Department of Transportation (DOT) Disability Resource Center (DRC)
Services Handbook
Main Contact Information
U.S. Department of Transportation
1200 New Jersey Ave, SE
Washington DC 20590
Telephone: 202-493-0625
Fax: 202-366-3571
Confidential Fax: 202-493-2391
TTY: 202-366-5723
E-mail:
Web: http://www.drc.dot.gov
Version 1.4
November 2014
Table of Contents
Foreword: How to Use This Handbook 1
1. Mission 1
1.1 Terms and Definitions 2
2. History of the DRC 4
3. Concept of Operations 4
4. Reasonable Accommodations 5
4.1 Reasonable Accommodations Overview 5
4.2 Interactive Process 6
4.2.1 Disability Determination by Supervisor/Decision Maker 6
4.2.2 Needs Analysis 6
4.2.3 Develop a Consensus on Accommodation(s) 7
4.2.4 Assistance and Referral with Out of Scope Accommodation Requests 7
4.2.5 Written Agreement of Accommodation(s) Provided 7
4.2.6 Acquisition of Items/Services 7
4.2.7 Accommodation Request Closure Notification 8
4.2.8 Accommodation Request Follow-up 8
4.3 Assistive Technology 8
4.3.1 Assistive Technology Training 9
4.3.2 Assistive Technologies Purchased Through CAP 9
4.3.3 Property Agreements 11
4.4 Reasonable Accommodation Maintenance and Replacement Policy 12
4.5 Contract Services 13
4.6 Sign Language Interpreting Services 14
Contact Information 14
4.6.1 Overview of Sign Language Services 14
4.6.2 Information needed for all interpreting requests 15
4.6.3 Event Planning 17
4.6.4 Reasonable Accommodation Process for Interpreting Services 17
4.6.5 Things to Know About DRC’s Sign Language Interpreting Services 18
4.6.6 Requests for DOT Headquarters and FAA DC locations 20
4.6.7 Format for Headquarters Sign Language Interpreting Requests 20
4.6.8 Late Requests 21
4.6.9 Modifications to Requests 21
4.6.10 Cancellations 22
4.6.11 On-Going/Recurring Requests 22
4.6.12 Request Confirmations 22
4.6.13 Sign Language Services for Field Offices and the Greater United States 23
4.6.14 Security Escort for Sign Language Interpreting Service Providers 24
4.7 Communication Access Realtime Translation (CART) Services 24
4.7.1 Security Escorts for CART Service Providers 25
4.8 Personal Assistance Services in the Workplace 26
4.8.1 PAS on Travel (Service Provided Through DRC Contract) 28
4.8.2 Invitational Travel for PAS 29
4.8.3 Security Escorts for Personal Assistance Service Providers 32
4.9 Reader Services 33
4.9.1 Scope of Reader Services 33
4.9.2 Requesting Reader Services as a Reasonable Accommodation 33
4.9.3 Limitations of Reader Services 35
4.9.4 Security Escorts for Reader Services Providers 35
4.10 Interim Accommodations 36
4.11 When a Decision Maker disagrees with the DRC 36
5. Program Access 37
6. Recruitment and Retention 38
6.1 Employment of Persons with Disabilities – Departmental Selective Placement Program 38
6.2 OA Selective Placement Coordinators 39
7. Technical Assistance 40
8. Training and Outreach 41
9. Section 508 42
10. Services Outside the Scope of the DRC 44
10.1 Ergonomic Chairs 44
10.2 Monitors and Other Computer Equipment 44
10.3 Keyboards 45
10.4 Personal Use Items 45
10.5 Architectural/Infrastructure Modifications as a Reasonable Accommodation 46
10.6 Job Restructuring, Teleworking, Reassignment 46
10.6.1 Provision of Assistive Technologies in the Telework Environment 46
10.7 On-Demand or Full-time PA, Reader or Sign Language Interpreter 46
Notes 47
Appendix A: DRC Staff Positions and Responsibilities 1
DRC Manager 1
Disability Resource Analyst 1
Analyst on Call 1
Section 508 Coordinator 1
Departmental Selective Placement Program Manager 1
Communications/Customer Outreach Specialist 2
Administrative Team 2
Program Assistant 2
Interpreting Coordinator/Program Specialist 2
Staff Interpreters 3
The DRC Consumer Advisory Board 3
Appendix B: Forms 1
Appendix C: Helpful Resources on the Reasonable Accommodation Process 1
DOT Reasonable Accommodation Order 1
DOT Operating Administration Disability Program Managers 1
Job Accommodation Network 1
ii
Foreword: How to Use This Handbook
This Handbook describes the services provided by the DOT Disability Resource Center. The Handbook is designed to be easily navigated on the web, with searchable terms and clickable links to sections and references.
