This FAQ addresses common questions about disability inclusion in the workplace, covering reasonable accommodations, the interactive process, and resources for both employers and candidates.
For Employers
What is a reasonable accommodation?
A reasonable accommodation is any modification or adjustment to the work environment, or in the way things are customarily done, that enables a person with a disability to enjoy equal employment opportunities. These accommodations generally fall into three categories:
- Changes to the application or interview process
- Changes to the work environment that enable an employee to perform the essential functions of their job
- Changes that enable an employee to access the benefits and privileges of employment
What are examples of reasonable accommodations?
The possibilities are vast, but common examples include:
- Making an existing workplace accessible (installing a ramp, widening a doorway, accessible restrooms)
- Providing qualified readers or interpreters (ASL interpreters for meetings, documents in Braille)
- Job restructuring (removing marginal tasks, re-assigning non-essential duties)
- Part-time or modified work schedules (flexible start/end times, compressed workweeks)
- Leave (providing unpaid leave beyond standard FMLA or sick leave policies)
- Providing or changing equipment (assistive software like JAWS, ergonomic keyboards, specialized phones)
- Modifying testing requirements, training materials, or policies (offering extended time on tests, providing training in alternative formats)
- Reassignment (transferring an employee to a vacant position for which they are qualified)
- Remote work options
Do I have to give me the accommodation my disabled employee has asked for?
Not always. Here’s what to keep in mind:
- Preferred vs. Effective Accommodation: Employers must provide an effective accommodation, not necessarily the employee’s preferred one. If multiple options exist, the employer can choose the most cost-effective or easiest solution, as long as it’s effective. Be open to alternative solutions, but if your employer’s suggestion won’t work, explain why.
- Undue Hardship: Employers are not required to provide accommodations that pose an “undue hardship,” defined as a significant difficulty or expense. This is determined on a case-by-case basis, considering factors like the cost of the accommodation, the employer’s financial resources, and the impact on the business.
- Personal Services or Devices: Employers generally don’t have to provide personal services or devices (like hearing aids or wheelchairs, which are used outside of work). However, some devices used exclusively in the workplace (like a specialized phone for hearing assistance) may be considered accommodations.
- Essential Functions: Employers are not required to eliminate essential job functions.
For Candidates
When should I request a reasonable accommodation?
You can request a reasonable accommodation at any time during your employment when you realize you need a change due to your disability. You are not required to disclose your disability or request an accommodation during the job interview. If possible, request an accommodation before your job performance suffers. It’s harder to request accommodations to address past performance issues.
I don’t know what accommodation to ask for. What should I do?
Identify one or two accommodations that might work for you and your employer. The Job Accommodation Network (JAN) (https://askjan.org) is an excellent resource with fact sheets for nearly every disability and limitation, including accommodation ideas. JAN also offers technical assistance specialists who can brainstorm solutions with you.
I need a reasonable accommodation. What do I do?
- Request the accommodation from your supervisor or HR department. You can initially make the request to whomever you feel most comfortable with.
- Make your request in writing and use the phrase: “I am requesting a reasonable accommodation under the ADA.” This creates a clear record of your request. While a preliminary conversation (in person or by phone) is fine, always follow up in writing to confirm the details.
What happens after I make my request?
You and your employer should engage in an “interactive process” to determine effective accommodations. If your employer doesn’t immediately approve your request, expect the following:
- Your employer may ask for limited medical documentation.
- Your employer may ask clarifying questions about your disability, functional limitations, and needs to identify an effective accommodation.
- Your employer may consult with others knowledgeable about your position.
Does my employer have the right to ask for medical documentation?
Yes, if your disability and/or need for accommodation isn’t obvious, your employer can request medical documentation to confirm your disability and the need for a reasonable accommodation.
The request should be narrowly tailored to your accommodation request, not a complete medical history.
If asked to sign a release for all your medical records, offer a doctor’s note instead and/or limit the release scope to information needed for the accommodation assessment.
Providing documentation upfront can be helpful, but your employer may have further questions, so consider waiting to avoid asking your doctor for multiple letters.
Do I have to respond to my employer’s follow-up questions?
Yes, as long as they are reasonable.
- The interactive process is a two-way street. Respond to all reasonable questions and requests.
- The ADA encourages creativity, open-mindedness, and flexibility. Work with your employer to find a mutually agreeable solution.
How does the interactive process end?
Your employer will either approve, deny, or offer an alternative to your request.
What if I post a job on this platform but no candidate applies / no matching candidate can be found?
If you don’t find a suitable candidate through the job portal, our team will leverage our extensive off-platform network, including Youth4Jobs’ 50+ training centers and connections with numerous NGOs and government organizations working with PWDs. We’re committed to helping you find qualified candidates.
What happens after a PwD candidate has been hired?
We proactively track progress post-placement at the 3, 6, 9, and 12-month milestones with both the candidate and employer. This tracking happens through Youth4Jobs and is separate from the platform. We also maintain contact with candidates via SMS to track their activity and engagement. We are committed to supporting a successful employer-employee relationship.