In most cases, you must provide medical documentation to support your need for a workplace accommodation. If you already have supporting medical documentation, email it to the HR leave and accommodation management (LAM) office at hr.lam.office@hennepin.us. You will also receive a release of medical authorization form to complete and return to the LAM office.

Supporting medical documentation should include:

• What is restricting and/or limiting employee from performing job functions
• How these restrictions/limitations affect the job performance
• What specific job tasks are problematic as a result of the limitations
• Accommodation start and end date
• Suggested remedy to restrictions/limitations

To request a work accommodation

Complete the accommodation request form

Once you submit it, it goes to your supervisor. To discuss your request before submitting it, contact the HR leave and accommodation management office at hr.lam.office@hennepin.us. The LAM office might also ask you for a medical statement or signed medical release.

• Access the form.

Follow up

If you haven’t heard from your supervisor within a week, contact the HR leave and accommodation management office.

Discuss your request with your supervisor

During your discussion, you and your supervisor will discuss your request so they have a better understanding of your need.

Await response

Your supervisor will approve or deny your request.

Next steps

If approved, create a plan with your supervisor to make the change. If denied and you’d like to discuss it, contact the HR leave and accommodation management office at hr.lam.office@hennepin.us.

To respond to a request for a work accommodation

Have the employee fill out a work accommodations request form

You can also fill it out for them. If the employee turns in medical information, forward it to the HR leave and accommodation management office. Medical information the employee shares with you should remain confidential. The employee may be eligible for Family Medical Leave. Learn more on the employee leave of absence page.

• Access the work accommodations request form.

Within one week of receiving the work accommodation request, meet with the employee to discuss their request:

• Does the employee make clear the accommodation they've asked for?
• Does the employee's condition limit their functional ability?
• Does the condition affect the employee at work?
• When is it anticipated that the needed accommodation will end?

Review the employee’s essential job functions

Determine how the employee’s disability affects their ability to do those job functions. This may not be clear without medical information. HR leave and accommodation management will assist with this step.

Work with the HR leave and accommodation management office to help identify a reasonable accommodation

For example, you may have questions about how the employee’s condition relates to the need for accommodation. The employee’s preference should come first. But you can choose a less costly or easier option if it’s equally effective.

Decide whether to approve or deny the request

If you approve the request, create a plan with the employee to make the needed change

If you decide to deny the request, contact the HR leave and accommodation management office before issuing the denial

5. Complete the supervisor response form

You, the employee, and the HR leave and accommodation management office will get a copy.

• Access the supervisor response form.

All employees, including supervisors and managers, can get help from the HR leave and accommodation management office to:

• Provide an overview of accommodations under the Americans with Disabilities Act, legal options, medical resources and past practice for responding to certain requests
• Clarify medical limitations with doctors or other providers
• Research accommodation options by consulting with outside resources and service providers
• Act as a "neutral third party" between employee and supervisor, especially with respect to highly confidential medical problems or when performance or discipline arises during accommodation review
• Assist employees in generating accommodation options especially if the employee is addressing a new medical limitation
• Act as "disability case manager" with complex cases involving disability plus performance concerns or chronic and changing medical conditions
• Coordinate assistance to help an employee assess their benefit options in cases of medical leaves of absence or retirement for medical reasons
• Advise supervisors on return-to-work questions related to family and medical leave and other medical leaves, and coordinate any new return-to-work accommodations