DivisionofInstitutionalDiversity OfficeofEqual Opportunity
Employment Guidelinesforthe DisabilityAccommodationProcess
Dr. Rosalyn Green
AffirmativeAction Officer
April 2014
Officeof AffirmativeAction DivisionofInstitutionalDiversity OklahomaStateUniversity
408Whitehurst–StillwaterOK74078–Phone405.744.9153–Fax405.744.5576–
Guidanceon Requestsfor DisabilitiesAccommodationinFacultyandStaff Employment
Section1:InitiateRequest
Allrequestsforemployment accommodationsbasedon disability shouldbefiledwith afacultyorstaffmember’s supervisor.Whenasupervisorreceivesa requestfordisabilityaccommodation(s)fromafacultyorstaffmember, thesupervisoristocontactthe DirectorofAffirmativeActiontobegintheinteractiveprocess.Ifafacultyorstaff memberseeksinformationaboutaccommodations,orverballyrequestsanaccommodation,please takethe followingsteps:
1)Providethemaccessto, or acopyof, thisguidancedocument.
2)Havetherequestingindividual completetheEmploymentAccommodationRequestForm
3)RequestmedicaldocumentationusingtheADADiagnosingProfessional’sDocumentationofDisabilityForm
4)InconjunctionwithAffirmativeAction,analyzetherequest,documentingallactionsanddecisions using theADADiscussion DocumentationForm
5)Notifytheindividualofourdecisionand ifapplicable,implementaccommodations(s).
Section2:InteractiveProcess
TheInteractiveProcessisintendedtoprovidedepartmentsandemployees/applicantstheopportunity todiscuss andcooperatively determinethemostappropriateaccommodation.Departmentalrepresentativesmust communicatedirectlywith theindividualingoodfaithandinatimelymanner.Itisimportantthatalleffortsare madetoensuretheprocessisnotdelayedorobstructed.TheOfficeofAffirmativeActionwillassistinthe interactiveprocessandmayincludetheassistanceoftheOfficeofHumanResources,andothersubjectmatter experts.
Section3:CooperativeProcess
TheInteractiveProcessexpectsthateach involvedpartywillactivelyandcooperativelyparticipatetofacilitatean appropriatedeterminationwithinreasonabletimeframes.Bothpartiesbearthisresponsibility;however,the departmentcannotforceanemployee/applicanttocooperateintheprocessrequiringmedicaldocumentation fromtheemployee/applicant(i.e.,aDepartmentmaynotorderanemployee/applicanttoprovidemedical documentationforareasonableaccommodationrequest).Keepinmind,thisprocessisinresponsetoarequest foraccommodation.Ifanemployee/applicantfailstocooperateintheprocessbynotprovidingappropriate documentation, thisatsomepoint, may leadtoadenialofthereasonableaccommodation request.
TitleIoftheADArequiresemployerstomake“reasonableaccommodationstotheknownphysicalormental limitationsofanotherwise qualifiedindividualwith adisabilitywhoisanapplicantoremployee.”However, the reasonableaccommodationrequirement:
•doesnotrequireaffirmativeaction in employment
•doesnotrequirethatemployerslowerqualityorquantityperformancestandardsforessentialfunctions toassistemployees withdisabilities
•doesnotrequirethatemployerscreateajobforemployeeswithdisabilities,orstructurejobstofittheir needsor abilities,exceptfor reallocatingmarginaljobfunctions.
ReasonableaccommodationtoanADAcovereddisability mayinclude:
•makingadjustmentstothewayjobfunctionsareperformed
•making changesindepartmentalpoliciesor proceduresregardingleaveor workhours
•makingmodificationsofequipmentusedtoperformajob
•providing assistivedevices
•hiringassistants
•allowingemployeesto usetheir own equipment, aids,or servicesat work
•makingmodificationstoprovideadisabledemployeewithaccesstotheareaswheretheemployee performs essentialjobfunctions.
