Starting a new job can be a challenging experience with many moving parts, from initial meetings and offer letters to an employee’s first day. And for employees who require reasonable accommodations, there’s an added need for an accessible and efficient process.
Accommodation processes are a shared commitment from management and human resources to facilitate an accessible process for employees who need reasonable accommodations. Here are some helpful tips for writing an effective accommodation procedure.
Accessibility should be a core value within your company. Accessibility fosters innovation, inclusion, and improves retention and productivity. When accessibility is not baked into the organization's culture, leadership has a tendency to view accommodations as a burden rather than an opportunity to innovate.
Additionally, ignorance about disabilities can play a negative role. For example, an employee with a chronic illness is not always immediately apparent. Managers that do not know that 75 percent of disabilities can be “hidden” or invisible may unintentionally discriminate against or misunderstand employee requests for accommodations.
Clearly stated job descriptions are essential to an efficient accommodation process. The US Equal Employment Opportunity Commission (EEOC) uses “essential job functions” as the determining guidelines on what constitutes “reasonable accommodation” and “undue hardship” under law. It’s essential to be specific in a job’s function and openly share all descriptions with employees. Any updates to the job description should be discussed with the employee and confirmed in writing.
The Americans with Disabilities Act (ADA) doesn’t require accommodation requests to be set in writing. Still, well-organized documentation on employee accommodations can be beneficial for everyone involved, and it can also help establish best practices moving forward. So what should be included?
Documentation should always list what’s needed from human resources from the start of the accommodation process. They should also include a detailed guide for how employees go about requesting reasonable accommodations. With a precise protocol in place, employees will not have to go out of their way to discover what is needed. And finally, all documentation should include detailed descriptions of ADA accommodation requirements. This information should be easily referencable for all staff involved in facilitating the accommodations requests.
A specific person who understands ADA guidelines in-depth and the company’s process can be worthwhile for the team. Having a point person can also be valuable to new employees who may not know their way around the office. They, or their manager, can communicate with staff to get a good idea of how to move forward with the accommodation request and follow up on any necessary updates or changes.
Reasonable accommodation requests are an ongoing operation, and management should follow up with employees even after accommodations have been implemented. It’s essential to check in with employees to decide if any changes are necessary or if the accommodations are working as planned. Employees want to do their best work, but their productivity may falter if reasonable accommodations are not functioning as expected.
All accommodation requests should follow the same procedure, regardless of personal bias or assumptions. It’s important to note that even requests presented outside of usual guidelines or mentioned in casual conversation with management count as legitimate requests. If an employee discloses a disability to their supervisor over lunch, it is legally required that the company begin its accommodation process. Being proactive in these situations can protect against future issues like employee discomfort, stress, or lawsuits.