Documentation of the Accommodation Process

The Request for an Accommodation:

Employers are not allowed to ask if an accommodation will be needed until after the job has been offered and the disability is obvious.  Employers can also request medical documentation from an employee as soon as a request has been made for a reasonable accommodation.  However, this documentation cannot be stored in the person’s regular personnel file but rather in a separate secured file and considered confidential medical information.

Requesting an accommodation from an employer when you know what the accommodation is:

If the employee already knows what he or she needs in order to perform the job more effectively, he or she should request that accommodation from the employer in writing including details about how the accommodation will help make them more productive, where to purchase it and how much it will cost. Any time the employee can present sharing of cost or tax credits to offset the cost, the better. This is especially true with those who are eligible for the Preferred Worker’s Program. Employers also have the legal right to choose the least costly accommodation as long as it meets the needs of the employee.

Asking the employer for help in identifying an accommodation for a particular task:

If the employee finds that he or she is having difficulty performing a task but does not know what the accommodation is, he or she should request assistance from the employer in writing describing the difficulties, possible solutions that might help (If I was able to reach it better, if it wasn’t so high, if I could sit longer, etc.) and the fact that it is making it hard to be productive. All communications with the employer should be in writing and every response should be kept by both parties as well. The employer may suggest an ergonomic evaluation or contact another agency for advice. Anything the employee can do to assist the employer in researching options is best.

Most accommodations are simple and low in cost. Accommodations range from adjusting the height of shelves to having a custom-made product. The possibility of an employer not being able to afford an accommodation for an employee due to hardship is very rare. The Job Accommodation Network currently states the average cost of an accommodation is $500. Keep in mind that the accommodation is reasonable and the goal is productivity.

Updated September, 2009 by Cassy Polen, Disability Program Navigator.