Process for supervisors to follow
Have the employee fill out a work accommodations request form
If your employee expresses concerns about needing devices or assistance to perform essential functions of their job, instruct the employee to complete the work accommodation request. 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 form.
Review the request
Review the work accommodation submitted by your employee. Determine how the employee's disability affects their ability to perform the essential functions of their job. This may not be clear without medical information. HR leave and accommodation management office will assist with this step.
Review the employee’s essential job functions
Review the employee's essential job functions (contact your HR Business Partner if you need assistance identifying the essential job functions). Determine how the requested work accommodation affects their ability to perform their essential job functions.
Meet with the employee
Meet with your employee within one week to discuss the work accommodation request. This will help you understand the employee's need for the work accommodation. (During this meeting, do not discuss medical conditions and details.) Document the employee's essential job functions and your discussion on the guided questions form and submit to the HR leave and accommodation management office.
Note: Most work accommodation requests require supporting medical documentation prior to making the decision to approve or deny the request. The LAM office will work with the employee to obtain medical documentation if it is needed.
Discuss accommodation request with LAM Office
Work with the HR leave and accommodation management office to ensure sufficient supporting medical has been received and to assist you in identifying 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.
Decision to approve or deny request
Decide whether to approve or deny the request and complete the supervisor response form:
- 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.
After the LAM office receives the supervisor response form, a draft decision letter will be sent to you to ensure all components of the accommodation decision are reflected in the letter.
Review the draft decision letter and respond to the LAM office with changes. Final decision letter will be sent to the employee, supervisor, LAM office, and the HR business partner.