![](media/image1.png){width="1.0in"
height="0.8333333333333334in"}National Aeronautics and Space
Administration

**Reasonable Accommodation: Procedures, Rights, and Responsibilities**

![](media/image2.jpeg){width="7.013888888888889in" height="5.75in"}A
Handbook for Goddard Space Flight Center Applicants, Employees, and
Supervisors

Photo courtesy of National Multiple Sclerosis Society

**www.nasa.gov**

**Reasonable Accommodation: Procedures, Rights, and Responsibilities**

**Table of Contents**

**I. Background**

A. Policy 1

B. Authority 1

C. General Principles 2\
D. Rights and Responsibilities 3\
E. Types of Reasonable Accommodation 4

**II. Reasonable Accommodation Procedures**

A. Initiating the Request 5\
B. Processing the Request 6\
C. Time Limits 8\
D. Medical Information 9\
E. Reassignment 12\
F. Denials of Requests 13\
G. Information Tracking and Record Keeping 13

**Appendices**

A. Key Terms 16\
B. Examples of Reasonable Accommodations 18

C. NASA Form 1699 Facsimile 19

D. NASA Form 1699A Facsimile 21

E. Selected Reasonable Accommodation Resources 23

F. Standard Form 256 Facsimile 26

G. Procedural Checklists for Reasonable Accommodation 28

![](media/image3.jpeg){width="0.18472222222222223in"
height="0.18472222222222223in"}

**I. Background**

**A. Policy**

The National Aeronautics and Space Administration (NASA) is committed to
fully comply with the reasonable accommodation requirements of the
Rehabilitation Act of 1973, as amended. Under that law, NASA will
provide reasonable accommodation to qualified applicants and employees
with disabilities, unless to do so would cause undue hardship or result
in a direct threat to the health or safety of an individual, his or her
co-workers, or other individuals in the Agency.

The provision of reasonable accommodations ensures that individuals with
disabilities face no barriers that prevent them from applying for
positions; performing the essential duties of the job or activity;
gaining access to the workplace or the location of the program or
activity; enjoying equal benefits and privileges of employment; as well
as enjoying full access to all programs, facilities, or activities that
are conducted by, or for, the Agency or any of its components.

These requirements cover applicants for, and employees in, part-time and
full-time positions. Also covered are co-ops, as well as interns,
fellows, visiting scientists, and detailees who are not in a civil
service status.

NASA will process all requests for reasonable accommodation and, where
appropriate, provide reasonable accommodation in a prompt, fair, and
efficient manner.

For definitions of key terms \[Benefits and Privileges, Decision Maker,
Direct Threat, Essential Functions, Individual with a Disability,
Qualified Person with a Disability, Reasonable Accommodation, and Undue
Hardship\] see Appendix A

**B. Authority**

NASA provides reasonable accommodation under the authority of United
States laws and regulations, as well as NASA Policies and Requirements,
and Executive Order. These include, but are not limited to:

> 1 Rehabilitation Act of 1973, as amended
>
> 2\. Americans with Disabilities Act of 1990 (ADA)
>
> 3\. NASA Procedural Requirements (NPR) 3713.1 "Procedures for
> Providing Reasonable Accommodations for Individuals with Disabilities"
> \[This document can be located in the NASA Online Directives
> Information System (NODIS) Library at
> [http://nodis3.gsfc.nasa.gov](http://nodis3.gsfc.nasa.gov/)\]
>
> 4\. Executive Order 13164

**C. General Principles**

1\. The Rehabilitation Act of 1973, as amended, (29 U.S.C. 701 et seq.)
requires Federal agencies to provide reasonable accommodation to
qualified employees or applicants with disabilities, unless doing so
would cause undue hardship or pose a direct threat. In general, no
qualified individual with a disability will be denied the benefits of,
be excluded from participation in, or otherwise be subjected to
discrimination under any program or activity conducted by the Federal
government.

2.Workplace barriers prevent individuals from performing jobs they could
otherwise do with some form of accommodation. These barriers may be
physical obstacles, such as inaccessible facilities or equipment. They
also may be procedures or rules, such as those concerning when work is
performed, when breaks are taken, or how essential or marginal functions
are performed. Reasonable accommodations remove workplace barriers for
individuals with disabilities.