Section4:PerformanceIssues
Asupervisorisnotrequiredtoexcuseaviolationofauniformlyappliedconductrulethatisjob-relatedand consistentwithbusinessnecessityandOSUpolicy.Additionally,sinceareasonableaccommodationis prospective,anemployerisnotrequiredtoexcusepastmisconductevenifthemisconductproblemistheresult ofthedisability. Therefore, appropriatedisciplinaryactionsmayoccur.
Pleasebeawarethatduringthedisciplinaryprocess,anemployeemaymakeaconnectionbetweenaphysicalor mentalconditionandtheperformanceormisconductproblem.Iftheemployeemakessuchaconnection,the supervisorshouldinitiatetheinteractiveprocessincludingarequestforappropriatedocumentation/verification ofdisability(seeSection1)asnecessaryin order toinvestigatetheaccommodation tomitigatefutureperformance problems.Whetheraneffectiveaccommodationisprovided,theemployeeremainsresponsibleforperforming theessentialjobfunctionsandforcomplyingwithOSUpoliciesandguidelines.Iftheemployeefailstodoso, disciplinaryactions mayagain beappropriate.
Anemployershouldneverassumeaperformanceproblemanemployeefacesonthejobisrelatedtoadisability. Itshouldbeviewedandmanagedasaperformanceproblemunlesstheemployeemakesaconnectionbetweena physicalor mentalcondition andtheperformanceproblemitself.
Section5:IndividualAssessment
Allrequestsforreasonableaccommodationmustbeassessedonacase-by-casebasis.Thegoalofindividually assessingeachrequestforaccommodationistoconductaneffectiveinteractiveprocesstoclarifythe employee’s/applicant’sabilitytoperformthe essential jobfunctionsortocompletetheemploymenthiring processwithorwithoutaccommodation.Additionally,thisprocessencouragesdiscussionswiththe employee/applicanttoexploreavailableoptionsthatmayenabletheemployee/applicanttoeffectivelyperform theessentialfunctionsofthejobor tocontinueinthehiringprocess.
Section6:EmployerRight to Choose EffectiveAccommodation
Ifthereismorethanonepossibleaccommodation,theemployermaychoosethelessburdensomeand/orless expensiveaccommodation aslong asitiseffective,therebyproviding theindividual with anequal opportunity to applyforaposition,performtheessentialjobfunctionsofaposition,ortogainequalaccesstoabenefitor privilegeofemployment.Although,primaryconsiderationshouldbegiventotheemployee’s/applicant’srequestedaccommodation,theemployermaycontinuetoexploreotheraccommodationsuntilanappropriate andeffectiveaccommodation isdefined, asdeemedbytheemployer.
Section7:Confidentiality
Unlessotherwiseauthorizedorrequiredbylaw,therequestforaccommodationandrelatedrecordswillbe maintainedinaconfidentialmanner.Alldocumentationregardinganemployee’sdisabilityistobekeptinafile separatefromthegeneral(official)personnelfileanddisclosedforlegitimatebusinessneedsonly.Disabilitycivil rightslawsspecificallyprohibitthedisclosureofmedicalinformationexceptincertainsituations,includingbut notlimitedto:
•Supervisorsandmanagersmaybetoldaboutnecessaryrestrictionsontheworkordutiesof theemployeeand aboutnecessaryaccommodations.
•First aid andsafetypersonnelmaybetoldofthedisability in caseit mightrequireemergency treatment.
•GovernmentofficialsinvestigatingcompliancewiththeADAand/orFEHAmustbegivenrelevant informationonrequest.
•Employersmaygiveinformationtostateworkers’compensationoffices,statesecondinjuryfunds,or workers’compensationinsurancecarriers(inthecaseoftheCounty,theThird-PartyAdministrator),in accordancewithstateworkers’compensation laws.
Section8:RecordRetention
Departmentsarerequiredto keepalldocumentation pertainingtorequestsfor accommodation inaccordance with prevailingrecordretentionrequirementsofthreeyears.
Section9:Resources
Thefollowingresources maybe helpfultosupervisorsandemployeesinevaluatingpossibleaccommodations.