The chapters are meant to stand each on its own, to make it easier for users to search and find relevant information. As such, similar information appears across multiple sections so users can avoid having to peruse the document to answer a specific question.
This document is intended to be dynamic in nature and is subject to change as individual services or processes are updated. It is, therefore, a good idea to check the latest version of the document on the web for information, even if you have previously printed a copy for personal use. A revision date will always appear just after the title at the beginning of the document.
Questions, comments, or feedback concerning this document and the information herein can be directed to the Disability Resource Center via e-mail at .
A special note about terminology: Where possible, this handbook uses language conventions and terminology that is widely accepted as positive and culturally appropriate within the disability community. (Capitalizing the letter “d” in Deaf is an example of these conventions.) We have made every effort to use positive, appropriate terms.
1. Mission
The mission of the Department of Transportation (DOT) Disability Resource Center (DRC) is to assist the Department in meeting its obligations toward the employment, promotion and retention of individuals with disabilities by providing the following services:
· identify and purchase appropriate and effective assistive technologies and services as reasonable accommodations for employees and applicants with disabilities;
· provide guidance and information on recruitment, and retention and advancement of employees with disabilities through the Departmental Selective Placement Program;
· provide technical assistance, referral and outreach services to the DOT community through electronic communications, written materials and presentations; and
· educate and support awareness of and conformance to the Department’s policies on Section 508 of the Rehabilitation Act.
Through these initiatives, the DRC plays a critical role in removing barriers to employment for individuals with disabilities.
1.1 Terms and Definitions
This section includes a list of terms and definitions used throughout this document.
Assistive Technology—Generally refers to computer or electronic devices designed to provide accessibility for individuals with disabilities. Examples include screen reader software, telephone amplifiers, and CCTV’s.
Common Operating Environment—A uniform configuration of hardware and software throughout an organization.
Computer/Electronic Accommodation Program (CAP)—A program by the Department of Defense (DOD) that provides computer and other technology accommodations to Federal employees within DOD and other agencies with which it has an agreement.
Individual with a Disability—An individual who has a physical or mental impairment that substantially limits one or more major life activities; has a record of such an impairment; or is regarded as having such an impairment.
Personal Assistant—People or services that assist a person with a physical, sensory, mental, or cognitive disability with tasks that the person would perform for him or herself if he or she did not have a disability. Examples can include lifting and filing, retrieving objects, or providing assistance with certain tasks of daily living, such as toileting or removing and hanging a coat.
Reader—A Reader reads aloud hardcopy materials that are not available electronically or cannot be otherwise scanned and are not available in any other accessible format with or without the use of assistive technology.
Reasonable Accommodation—Any change in the work environment or in the way things are usually done that results in equal employment opportunity for an individual with a disability.
Rehabilitation Act of 1973—Prohibits discrimination on the basis of disability in Federal employment, and in the employment practices of Federal contractors, in programs conducted by Federal agencies, and in programs receiving Federal financial assistance. There are several “sections” of the law. The ones discussed in the context of this handbook are:
· Section 501—Requires affirmative action and nondiscrimination in employment by a Federal agencies of the executive branch.
· Section 504—Requires that agencies ensure that no otherwise qualified individuals with disabilities are excluded from or discriminated against under any program or activity that receives Federal financial assistance or any program or activity that is conducted by a Federal agency. Examples of programs or activities receiving Federal financial assistance from the Department of Transportation are the State and local transit authorities; highway/road administrations and airlines/airports/aviation fields that receive Federal monies to operate their programs. An example of a Federally-conducted training program or activity is the Merchant Marine Academy. Section 504 applies to employees and members of the public.
· Section 508—Establishes requirements for electronic and information technology developed, maintained, procured, or used by the Federal government. Section 508 requires Federal electronic and information technology to be accessible to people with disabilities, including employees and members of the public.
Requestor—Person who initiates the reasonable accommodation process by asking for a reasonable accommodation. This individual could be the employee who will receive the accommodation, or an individual making the request on behalf of the individual.
Schedule A Hiring Authority[i]—A Federal regulation regarding the excepted service appointments of persons with mental retardation, severe physical disabilities, and psychiatric disabilities. The regulation is issued by the Office of Personnel Management and is used to improve the Federal Government's ability to hire persons with these disabilities. It is designed to remove barriers and increase employment opportunities for persons with disabilities. There are two subparts that relate to the employment of persons with disabilities in Federal service.
· Hiring qualified persons with severe disabilities: (5 CFR 213.3102(u)) Appointment of Persons with Mental Retardation, Severe Physical Disabilities, or Psychiatric Disabilities. (1) Purpose. An agency may appoint, on a permanent, time-limited, or temporary basis, a person with mental retardation, a severe physical disability, or a psychiatric disability according to the provisions described in the regulation.