3\. The Disability Program Manager (DPM) in the Equal Opportunity
Programs Office (EOPO) has been designated as the central point of
contact for all matters relating to the provision of reasonable
accommodation. Contact information for the DPM is located on the back
cover of this publication. The DPM will, in most cases, provide guidance
and input to the Center's Equal Opportunity Officer about decisions
regarding reasonable accommodation.

4\. The reasonable accommodation must be effective; it must accomplish
the purpose for which it is intended as related to the performance of
the essential duties of the job.

5.There are modifications or adjustments that are not considered forms
of reasonable accommodation. The Center is not required to:

> a\. Eliminate an essential function, i.e., a fundamental duty of the
> position.
>
> b\. Lower production standards---whether qualitative or
> quantitative---that are applied uniformly to all employees; however,
> the Agency may have to provide reasonable accommodation to enable an
> employee with a disability to meet the production standard.
>
> c\. Provide personal use items needed in accomplishing daily
> activities, i.e., a prosthetic limb, eyeglasses, hearing aids. Items
> that might otherwise be considered personal, however, may be required
> as reasonable accommodations where they are specifically designed or
> required to meet job-related, rather than personal, needs. For
> example, if an employee does not use a wheelchair at home, but
> circumstances require greater mobility, the employee may request a
> wheelchair that stays at the employee's work site at all times.

For more information on reasonable accommodation policy, procedures,
guidelines, and other materials, see the Reasonable Accommodation Web
Page of Equal Opportunity Programs Office of Goddard Space Flight
Center. You can find this at
http://eeo.gsfc.nasa.gov/reasonableaccommodation.html.

**D. Rights and Responsibilities**

The process of requesting reasonable accommodation can be seen in terms
of general rights and responsibilities of all parties involved,
including applicants or employees and supervisors.

**1. Employee/Applicant**

> a\. Must notify the supervisor, or other individual identified by the
> Center, that an accommodation is needed or have this done by an
> interested third party.
>
> b\. Must be qualified to perform the essential duties of the job, with
> or without reasonable\
> accommodations.
>
> c\. Must provide medical documentation of need for an accommodation,
> when requested.
>
> d\. May refuse an accommodation, understanding that refusal will
> necessitate further discussion and could result in not receiving an
> accommodation.
>
> e\. Must document the request using NASA Form 1699 within five days
> after the need is made known, unless the need for accommodation is on
> a repeated basis.
>
> f\. May consult with the DPM, Employee Assistance Program (EAP), or
> Office of Human Capital Management (OHCM), at any time before, during,
> or after the request process.

**2. Supervisor**

> a\. Usually acts as the decision maker (DM) in this process.
>
> b\. Must provide reasonable accommodations for the known disabilities
> of a qualified person within 20 days after the request is made, or the
> need is made known, in any way or format, unless there are extenuating
> circumstances.
>
> c\. Must engage in an interactive process or dialogue with the
> employee or applicant regarding the nature and purpose of the request,
> if the need for accommodation is not obvious, or if there is more than
> one reasonable option for an accommodation.
>
> d\. May seek advice from the DPM, EAP, or OHCM.
>
> e\. Must respond to request in writing using NASA Form 1699A.
>
> f\. Must work with the employee to institute temporary measures to
> provide accommodations if the agreed upon reasonable accommodation is
> not immediately available.
>
> g\. May encourage the use of ADR or the EOPO to resolve issues.
>
> h\. May require medical documentation, narrowly tailored to the
> specific request, that an accommodation is necessary if the disability
> or the need for an accommodation is not obvious.^\
> ^
>
> i\. Must ensure accommodations are effective.

For more information about medical documentation, please refer to Part
II, Section D, Medical Information.

To see a facsimile of NASA Form 1699, please see Appendix C.

To see a facsimile of NASA Form 1699A, please see Appendix D.

**E. Types of Reasonable Accommodation**

There are three broad types of reasonable accommodations. These are
modifications or adjustments to:

**1. The job application process**---When applying for temporary or
permanent part-time or full-time positions, as well as internships,
fellowships, cooperative education placements, and any other
opportunities offered by, or for, the Agency, whether at a NASA site or
any other location.