Section10:Steps foraSuccessfulReasonableAccommodationProcess
ADAComplianceManualforHigherEducationrecommendsthefollowingstepsforasuccessfulreasonable accommodationprocess:
1)Determinewhether anaccommodation issueexists;
2)Analyzetheessentialfunctionsofthejob;
3)Consult withtheindividualwithadisability;
4)Determinespecificabilitiesandfunctionallimitations;
5)Researchalternativeaccommodations,identifypotentialaccommodationsanddeterminehoweffective each wouldbe;
6)Consider all typesofreasonableaccommodations;
7)Consider thepreferenceoftheindividualwithadisability;
8)Analyzewhether anypotentialaccommodationswouldimpose anundue hardship;
9)Documentdecisionstoeliminateaccommodationsfromconsideration;and
10)Reconsider theremainingoptions;
Ifappropriate, offer theaccommodation tothequalifiedindividual.
Officeof AffirmativeAction DivisionofInstitutionalDiversity OklahomaStateUniversity
408Whitehurst–StillwaterOK74078–Phone405.744.9153–Fax405.744.5576–
EMPLOYMENTACCOMODATIONREQUESTFORM
EmployeeInformation
EmployeeName: / EmployeePhone:EmployeeCWID: / EmployeeEmail Address:
Department: / DateRequested:
Supervisor: / Supervisor Phone:
ThisformistheinitialstepinprocessingyourrequestforareasonableaccommodationundertheUniversity’s procedure. Anaccommodationisareasonablemodificationor adjustmenttotheworkenvironmentthat enablesa qualifiedindividualwithadisabilitytoperformtheessentialfunctionsofaposition,andenjoythesamebenefits andprivilegesofemploymentasenjoyedbynon-disabledemployees.Inordertodeterminewhetheryouare eligibleforanaccommodationundertheADA(1990),asamendedbyADAAmendmentActof2008(ADAAA), theOfficeofAffirmativeActionmayrequestthat youprovidedocumentation of your medicalcondition.
HavingamedicalconditionaloneisnotenoughtomakeyoueligibleforanaccommodationundertheADAAA guidelines.UndertheADAAA,anindividualwithadisabilityisapersonwithaphysicalormentalimpairment thatsubstantiallylimitsoneormoremajorlifeactivities;hasarecordofsuchimpairment;orisregardedas havingsuchimpairment.Asubstantiallimitationisdefinedasanimpairmentthatpreventstheperformanceofa major lifeactivitythat mostpeoplein thegeneralpopulation canperform.
TheADAAArequiresthat theUniversitykeepmedicalinformationconfidential.However,thelawallowscertain individualstobeinformedofyourconditionasneeded.Thesepersonscanincludeyourmanager(s)or supervisor(s),humanresourcespersonnel,firstaidandsafetypersonnel,personnelinvestigatingcompliance discussingyour condition ormedicalinformation aboutyourself.
AccommodationRequest Details
1)Describetheimpairmentthatisthebasisfor therequest.
2)Pleasedescribewhichmajorlifeactivityyourimpairmentlimits.(Forexample:caringforoneself, performingmanualtasks,walking,seeing,hearing,sitting,speaking,breathing,learning,remembering, concentrating, etc.)
3)Detailessentialfunctionsofyourjobthatyoucannotperformandhowyourdisabilityimpairsyour abilityin each instance.
4)Describetheaccommodation(s)(actions,changes,equipment,ormodifications)youarerequestingto enableyoutoperformtheessentialfunctionsofyour job.
5)Explainhowtheaccommodations youarerequestingwillenableyou to performtheessentialfunctionsof yourjob. Bespecific.
6)Explain,ifapplicable,anyresourcesyoualreadyhave,haveaccessto,orareawareofwhichwould providetheaccommodation(s)requested.
7)Willyoube able to performallof the essential functions of your jobif youreceive therequested accommodations? Ifnot, describethespecificfunctionsyouwillnot beableto perform.
8)Ifmedicaldocumentation isnotattached,pleaseprovidethefollowinginformation:
Name/Phone/Addressof PrimaryMedical Practitioner/physicianName/Phone/Addressof MedicalSpecialist
(ifapplicable)
9)If no medical documentation exists, please explain why you have not obtained an evaluation or treatment.
