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Design & Access Statements
What are Design and Access Statements (for Planning) What are Access Statements (for Building Control or Approved Inspectors) What should go into Design & Access Statements Stages of the Access Statement Linear Flow Chart Templates, Checklists & Training

What is a Design & Access Statement (Planning Stage)
What is an Access Statement (Building Control - Part M Building Regulations)

Requirement for Design and Access Statement for Planning approval

From 10 August 2006, all planning applications not included in the categories listed below must be accompanied by a Design and Access Statement. This includes all applications for listed building consent.

"Section 42 of the 2004 Act substitutes a new section 62 of the 1990 Act and amends section 10 of the Listed Buildings Act so as to provide that a statement covering design concepts and principles and access issues is submitted with an application for planning permission and listed building consent. Section 42 also inserts a new section 327A into the 1990 Act, which prohibits, among other things, a local planning authority from entertaining an application unless it is accompanied by a design statement and an access statement, where required."

Categories not included in the new requirement are: engineering and mining operations development of an existing house or development within the curtilage for any purpose incidental to the enjoyment of the dwelling-house (except for dwelling-houses in a conservation area); a material change of use of land or buildings; advertisement control, tree preservation orders; storage of hazardous substances. Some local authorities may, under local regulations, require design and access statements for some of these categories.

The purpose of the Design and Access statement is to explain and justify the design and access principles and concepts on which a development proposal is based, and explain how these will be reflected in individual aspects of the scheme.

The intention is to consider and to integrate design and access elements into developments at an early stage.

Although internal design specifications are not currently required under the national regulations, local authorities are empowered to create their own requirements and local authorities such as Manchester, do require an overview of internal specifications at planning stage. The DCLG (Department for Communities and Local Government) also recommends that design and access statements are used at pre-application discussions with planners and building control officers.

MDPAG recommend following this strategy wherever possible as the access requirements for internal features, such as accessible lifts, accessible toilets, corridor widths and accessible space for other functions within a building, may affect the overall size, layout and design of the building.

It is likely to be much more cost effective to consult and consider access barriers and their removal at the earliest stages of any development or refurbishment, rather than to attempt to change features at a later stage of the construction or refurbishments.

Design and Access Statements, including Access Statements required by Part M of the Building Regulations, will also provide a record of decisions taken and their reasons, which may be helpful if further access improvements are considered in the future or where there is a challenge to the provision of accessible services under the Disability Discrimination Act.

Requirement for an Access Statement for Building Control approval

Access Statements are required under Part M of the Building Regulations for Building Control approval for all non-domestic buildings, extensions & material alterations & to non-domestic buildings & material change of use to buildings. This includes listed buildings.

Where specifications are worse than, different to, equal to and better than Part M, and alongside an outline of access issues relating to the development, the Access Statement should set out the reasons for departing from any guidance and its rationale.

Why are Access Statements required?

  • To ensure that inclusive design is followed at all stages and in all design features of the development, not just on element which do not comply with statutory regulations and current best practice guidance on accessibility.
  • To explain the reasons for departing from Building Regulations, where specifications are different from Part M.
  • To provide sufficient information to help in dialogue with Planning and Building Control officers and where assessment of the proposals is required.
  • To explain how decisions have been reached, including the use of consultations with disabled people and specialist advisors.
  • To show how the project provides compensatory measures, where full access is impracticable or unreasonable.
  • To provide end users who will have ongoing legal obligations, particularly under the Disability Discrimination Act, with a record of decisions and their rationale.

What should go into Design and Access Statements
Stages of the Access Statement Process (based on DRC guidance)

Introduction

The DRC, in its initial guidance on Access Statements, provided a coherent approach to the development of Access Statements, ensuring that Statements are developed through 4 stages. MDPAG recommends following this strategy, including Design and Access Statements, to ensure that the information is followed through and updated as required and providing key documentation for building managers.