**2. The work environment, or to the manner or circumstances under which
the job duties are customarily performed**---Employees who need an
accommodation to perform the essential duties of the job or activity, or
gain access to the workplace or the location of the program or activity.
This includes the option of telecommuting, if appropriate. Reasonable
accommodation will be provided to qualified employees regardless of
whether they have temporary or permanent appointments, work part-time or
full-time, or are considered probationary.

**3. The circumstances by which employees enjoy the benefits and
privileges of employment**---Employees who require an accommodation to
enjoy the same benefits and privileges of employment as other similarly
situated employees without disabilities.

**II. Reasonable Accommodation Procedures**

**A. Initiating the Request**

**1. Starting the Process**

A request for reasonable accommodation can be initiated by the employee
with a disability, a family member, health professional, or other
representative. The request should be made directly to the employee's
immediate supervisor. If this is not practical or possible, the request
may also be made to any of the following who could act as the DM: a
supervisor or manager in the employee's organizational hierarchy, the
EOPO, or in the case of an applicant for a position, any NASA employee
with whom the applicant has contact in the OHCM.

If the request is made by anyone other than the employee or applicant,
management will confirm with the person with a disability that he or
she, in fact, wants a reasonable accommodation. The individual's
immediate supervisor may also initiate the discussion about reasonable
accommodation if he or she thinks that one might be appropriate.

A request for reasonable accommodation may be made at any time during
the application process or during the period of employment. An
individual should request a reasonable accommodation when he or she
recognizes there is a workplace barrier that is preventing him or
her---because of a disability---from effectively competing for a
position, performing a job, or gaining equal access to a benefit of
employment. As a practical matter, it is in the employee's best interest
to request a reasonable accommodation before performance suffers or
conduct problems occur.

Although it is not a requirement in the reasonable accommodation
process, the EOPO recommends that employees ensure that their SF 256,
"Self Identification of Handicap" reflects their current disability
status. This form is usually completed when employees begin their
Federal careers, but it should be updated as their personal
circumstances change. Please note that the completion of this form is
voluntary and is not considered a part of the process for requesting
reasonable accommodation.

For more information about this form, and the ramifications of filling
it out, please contact the DPM. If an employee chooses to update this
form, it can be obtained from the EOPO or the OHCM; or, as a PDF on the
Office of Personnel Management (OPM) Web Site at:
http://www.opm.gov/forms/pdfimage/sf256.pdf. To see a facsimile of SF
256, please see Appendix F.

The EOPO has created procedural checklists for employees and
supervisors, or other DMs. These checklists are designed to assist
employees and supervisors in the reasonable accommodation process.
Please see Appendix G.

**2. Format of Request**

A request for reasonable accommodation may be made orally or in writing.
The person making the request does not have to use particular words. He
or she merely needs to state that an adjustment or change at work or in
the application process is needed. The words "reasonable accommodation"
specifically do not have to be used.

When a request has been made, the employee should complete NASA Form
1699 "Request for Reasonable Accommodation" and forward it to the EOPO
within five working days to ensure accurate record keeping and program
analysis.

For more information about NASA Form 1699, please refer to Section G,
Information Tracking and Record Keeping.

**3. Assistance Available**

Within the EOPO, the DPM has expertise in the requirements of the
Rehabilitation Act of 1973, as amended, possible accommodations, and
available resources. Any supervisor, manager, employee, or applicant may
consult with the DPM for further information or assistance in connection
with requesting or processing a request for reasonable accommodation. In
addition, employees and supervisors have the opportunity to contact the
EAP for additional support.

**B. Processing the Request**

**1. Decision Maker**

The employee's first line supervisor, or other DM, should receive and
approve requests for reasonable accommodation. The decision for
providing the reasonable accommodation can be made, in the case of
applicants, by the Human Resources Management Specialist (HRMS) who is
responsible for the application. If the request is not received and
processed by the supervisor or the HRMS, it is forwarded to DPM in the
EOPO for process and review.

**2. Interactive Process**

If the need for an accommodation is not immediately obvious, the
employee and his or her supervisor, or other DM, will enter into an
interactive process. This discussion is necessary also when there are
several options for providing accommodation. When engaging in this
process, the employee and the supervisor will consider the employee's
essential duties, the functional limitations imposed by the employee's
disability or medical condition, and the effectiveness of the various
options for reasonable accommodation that could mitigate the effects of
those functional limitations.