10)Pleaseadd anycommentsyoufeelmaybe helpfulintheconsiderationof your request.
11)Thiscondition is:
TemporaryPermanentExpectedtolastuntil: (Date)
ReleaseofInformation
PLEASEREADTHEFOLLOWINGCAREFULLY,THENSIGNANDDATE
IhaveadisabilitythatIbelievehas,ormayhave,anadverseeffectonmyworkperformance.Inorderto minimizeoreliminatetheeffectofthedisabilityonmyworkperformance,IamvoluntarilyrequestingthatOSU reviewmysituationforthepurposeofconsideringareasonableaccommodation.Iunderstandthatsubmitting thisformisaninitialsteponly.IunderstandthatOSUwillnotassumebasedonmysubmissionofthisform,that Iamdisabledor thatachangeor accommodationin theworkplaceisrequired.
IunderstandthatOSU mustbeabletoconfirmtheexistenceandtheextentofthedisabilityandhowit mayrelate tothedutiesandresponsibilitiesofthepositioninvolved.Iunderstandthatthisinformationisnecessarysothat OSUcan respondtothisrequest, andthatthisformandany attachmentsIhaveprovidedmaybesharedwiththe healthcareprovidersIhaveidentified,aswellaswithotherhealthcareproviderswithwhomOSUmayconsult in evaluatingthisrequest.
Ialsounderstandthatappropriateconsiderationofthisrequestmayrequiredisclosureofinformationaboutmy impairmenttosupervisorsandothersatOSUwhomayhaveaneedtoknowenoughabouttheimpairmentto participateeffectivelyindiscussions aboutpossibleaccommodations, and/or inimplementingaccommodations. Iagreetoprovideanyotherinformationneededinordertorespondtothisrequest.Iherebyauthorizetheabove- listedhealth careprovidersandanyotherswhohavetreatedmetoreleasetoOSUallmedical recordsconcerning theimpairmentdisclosedhereinasitmayaffectmyabilitytoperformthejobinquestion,andtoprovideany opinionstoOSU concerningmyabilitytoperformjob-related functionswithor without reasonable accommodation.
IcertifythatIhavereadandreviewedthejobdescriptionformyposition,and/orhavebeeninformedofwhat theUniversityconsiderstheessentialfunctionsofthisposition.Ifurthercertifythattheforegoingstatementsare complete,accurate,andtruetothebestofmyknowledge.Ialso understandthat OSUmayrequiremetoundergo testingorevaluationbymedicalpersonnelretainedbytheUniversityfor thepurposeofestablishing theexistence andextentofmydisability,andmyabilitytoperformjob-relatedfunctionswithorwithoutreasonable accommodations.
SignatureofEmployeeDate
INADDITIONTOPROVIDINGTHISFORMTOYOURSUPERVISOR, PLEASESUBMITACOPYOFTHECOMPLETEDFORMTOTHEOFFICE OFAFFIRMATIVEACTIONBYONEOFTHEFOLLOWINGMETHODS:
Emailto: rFax: 405.744.5576 / Campusor Inter-officeMail:
Dr. Rosalyn Green
Director, Equal Opportunity 408Whitehurst / U.S. Mail:
Dr. Rosalyn Green
Director ofEqual Opportunity OklahomaStateUniversity 408Whitehurst
Stillwater, OK 74078
Forsupervisor’s useonly:
Datereceived:______Receivedby:______Formis:Complete/Incomplete
(Supervisor’ssignature)(Circleone)
Americans withDisabilitiesAct(ADA) DiagnosingProfessional’sDocumentationof DisabilityForm
Aspartoftheaccommodationprocess,documentationthatanemployeehasaqualifyingdisabilityisrequired. TheADAdefinesaqualifying disabilityasonethatfitsintooneofthesecategories:
•Aphysicalor mentalimpairmentthat substantiallylimitsoneormoremajor lifeactivities;
•Arecordofimpairment; or
•Regardedashavinganimpairment.
Thisformisdesignedtoprovideamethodforcompliancewiththismandatefordocumentationandshouldbe completedbytheemployee’sdiagnosingprofessional.