Specific content to be covered in Design & Access Statements

  • They should include an integrated design and access approach to:
    • the amount of development
    • the layout, including buildings, routes and open spaces
    • the scale, including height, width and length of buildings
    • landscaping, including public and private spaces
    • appearance, including form, architecture, materials, decoration, lighting, colour and texture
  • Information provided with plans and specifications should show how the designs meet or will meet legal obligations to ensure accessibility.
  • They should cover all stages of the project from initial application for approvals and permissions to managing access through the delivery of services and the employment of staff.
  • They should identify which standards have been used (recognised local and national standards).
  • They should include details of all consultations with disabled people, access consultants and user groups
  • They should record and explain decisions taken on planning, design and ongoing management at each stage of a project.
  • They should provide additional information, when particular design proposals do not meet best practice, to show how these decisions were made and how the proposals still meet the legal obligations of "reasonable provision".
  • They should be updated as the project develops and used as a basis for decisions by all designers and contractors.
  • They should be retained after the project has been completed, as they may be used as evidence and a record of the basis of decisions in any legal challenge under the Disability Discrimination Act.

How to write and assess a Design and Access Statement


There are no specific templates or formats required under the legislation.

MDPAG can provide advice and templates to assist in the development and writing of Design and Access Statements at all stages, and for all sizes of project.

We can also assist with the assessment of Design and Access Statements by Planning Officers, Building Control Officers and Approved Inspectors and provided training and briefing sessions and draft templates.

The Disability Rights Commission (DRC) and ourselves recommend following 3 - 4 stages in the preparation and development of Access Statements, depending on the size of the project.

This will avoid having to produce different statements at different stages of the project and will make it easier to update.
  • Stage 1 is the Strategic Level Access Statement covering overall policy, guidance and standards used, consultation processes and methods used to achieve best practice accessibility.
  • Stages 2 and 3 identify specific designs and should be presented for planning & building control pre-application discussions and approval. The Access Statement should be updated regularly by all design, construction and specialist contractors.
  • Stage 4 is for occupancy, is the responsibility of the end-user, and should also be regularly reviewed & updated.
For more details on the information required at each stage, MDPAG can provide a checklist of access issues to be considered.

Download a flowchart of the Access Statement process - in PDF format

Comments on the CABE guidance document

Although it provides a basic approach to developing and assessing Design and Access Statements and has some very useful suggestions, the intention of the Circular 01/06 is to provide an integrated approach to design and the involvement of local communities. It should also reflect the local context to avoid the exclusion of particular communities.

The CABE document, in our view, doesn't provide sufficient guidance on consulting with disabled people and disabled people's organisations, including access groups. It also doesn't provide access guidance integrated with each one of the design elements. "One statement should cover both design and access, allowing applicants to demonstrate an integrated approach that will deliver inclusive design, and address a full range of access requirements throughout the design process."

Designers should also be aware that there are access barriers in many of the accompanying images in the document.

Although this process is new to many planners and designers, MDPAG and other access advisers and disabled people's organisations, will be able to assist in identifying key access issues relating to design and the removal of barriers and to help promote best practice for all new developments and refurbishments.

Stage 1 - The Strategic Level Access Statement

This process has been adapted to include the requirements of the design and access statement.

Stage 1 should cover the underlying policy and approach to access, with particular reference to disabled people, which will inform all stages of the building, design, construction, management and maintenance, including initial conception to completion and into occupancy. It should include:
  • Description of the building or environment, the purpose of the construction, how spaces are currently used, the intended use of all space and any access barriers identified.
  • Underlying policy and approach to access, with particular reference to disabled people, which will inform all stages of the building, design, construction, management & maintenance.
  • How legislation, local policies and standards affect the proposals.
  • Local and regional physical, social and economic context for the development.
  • How access issues will be considered from initial conception to completion and into occupancy, including aims & objectives and methods, standards and guidance used.
  • How contractors, designers, architects and specialist consultants, where appropriate, will deal with ensuring the removal of access barriers.
  • Sources of advice used for accessibility and access issues, including legislation and guidance, specialist consultants and technical advice, access audits and surveys and consultations.
  • Details of consultations undertaken or planned, including disabled people's organisations, user groups, staff etc. Consultations with users should include cross impairments groups, especially disabled people's access groups with particular experience in access and design standards, and ensure that designs consider barriers for people with visual impairments, hearing impairments, mobility impairments, people with learning difficulties or cognitive impairments, black and minority ethnic communities, faith communities, and others as appropriate.
  • An explanation of all issues related to access for disabled people and any specific issues relevant to the project.
  • Proposals for all aspects of the project. MDPAG can provide templates and checklists to help with this element at each stage
  • Where access barriers have been identified, details of access solutions adopted to overcome barriers, including those which are different from recognised sources of good practice. Where solutions are different, the process used to consider alternative options should be included. Where good practice cannot be met, the Access Statement should state why, what are the implications for users and what other methods are being proposed.