The discussions might also include additional issues that relate to the
work environment of the employee, such as the parking lot, the route to
the building(s) where the work is done, the employee's office, the
bathrooms, as well as places other than the office where the employee
typically travels or works. The discussions may also address equal
benefits and privileges of working at NASA, as well as official and
unofficial office events such as participating in employee clubs and
activities.

As stated, the DPM can provide technical assistance to the employee, the
supervisor, and any other stakeholders. This is especially important
where the specific limitation, problem, or barrier is unclear; where an
effective accommodation is not obvious; or where the parties are
choosing between different possible reasonable accommodations.

**3. Identifying Options**

During the interactive discussions, options will be developed and
evaluated to determine the most efficient way of removing any
barrier(s). Factors that may be included in the discussion include, but
are not limited to, the cost of the accommodation, the effect on the
employee's performance, personal preferences of the employee, and time
needed to complete the tasks. If necessary, temporary solutions will be
agreed to until permanent changes and modifications can be completed.

The critical aspect of the interactive process is coming to an
agreement, which sometimes involves compromises and trade-offs. The goal
of this negotiation is to agree on an accommodation that is reasonable,
practical, and effective in removing barriers.

During these discussions, the individual with a disability does not
necessarily have to specify the precise accommodation he or she prefers.
He or she does need, however, to describe the problems posed by the
workplace barrier.

For examples of various types of Reasonable Accommodation, see Appendix
B.

**4. Choosing the Most Effective Option**

If there are two or more possible options, and one costs more or is more
burdensome than another, management may choose the less expensive or
easier accommodation as long as it is effective. The option chosen may
or may not be the first choice of the employee or supervisor. If more
than one accommodation is effective, the preference of the individual
with a disability should be given primary consideration. Center
management, however, has the ultimate discretion to choose among
effective accommodations.

**5. Providing the Accommodation**

The supervisor, or other DM, should consult with the EOPO to determine
who will provide the accommodations. For most electronic or
computer-based assistive technology, NASA has entered into an agreement
with the Computer/Electronic

Accommodations Program (CAP) at the Department of Defense. This program
provides this technology to employees with disabilities at no cost to
NASA.

For all other accommodations, if there is a cost, it is usually the
responsibility of the employee's organization. This can be discussed
with the DPM who has access to extensive lists of resources to acquire
accommodations.

For more information on CAP and other resources, please see Appendix E.

**6. Temporary Measures**

If an accommodation is not immediately available, the supervisor, or
other DM, will work with the employee to identify and institute
temporary measures that will allow the employee to perform the essential
duties of the job until the permanent accommodation is provided.

**7. Dispensation of Request**

**When a decision is made regarding the request for reasonable
accommodation, the supervisor must complete NASA Form 1699A
"Dispensation of Request" and forward it to the EOPO within 10 working
days.**

More information about this form can be found in Section G, Information
Tracking and Recordkeeping.

**C. Time Limits**

**1. General Guideline**

It is NASA policy that if a request for an accommodation requires no
supporting medical information, and no extenuating circumstances apply,
the request shall be processed and the accommodation provided in no more
than 20 business days from the date that the request was first made
known to the supervisor, DM, or other Center official. The Center will
strive, however, to process requests and provide reasonable
accommodation in less than 20 days, if possible.

**This time requirement begins from the day the request is first made,
in any format, NOT from the date NASA Form 1699 was completed.**

The time necessary to respond to any particular request for
accommodations will depend largely on the nature of that accommodation.
The time period is considerably reduced when a supervisor is able to
grant it.

**2. Expedited Request**

Special situations may require a request for reasonable accommodation to
be expedited where, for instance, the reasonable accommodation is needed
to enable an individual to apply for a job, or is needed for a specific
activity that is scheduled to occur shortly.

**3. Extenuating Circumstances**

"Extenuating circumstances" are factors that could not reasonably have
been anticipated or avoided in advance of the request for the
accommodation. These might include situations where equipment must be
back-ordered or other legitimate delays. When processing the request or
providing the accommodation, will take longer than anticipated, the DM
will inform the individual of the reason for the delay, and keep that
individual informed of the date on which the process should be
completed, and when he or she will receive the accommodation.

If a delay is necessary, the DM will work with the employee to institute
temporary measures to assist the individual with a disability so that he
or she is not penalized or suffers harm and is able to perform the
essential functions of the job.