Section1:Questionsto HelpDetermineWhetheranEmployeehasaDisabilityForreasonableaccommodationundertheADA,anemployeehasadisabilityifheorshehasanimpairment thatsubstantiallylimitsone ormore majorlife activitiesora recordof suchimpairment.The following questionsmayhelpdeterminewhether anemployeehasadisability:
Doestheemployee haveaphysicalor mentalimpairment?YesNo
Ifyes, whatistheimpairment?
Istheimpairmentlong-termorpermanent?YesNo
Ifnotpermanent, howlongwilltheimpairment likelylast?
Answerthefollowingquestionsbasedonwhatlimitationstheemployeehaswhenhisorherconditionisinan activestateandwhatlimitationstheemployeewouldhaveifnomitigatingmeasureswereused.Mitigating measuresincludethingssuchasmedication,medicalsupplies,equipment,hearingaids,mobilitydevices,the useofassistivetechnology,reasonableaccommodationsorauxiliaryaidsorservices,prosthetics,andlearned behavioraloradaptiveneurologicalmodifications.Mitigatingmeasuresdonotincludeordinaryeyeglassesor contact lenses.
Doestheimpairmentsubstantiallylimitamajor lifeactivity?
Note: Doesnotneedtosignificantlyorseverelyrestricttomeetthisstandard.YesNo
Ifyes, what major lifeactivity(s)is/areaffected?
CaringFor Self InteractingWithOthers
PerformingManualTasks Breathing
Working / Walking Standing Reaching Thinking Toileting / Hearing Seeing Speaking Learning Sitting / Lifting Sleeping Concentrating Reproduction / Other:(describe)
Doestheimpairmentsubstantiallylimittheoperation ofamajor bodilyfunction?
Note: Doesnotneedtosignificantlyorseverelyrestricttomeetthisstandard.YesNo
Ifyes, whatbodilyfunction isaffected?
Immune NormalCell Growth Digestive Bowel Bladder Genitourinary / Hemic
Special SenseOrgans and Skin
Lymphatic Neurological Brain Respiratory / Circulatory Endocrine Reproductive Musculoskeletal SpecialSense Cardiovascular / Other:(describe)
Section2:Questionsto HelpDetermineWhetheranAccommodationisNeeded
Whatlimitation(s)is interferingwithjobperformance?
What jobfunction(s)istheemployee havingtroubleperformingbecauseofthelimitation(s)?
Howdoestheemployee’s limitation(s)interferewith his/herabilityto performthejobfunction(s)?
Section3:Questionsto HelpDetermine EffectiveAccommodationOptions
Do youhaveanysuggestionsregardingpossibleaccommodationstoimprovejobperformance?
Ifso, whatarethey?
Howwouldyour suggestionsimprovetheemployee’sjobperformance?
Section4:AdditionalComments
Pleaseprovideus with anyadditionalinformation or comments.
PrintProfessional’sName: / DateFormCompleted: / OfficePhone#:
Professional’ssignature: / Professional’sLicense#: / OfficeFax#:
AccommodationDiscussionDocumentation
To becompletedbyimmediatesupervisor(andadditionalmanagers, ifapplicable)
1)InteractiveDiscussionDate:
2)JobFunctionsDiscussed:
EssentialJobFunctions / MarginalJobFunctions3)Employee’s SuggestedAccommodation:
4)AlternativeAccommodations OfferedduringDiscussion:
5)ResultsofInteractiveDiscussion:
6)Accommodation(s)Agreedupon:
7)CostsAssociated with theReasonableAccommodation:
8)DidDocumentationcomewith theRequest? / Yes / No9)Is moreDocumentationNecessary?
10)EffectiveDateofAccommodation: / Yes / No
11)Duration PeriodofAccommodation:
12)Documentreasondenyingrequestfor any suggestedreasonableaccommodation:
ImmediateSupervisor’sSignatureDate
Dean/ VicePresident/ AssociateVicePresidentDate
AffirmativeAction OfficerDate
CC: EmployeeandDirector ofEqual Opportunity
OfficeEqual Opportunity
408Whitehurst
Stillwater, OK 74078
P405.744.9153
F405.744.5576