Decision inputs
Facts that change the policy answer
For this request, employee needs, job demands and specialist recommendations is the input boundary and a proposed workplace adjustment is the output boundary. A useful check makes both explicit.
- 1Task and owner
- People and safety partner wants to prepare a health-related workplace accommodation. Responsibility for a proposed workplace adjustment stays with a named person or team throughout the request.
- 2Information involved
- Employee needs, job demands and specialist recommendations. Check uploads, history and connected systems before describing the request as low sensitivity.
- 3Tool and account
- An approved company account. Treat a new plug-in or connector as a change to the approved setup.
- 4Intended result
- The expected result is a proposed workplace adjustment. Its destination matters: private working material creates a different consequence from a sent, published or automated result.
- 5Consequence if it is wrong
- Sensitive health information can be exposed and generic measures may not fit the person. A familiar task still needs escalation when this consequence becomes plausible.
- 6Human review
- occupational health and people owners should inspect, change, reject or stop the result. Review is meaningful only when that person has enough context and authority to change the result.
Possible policy routes
The task name alone cannot decide it.
A published workplace policy can return different answers for the same task. These are the practical branches worth encoding.
A routine policy route may be possible
The lower-friction route begins when the exact account is approved, only the minimum sensitive employee health information is used, a proposed workplace adjustment remains within the stated purpose, and occupational health and people owners reviews it before use.
Approval may be required
Send the request for approval if the account or data handling is uncertain, sensitive health information can be exposed and generic measures may not fit the person, or a proposed workplace adjustment reaches people or systems beyond the requester’s authority.
The request may need to stop or change
Do not continue unchanged when restricted information would enter an unapproved service, the output would act before occupational health and people owners can intervene, or involve the employee and use only necessary functional information cannot be maintained. Consider less information, a controlled account or a non-AI process.
Request checklist
Questions to ask before using the tool
- 01
Which approved account will perform prepare a health-related workplace accommodation, and what external connections can it reach?
- 02
Does the proposed input include more of employee needs, job demands and specialist recommendations than the result actually requires?
- 03
Will a proposed workplace adjustment remain working material, reach another person or make another system act?
- 04
What evidence will occupational health and people owners use to accept, correct or reject the result?
- 05
Does the intended use extend beyond the region and audience covered by the current policy?
Worked request
What the employee should submit
This example supplies decision facts without pasting the underlying material into the approval record.
- requester
- people and safety partner
- task
- Use AI to prepare a health-related workplace accommodation.
- information
- employee needs, job demands and specialist recommendations
- tool
- An approved company account
- frequency
- Recurring work
- region
- Where the work and affected people are located
- purpose
- Draft or analyse
- impact
- Employment support
- review
- Complete human review
- owner
- occupational health and people owners
Useful safeguards
Controls that fit this request
- ✓
Involve the employee and use only necessary functional information
- ✓
Separate source material from the request record and expose only what the tool needs for a proposed workplace adjustment.
- ✓
Write the boundary around a proposed workplace adjustment clearly so later users do not expand the approval by assumption.
- ✓
Link the completed check to the applicable policy version and append later reassessments separately.
Questions people ask
About this AI use
Is using AI to prepare a health-related workplace accommodation automatically allowed?
Permission depends on the facts submitted for this request. A different tool, information class, region or use of a proposed workplace adjustment can produce another route.
How specific should the workplace AI request be?
Describe a proposed workplace adjustment, identify employee needs, job demands and specialist recommendations, name the exact tool and account, explain who will receive or rely on the output, and state how occupational health and people owners will review it.
How much of the request should the company retain?
Link the completed check to the applicable policy version and append later reassessments separately. A classification and controlled reference may be enough when copying employee needs, job demands and specialist recommendations would create unnecessary risk.