**D. Medical Information**

**1. General Guidelines**

The DM may only request documentation that is needed to establish that
the individual has a disability and that the disability requires a
reasonable accommodation. The employee or applicant must be able to
provide medical information related to the disability, functional
limitation(s), and an explanation of the requested accommodation in
situations where the disability or need for accommodation is not
obvious.

Failure to provide documentation could result in a denial of reasonable
accommodation.

The DM may not request medical information where both the disability and
the need for reasonable accommodation are obvious, or if the individual
has already provided the supervisor or other decision maker with
sufficient information to document the existence of the disability and
his or her functional limitations. Furthermore, if an individual has
more than one disability, the DM can request information pertaining only
to the disability that requires a reasonable accommodation.

If medical documentation is needed, the 20-day decision requirement will
be suspended until sufficient documentation is received. When that
occurs, the "time clock" resumes.

**2. Nature of the Documentation**

The DM may request information or documentation regarding the employee's
disability or medical condition. The employee should ask his or her
medical professional(s) to provide a letter that includes clear and
concise answers regarding:

> a\. **The nature, severity, duration, and prognosis** of the
> individual's medical condition or disability.
>
> b\. The **extent and nature** of the functional limitations imposed by
> the disability or condition.
>
> c\. The **activity or activities that are impacted** by the functional
> limitations of the individual and the extent to which the medical
> condition or disability limits the individual's ability to perform
> those activities of the job.
>
> d\. If possible, the **types of tasks that could be successfully
> accomplished**, given the functional limitations of the disability,
> and the nature of the employee's work.
>
> e\. Any **medication the individual is taking**, the side effects of
> the medication and, for new or modified prescriptions, the time it
> will take until the medication begins to be effective.
>
> f\. Any **special procedures or protocols** the individual must
> perform that will effect his or her work.
>
> g\. Why the individual **requires a reasonable accommodation or the
> particular reasonable accommodation** that has been requested, as well
> as how the reasonable accommodation will assist the individual to
> apply for a job, perform the essential functions of the job, or enjoy
> a benefit of the workplace.

The documentation about the disability or functional limitations must
come from a health care or rehabilitation professional. Professionals
could include, but are not limited to, doctors; chiropractors;
psychiatrists; psychologists; nurses; physical, occupational, or speech
therapists; practitioners of alternative medicines and practices;
licensed mental health professionals; social workers; or rehabilitation
counselors.

The supervisor or other decision maker will request only the information
that is necessary to establish the existence of a disability and
functional limitation(s) related to the disability. In most situations,
this does not require access to a person's complete medical record.

To assist the health care or rehabilitation professional, the employee
should provide a description of the job, the essential functions he or
she is expected to perform, and any other information that is relevant
to evaluating the request.

**3. Confidentiality**

The Rehabilitation Act requires that all medical information be kept
confidential. All medical information that is obtained in connection
with a request for reasonable accommodation will be kept in the separate
file record that is maintained by the DPM for the requested
accommodation. This file is separate from the individual's personnel
file, which is maintained in the OHCM.

Because documentation may contain sensitive information about a person's
medical condition, an employee may feel uncomfortable about sharing it
with a supervisor or other DM. In such circumstances, the employee or
applicant may provide the information to the DPM or the Medical Director
of the Center to review the documentation. This intermediary then may
merely tell the supervisor or other DM that the employee or applicant
has a disability rather than sharing all of the details about the
medical condition.

Medical information obtained will only be shared with the individuals
involved in the various aspects of providing reasonable accommodation.
The information will not be disclosed except as follows:

> a\. Supervisors, managers, or other DMs who need to know may be told
> about necessary restrictions on the work or duties of the employee and
> about the necessary accommodation(s).
>
> b\. First aid and safety personnel may be told if the disability might
> require emergency treatment.
>
> c\. Government officials may be given only the information necessary
> to investigate the Center's compliance with the Rehabilitation Act.
>
> d\. Information may, in limited and specific circumstances, be
> disclosed to workers' compensation offices or insurance carriers.
>
> e\. NASA Equal Employment Opportunity (EEO) officials may be given
> statistical or anecdotal information to maintain records and evaluate
> and report on the Center's performance in processing reasonable
> accommodation requests. In these circumstances, the confidentiality of
> the individual will be maintained.

