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Accommodation Request Process for Employees

If an employee is uncomfortable approaching the supervisor at any point in this process, the employee may choose to speak with his/her human resource representative or in confidence with the ADA Coordinator's Office.

1. A request for accommodation is made to the supervisor.

a) A request can be made by the employee or by someone on the employee’s behalf.

b) A request may use everyday language (illness, condition, help, changes, etc.) or “ADA language” (accommodation, disability, etc.)

2. The supervisor, with input from the employee, identifies the employee's workplace accommodation needs. The supervisor will:

a) Discuss the needs with the employee who made the request;

b) Review the job description and consider the essential functions of the job;

c) Keep disability related information in a file separate from the individual's personnel file; discussing it only with human resources' staff, individual's who implement the accommodation, the ADA Coordinator's Office, and individuals identified by the employee.

3. Human Resources, Employee Health or the ADA Coordinator's Office, will determine if the employee has an accommodation need.

a) Documentation of an accommodation need should include:

(1) Confirmation that there is a disability that impacts work;
(2) A description of the relevant impacts;
(3) Clarification of the connection between impact and requested accommodation if needed;
(4) Suggestions for other accommodations; and
(5) Recommendations on when to review the effectiveness of accommodations.

b) If the supervisor does not believe there is a disability, or plans to deny the request for accommodation, he/she must seek approval from Human Resources or the ADA Coordinator before proceeding.

4. With input from the employee and the supervisor, accommodations that are effective for the employee and appropriate for the work place environment are selected.

a) Identify what modifications (to procedures, schedules, equipment or the environment) or aids would allow the employee to meet their essential job responsibilities (tasks and performance, productivity, and safety standards).

b) Human Resources and the ADA Coordinator's Office can help identify and evaluate potential accommodations.

c) The ADA Coordinator’s Office can provide assistance for accommodation expenses over $500.

d) If no accommodations are possible, the employee may no longer be qualified for that specific position. Assistance in relocating to an appropriate position where accommodation is possible is available from the ADA Coordinator's Office.

5. Once the accommodation is in place, the supervisor, with input from the employee, should check results.

a) Monitor the accommodation to see if the adaptation enables the employee to complete the necessary work task(s).

b) Periodically evaluate the accommodation(s) to ensure effectiveness.

c) Modify the accommodation if necessary by repeating this process.

For assistance, contact your unit’s HR officer, Consulting Services: 614-292-2800;
http://www.ohr.ohio-state.edu or the University’s ADA Coordinator.