· Hiring readers, interpreters, and other personal assistants: (5 CFR 213.3102(ll)) Positions as needed of readers for blind employees, interpreters for deaf employees and personal assistants for handicapped employees, filled on a full time, part-time, or intermittent basis.
Supervisor/Decision Maker—This is the individual responsible for approving/denying reasonable accommodation requests for employees. In most cases, this is the employee’s direct supervisor; however, an Agency can decide to designate a different decision maker.
Working Capital Fund—A funding mechanism used by the Department of Transportation that the Operating Administrations contribute to for the purpose of providing centralized services across the Department.
2. History of the DRC
The DRC was established in 1999 as a centrally funded reasonable accommodation program for employees with disabilities in DOT. Prior to that time, reasonable accommodations were granted at the program office level, often resulting in inconsistent practices among Operating Administrations (OAs) and individual programs. Employees with disabilities advocated for the creation of a Department-wide program where reasonable accommodations would be provided consistently and effectively throughout the Department.
The DRC is centrally funded through the Working Capital Fund (WCF). By consolidating resources in this Department-wide program, the DRC is able to provide reasonable accommodations without an additional impact to an individual OA’s program budget. Each OA contributes to the WCF for the purpose of having access to a variety of centralized Departmental services, of which the DRC is one of those services.
In 2003, through a Memorandum of Understanding (MOU), DOT entered into a partnership with the Department of Defense (DOD) Computer/Electronics Accommodation Program (CAP). This partnership provides another resource for obtaining reasonable accommodations. Under this MOU, DOT receives certain types of assistive technologies at no cost from CAP, for as long as CAP funds are available.
While DRC models much of its program on the highly successful CAP program, there are significant differences. First, CAP’s funding source is from a direct appropriation, and funds are spent until they are exhausted each year. This often results in lapses in service toward the end of the fiscal year, or in the beginning of a fiscal year while waiting for an appropriation. DRC’s funding mechanism is different, which provides flexibility to request additional funding based on actual needs in a given year. Second, DRC’s program is designed to provide a broader range of services to our employees than CAP is designed to provide; including interpreting, personal assistance services and readers. The partnership with CAP results in a cost savings to DOT each year toward the purchase of specific assistive technologies, but only represents a fraction of the total services that DRC provides
3. Concept of Operations
Much of DRC’s success lies in the ability to provide reasonable accommodations to employees in a consistent and timely manner while addressing individual needs. DRC supports the OAs in achieving employment, advancement, and retention goals while assisting the Department in meeting its responsibilities under the Rehabilitation Act.
The Department of Transportation’s policy and procedures for providing reasonable accommodations are defined in DOT Order 1011.1, “Procedures for Processing Reasonable Accommodation Requests by DOT Job Applicants and Employees with Disabilities,” (the Order). The Order defines the supervisor as the decision- maker for reasonable accommodation requests. DRC is a partner in the process when the type of accommodation being requested falls within the scope of products and services that DRC provides. It is important that supervisors or others processing reasonable accommodation requests involve the DRC as early as possible in the process to help ensure that the timeframes for processing requests can be met by the Agency.
Accommodation requests that fall outside of DRC’s scope of operations will be referred to the OA Disability Program Manager. The OA can then decide how best to resolve the accommodation request at the Agency level. See section 11.7, “Services Outside the Scope of the DRC,” for a description of services not funded by the DRC.
4. Reasonable Accommodations
4.1 Reasonable Accommodations Overview
Reasonable accommodations can be defined as any change in the work environment or in the way things are usually done that results in equal employment opportunity for an individual with a disability. At DOT, reasonable accommodations can be provided to job applicants, to employees to enable them to perform essential job functions, or to employees when a modification is required to ensure equal access to benefits and privileges of employment.
As partners in the reasonable accommodation process, the supervisor/decision maker, the employee, and the DRC must be aware of and fulfill their responsibilities as described in the DOT Order.
Reasonable accommodations accountability rests with the supervisor/decision maker who must process and analyze accommodation requests made by his or her employees as required by the Order. Determinations on reasonable accommodation requests should ensure that requested accommodations are:
· being provided to an employee who has a disability;
· related to the impairment that is the basis for the disability determination;
· necessary for the performance of essential job functions; and
· reasonable in light of other possible alternatives.
Confidentiality of information[ii], information technology management, and fulfilling reporting requirements are paramount to those involved in the process. The DRC is only able to fund accommodations that meet all applicable legal, regulatory, and organizational requirements and, therefore, must concur with the outcome of the accommodation process when DRC funding is sought.[iii] These requirements can include applicable reasonable accommodations requirements, procurement regulations, and IT policies for the Common Operating Environment.