**4. Additional Documentation**

The DM may request supplemental medical documentation when the
information already submitted does not identify the disability, or the
functional limitations it causes; or does not clarify how the requested
accommodation will assist the employee to perform the essential
functions of the job, or enjoy the benefits and privileges of the
workplace.

If additional documentation is needed, the supervisor or other DM will
explain why the submitted documentation is insufficient; identify the
information that is needed; and allow the individual an opportunity to
provide the information.

Alternately, the individual can sign a limited release that will allow
the Center's Medical Director to contact the individual's doctor or
other health professional directly for further information.

In the circumstance where the individual requesting an accommodation is
still unable to provide sufficient information in support of the
request, the supervisor or other DM may request that the individual be
examined by the Medical Director, or a health care professional of the
Center's choice and at the Center's expense. Any such medical
examination must be limited to determining the existence of a disability
and/or the functional limitations that require a reasonable
accommodation.

Where a medical examination is warranted, the DM will explain to the
individual with a disability that failure to agree to it could result in
a denial of reasonable accommodation.

**E. Reassignment**

**1. Last Resort**

If the DM determines that no other reasonable accommodation will permit
the employee with a disability to perform the essential functions of his
or her current position it will consider a reassignment as a "last
resort" option.

Reassignment may be made only to a vacant position, whether currently
advertised or not. The Agency is not required to create a new position
or move employees from their jobs in order to create a vacancy. The new
position must be equivalent to the current position in terms of pay,
status, and other relevant factors, such as benefits or geographical
location. The employee may not receive a promotion but may accept a
voluntary downgrade. The employee usually bears any relocation costs
associated with a Permanent Change of Station (PCS).

This option is not available for applicants.

**2. Qualification of Employee**

The employee with a disability must be qualified for the new position.
This means that the employee (1) satisfies the requisite skill,
experience, education, and other job-related requirements of the
position; and (2) can perform the essential functions of the position
with or without reasonable accommodation. If the employee is qualified
for the position, he or she will be reassigned to the job as a
reasonable accommodation and will not have to compete for it.

**3. Search for Vacancies**

The OHCM will conduct a search for available vacancies and will consult
with the employee as necessary to determine whether there are limits on
the search the employee would like the OHCM to conduct; whether the
employee is qualified for a particular job; or whether the employee
would need a reasonable accommodation to perform the essential functions
of a new position. If the employee wishes, OHCM can search for vacancies
at any NASA facility in the country.

**F. Denial of Requests**

An organization must provide a reasonable accommodation to a qualified
individual with a disability unless doing so would pose an undue burden
on the organization or a direct threat of the health and safety of the
employee or others. More information about undue hardship or direct
threat, can be found in Appendix A.

Should management wish to deny or modify the request for reasonable
accommodation, the decision must be in writing, or other appropriate
media, and specify the reasons for the decision. The notice will be
written in plain language with as much specificity as possible, and will
identify the supervisor, or other DM, who made the decision. If the
request has been modified, the notice will include the reasons why it
was modified, and why the accommodation chosen will be more effective
than the requested accommodation.

**Before denying a request, because of undue hardship, direct threat, or
any other reason, the supervisor, or other DM, must consult with the
EOPO to discuss the circumstances that led to that determination.**

The supervisor, or other DM, must notify the employee of his or her
rights and avenues of redress.

**When a decision is made, the supervisor, or other DM, will complete
NASA Form 1699A "Dispensation of Request for Reasonable Accommodation"
and forward it to the EOPO within 10 working days.**

If a request is denied or the employee is not satisfied with the
proposed modification, the employee should first pursue the issue with
higher level management in his or her organization.

If the employee is still not satisfied, he or she can consult with the
ADR Office or the EOPO.

**G. Information Tracking and Record Keeping**

To enable NASA management to keep accurate records regarding requests
for accommodation, the employee must follow up an oral request by
completing NASA Form 1699, "Request for Reasonable Accommodation" and
forwarding it to the EOPO within five working days. This form can be
found in Appendix C of this document and Appendix A of NPR 3713.1,
"Procedures for Providing Reasonable Accommodation for Individuals with
Disabilities."

The form is also available on the Goddard Space Flight Center EOPO Web
Site at http://eeo.gsfc.nasa.gov/reasonableaccommodation.html.