Stage 2 - Design and Access Statement (for initial Planning & Building Control applications and pre-application discussions)

This includes the initial overview of the design of the project including required for initial planning and building control applications. For some developments, including smaller projects, this stage can be merged with Stage 3. It should include:
  • Further details of the purpose and use of the development.
  • The amount of development, as appropriate to the scale of the project, including floorspace and the accessibility between areas of a project. This may also affect the size and scale of a project.
  • The layout of the development, including travel distances, gradients, orientation of elements.
  • The scale of of the development, including the principles behind the design and ensuring that accessible elements are incorporated which should include entrances and facades
  • Landscaping, which includes a range of accessibility features, e.g. appropriate surfaces, the design of physical features to ensure there are no access barriers or hazards for disabled people and sensitive design to ensure inclusion of all users in the facilities and environment
  • Appearance, which if not considered as a cross impairment design issue, can result in buildings with access barriers and hazards to users, confusing entrances and facilities and inappropriate use of materials and colours. Statements should also consider elements such as circulation routes, seating, crossings, lighting choices and levels, signage (considered at an early stage) to enhance not only accessibility but an exciting and effective design for everyone.
  • An explanation of how means of escape are incorporated.
  • The relationship of the development to the surrounding area, including internal and external private and public transport links.
  • Recommendations from consultations and professional advice.
  • An overview of the technical guidance and standards used to develop designs at Stage 3
  • Other issues particular to the site, including specific elements related to listed buildings and conservation areas.
NB. Although internal specifications are not required in the Planning legislation, planning authorities are given the power to require additional information, including the requirement to conform to policy documents in the Local Development Framework and may include internal specifications.

Stage 3 - Access Statement (for design decisions & Planning and Building Control approval and permission)

The Stage 3 Access Statement should be updated as projects develop and change, and considered as an audit trail of design and access decisions. Regular consultations with disabled people's access groups and access consultants should help to avoid costly adjustments that may have to be made late in the project developments or at occupancy stage, to meet access requirements. This stage includes designers, specialists, sub-contractors and developers and should include:
  • All guidance and standards used.
  • All design features required to meet access requirements. The checklist can be used for guidance.
  • Where solutions to access barriers are different to established sources of good or best practice, the Access Statement should identify the process used to consider the options, identify the best solution, and explain how it is a similar or better solution.
  • Where building or environmental constraints make it impossible to meet the minimum required levels of accessibility, the Access Statement should explain what reasonable adjustments have been or will be made to improve access for disabled people. This may include managerial and procedural solutions as well as physical ones.
  • Access statements or information from suppliers of services and equipment e.g. audible and visual alarm systems, to explain how they meet minimum access requirements.
  • Ensure that fixtures and fittings and interior design features are also included in the Access Statement.
  • Information on how the documentation of access issues will be developed for use by managers and decision makers in the post construction and inspection phases.

Stage 4 - Access Statement (for occupancy & management)

The Access Statement should be maintained and updated by building managers or other appropriate staff, along with health and safety records, as a record of access decisions and to ensure an ongoing commitment to maintaining accessibility. They could include further access audits, decisions taken as a result of complaints and management and maintenance policies, procedures and information. They should also be included in Access Action Plans, drawn up to meet the requirements of the Disability Discrimination Act. Statements should include:
  • A commitment to maintaining and improving on the accessibility of the original design, including policies and procedures to maintain internal and external environments, including parking and access routes.
  • Policies and procedures for essential maintenance and interior design decisions, including lifts, toilets, induction loops and other communication systems, maintenance of lighting levels, the continuation of colour and luminance contrast, removal of obstacles and barriers, clear signage etc.
  • Policies and procedures to review accessible practices and procedures including information to users, staff training, emergency evacuation.

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Flowchart
Templates, checklists & training
MDPAG has developed a linear flowchart identifying the Access Statement process, based upon the DRC model.

Download a copy of the Flowchart showing the Access Statement process, in PDF format

Link to Adobe website for Acrobat Reader		 MDPAG can provide draft templates and checklists to help develop, write or assess Design and Access Statements for all sizes of projects.

MDPAG can also provide training on the development and the assessment of Design and Access Statements and Access Statements and the underlying issues of inclusive design and best practice access standards.

For more information, contact MDPAG's office at admin@mdpag.org.uk

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last updated 4.01.08