contributes up to $1,000 per event toward accessibility-related enhancements. The funding is available to UBC staff and faculty organizing workplace events and is intended to encourage thoughtful design choices that reduce barriers, improve participation, and strengthen the overall experience for diverse audiences.

By investing in accessibility as a shared responsibility, this funding helps embed inclusive practices into everyday activities across the university, thereby contributing to a more connected, engaged, and equitable workplace community. 

Purpose

This cost-sharing model aims to:

• Encourage departments to plan accessible events 
• Support departments collaboratively exploring and implementing accessibility options. 
• Encourage departments to explore innovative accessibility solutions. 
• Support UBC’s broader commitment to accessibility and inclusion.
• Increase awareness and use of UBC accessibility resources (e.g., Accessible Events Guide)

Note: Where an individual staff or faculty member requests an accommodation to attend an event for work purposes, additional funding may be available. Please contact workplace.accessibility@ubc.ca to discuss. This 50/50 cost-sharing model is meant to make events accessible for all attendees; it is not intended to replace individualized accommodations.  

Fund Application

Before applying for funding:

• Please review the fund’s scope and examples provided below to ensure your proposal aligns with the program’s objectives. 
• If this is your first application or you have questions, contact the CWA at workplace.accessibility@ubc.ca to discuss your ideas for accessibility enhancements. 
• It is helpful to have an estimate of the total cost and general understanding of the feasibility of your proposed upgrades. We also recommend consulting the appropriate audiovisual (AV) service provider as they will be best positioned to advise on technological capabilities. Please contact the event space owner to confirm which AV team supports that space.  
• Please review UBC’s Accessible Event Planning Guide to help identify accessibility considerations and enhancements that may support your event.  
• When you are ready to proceed, complete the Accessible Event Funding Request Form. 

Available Funding

• 50/50 cost-sharing, up to $1,000 per event
• Funding is not guaranteed; requests will be reviewed based on the merits of the request and availability of the funds. 

Event Eligibility 

• Event must be a UBC-led event with a sponsoring department (cost-sharing will be processed via Workday worktags).
• The event audience must be targeted to UBC staff and faculty

Eligible Accessibility Enhancements: 

Funding may be used for additional supports that remove barriers to accessibility-related participation. Examples include, but are not limited to: 

• Audio-visual and assistive supports
  • Assistive listening devices
  • Additional microphones
  • Dedicated screens for captions
• Captioning services
  • Enhanced AI-generated captions (in coordination with UBC AV services and the Privacy Impact Assessment teams, if required)
  • CART (real-time captioning)
• Interpretation services
  • American sign language (ASL)
• Accessible formats of material
  • Large print copies
• Sensory Kit
  • You can borrow a sensory kit from the CWA for your event. 
• Other accessibility
  • other accessibility related supports can be discussed on a case-by-case basis

How to arrange accessibility enhancements for eligible expenses

• Please contact the CWA to discuss your ideas.
• The CWA has existing contracts with interpreting and captioning service providers; you do not need to research your own providers for these services. 
• For assistive listening devices, additional microphones and dedicated screens, we recommend working with the applicable AV services—please contact the event space owner to confirm which team provides AV support that that space. 

Ineligible Costs 

Funding cannot be used for:

• Staffing and labour costs, e.g., salaries, honoraria, speaker fees, or administrative time
• Costs related to the planning, organizing, or delivery of the event
• Core event materials or supplies, e.g., books, agendas, handouts, or general event resources 
• General operating or programming costs that are not directly tied to improving accessibility
• Infrastructure upgrades, e.g., installation of automatic door openers 
• Student focused events
• External conferences or non-UBC events 

Process for requesting

• The Event Accessibility Coordinator or Event Host can complete the Accessible Event Funding Form.
• Requests must be submitted by UBC personnel responsible for event planning or accessibility coordination for that event. 

Timelines

• Applications will be reviewed as they are received, and a response will typically be provided within 1-2 weeks. 
• Many accessibility enhancements require advance planning to ensure timely implementation. For example, ASL interpretation should be booked at least 3 weeks in advance due to high demand and limited interpreter availability-particularly for in-person events.
• We will make every effort to review urgent requests as quickly as possible; however, early submission is strongly encouraged to support successful planning. 

Process for reimbursement

• If approved, an approval letter will be issued outlining the funding amount. 
• The approval letter will also provide detailed instructions on the reimbursement process. 
• In most cases, the department will pay for accessibility enhancements upfront and then submit an accounting journal entry in Workday to transfer funds using a worktag (further instructions will be included in the approval letter). However, in some cases, where the CWA has existing service agreements (e.g., American Sign Language Interpretation), costs may be split directly in Workday once we receive the invoice. If approved funds are no longer needed for accessibility enhancements, please notify CWA and return unused funds within 90 days.

Funding for accommodations:

• Requests for accommodations from attendees: Specific accommodation requests for staff and faculty attending required UBC work-related events may be eligible for funding beyond the 50/50 cost sharing model. Please contact the CWA to discuss your requests. 
• Disabled speaker: Accommodation requests to support disabled speakers speaking at UBC events may be eligible for funding beyond the 50/50 cost sharing model. Please contact the CWA to discuss your requests.