For applicants seeking a reasonable accommodation, the HRMS handling the
request must give the individual a copy of the form to fill out. If the
individual with a disability requires assistance with this requirement,
the staff member receiving the request will provide that assistance.

This form need not be completed when an individual needs a reasonable
accommodation on a repeated basis, such as a sign language interpreter
or a reader. The written confirmation is only required for the first
request.

While NASA Form 1699 should be completed following the request, it is
not a requirement for the request itself. The Agency will begin
processing the request immediately.

Similarly, when a supervisor, or other DM, makes a decision regarding
the request, he or she must fill out NASA Form 1699A, "Disposition of
Reasonable Accommodation Request" and forward it to the EOPO within 10
working days. This form can be found in Appendix D of this document and
Appendix A of NPR 3713.1, "Procedures for Providing Reasonable
Accommodation for Individuals with Disabilities."

The form is also available on the Goddard Space Flight Center EOPO Web
Site at http://eeo.gsfc.nasa.gov/reasonableaccommodation.html.

The Center will maintain records of all requests for reasonable
accommodation for either the length of the employee's tenure with NASA,
or five years, whichever is longer. The records will include all
relevant information and documentation about the request and
dispensation; track the processing of the requests; and maintain the
confidentiality of medical information received in accordance with
applicable law and regulations. This information will be used to
evaluate where the Center needs to improve its handling of reasonable
accommodation requests. The documentation will also be used if the
employee or the supervisor needs to review the process by which the
accommodations were provided.

Tracking performance is critical to assess whether the Center has
adequately responded to requests for reasonable accommodations.
Evaluating program effectiveness includes looking at the number of
requests and the time it takes to respond to them, assessing the costs
and any differences in the provision of various types of accommodations,
and noting any systemic patterns in delays or denials of requests. The
EOPO will investigate the reasons for any problems that exist and take
the steps that are necessary to correct them.

Individual medical records that contain information about a particular
individual with a disability are fully subject to the confidentiality
restrictions of the Rehabilitation Act. NASA's record keeping systems
will contain safeguards to ensure that those restrictions are fully
observed. Medical records will be segregated from official personnel
files, and kept in the EOPO, in the file maintained by the DPM. Medical
information will be disclosed only according to laws and regulations, as
previously enumerated. It should be noted that the Equal Employment
Opportunity Commission (EEOC) has the right to review all relevant
records upon request to evaluate the efficacy of the Center's reasonable
accommodation procedures.

**Appendices**

**Appendix A**

**Key Terms**

**1. Benefits and Privileges**

Benefits and privileges are not related directly to a work product, but
are enjoyed by employees of an organization. These include, but are not
limited to, the employee clubs, activities, and store; Employee
Assistance Program (EAP); credit union; cafeterias; health unit; fitness
center; transportation services, and social functions. Also included is
information that is communicated such as NASA Television, presentations,
e-mail, Web pages, exhibits, and bulletin boards.

**2. Decision Maker**

The Decision Maker (DM) is the person who determines whether or not a
request for reasonable accommodation is granted. In the case of
applicants, this shall be the HRMS who is handling the vacancy. In the
case of employees, the DM will, in most cases, be his or her immediate
supervisor. In all other circumstances, the Center's Equal Opportunity
Officer, with consultation by the Disability Program Manager (DPM), will
be the DM.

**3. Direct Threat**

A direct threat exists when the employee poses a significant risk or
high probability of substantial harm to self or others. The burden of
proof is on the employer to demonstrate that the employee poses a direct
threat to the health or safety of himself/herself or others. The
employer must consider whether reasonable accommodation can eliminate or
reduce such a risk to an acceptable level. The perception of threat must
be based on objective facts, not fears or stereotypes.

**4. Essential Functions**

The essential functions of a job are those job duties that are so
fundamental that the individual cannot successfully do the job without
being able to perform them. A function is considered to be "essential"
if the position exists specifically to perform that function, there are
a limited number of other employees who could perform the function if it
were assigned to them, or the function is specialized and the individual
is hired based on his or her ability to perform it.

The essential duties of the position should be included in the written
description before advertising or interviewing applicants. The essential
duties are determined by the actual work of the employee, or in the
employee's performance evaluation. Not all aspects of an employee's job
duties will be found in a generic position description.

**5. Individual with a Disability**

An individual with a disability is a person who has a physical or
psychiatric impairment that substantially limits one or more major life
activities; has a record of such an impairment; or is regarded as having
such an impairment. Major life activities include, but are not limited
to, performing manual tasks, walking, seeing, hearing, speaking,
breathing, learning, and caring for one's self.

**6. Qualified Individual with a Disability**

A qualified individual with a disability is one who, with or without
reasonable accommodation, can perform the essential functions of the
employment position. The individual satisfies the requisite skill,
education, experience, and other job-related requirements of the
position. The individual must be able to perform these duties without
endangering his or her health and safety or the safety of others within
the work environment.

**7. Reasonable Accommodation**

A reasonable accommodation is a change or modification in the job
requirements, work environment, equipment or instruments used, or the
way things are customarily done, that would enable an otherwise
qualified individual with a disability to enjoy the same employment
opportunities and benefits of employment as employees and applicants
without disabilities. Reasonable accommodations will be provided to
qualified applicants and employees with disabilities.

A reasonable accommodation does not include the elimination of an
essential job function, acceptance of lower production standards, or
items of a personal nature unless they are required to meet job-related
duties or responsibilities, such as a wheelchair used only at the job
site.

**8. Undue Hardship**

An undue hardship means that a specific accommodation would require
significant difficulty or expense. This determination, which must be
made on a case-by-case basis, considers factors such as the nature and
cost of the accommodation requested, and the impact of the accommodation
on safety and other operations of the organization.

**Appendix B**

**Examples of Reasonable Accommodations**

Reasonable accommodations that NASA may provide include, but are not
limited to:

> 1\. Making existing facilities accessible---providing accessible
> parking spaces and routes to the buildings, accessible entrances to
> buildings; and modifying workplaces, buildings, bathrooms, and common
> areas
>
> 2\. Restructuring jobs---reallocating or redistributing marginal job
> functions; altering when and/or how a function is performed
>
> 3\. Allowing part-time or modified work schedules---adjusting arrival
> or departure times, providing periodic breaks, altering when certain
> functions are performed, allowing an employee to use leave, or
> providing additional unpaid leave
>
> 4\. Telecommuting---allowing the employee to telecommute, if this can
> be done without imposing an undue burden on the organization or its
> functions
>
> 5\. Acquiring or modifying equipment---adapting equipment or tools,
> providing auxiliary aids, providing enabling or assistive technology
>
> 6\. Changing tests, training materials, or policies---providing
> alternatives to standard testing, training, or policies; providing
> usable training materials; providing effective communication access
>
> 7\. Providing qualified and effective readers, interpreters, or other
> forms of communication facilitation
>
> 8\. Instituting flexible leave policies---permitting the use of
> accrued paid leave, or unpaid leave for disability related activities
> such as, obtaining medical treatment, obtaining repairs on a
> wheelchair, accessible van, prosthetic device, or training a service
> animal
>
> 9\. Reassignment to a vacant position---a "last resort" when an
> employee who, because of a disability, can no longer perform the
> essential functions of his or her current position, with or without
> reasonable accommodation, and is qualified for an existing position.
> In such cases, the employee does not have to compete for the position

**Appendix C**

**NASA Form 1699** Request for Reasonable Accommodation

**(on next page)**

Available online in both PDF and Word at the Goddard Space Flight Center
EOPO Web site at: http://eeo.gsfc.nasa.gov/reasonableaccommodation.html

![](media/image4.jpeg){width="8.055555555555555in"
height="10.51388888888889in"}

**Appendix D**

**NASA Form 1699A** Disposition of Reasonable Accommodation Request

**(on next page)**

Available online in both PDF and Word at the Goddard Space Flight Center
EOPO Web site at: http://eeo.gsfc.nasa.gov/reasonableaccommodation.html

![](media/image5.jpeg){width="8.055555555555555in"
height="10.430555555555555in"}

**Appendix E**

**Selected Reasonable Accommodation Resources**

**1. Computer/Electronic Accommodations Program (CAP)**

\(703\) 681-8813 (Voice)

\(703\) 681-0881 (TTY)

\(703\) 681-9075 (Fax)\
cap@tma.osd.mil\
http://cap.tricare.osd.mil

CAP provides assistive technology and services to people with
disabilities, Federal managers, supervisors, and IT professionals. CAP
increases access to information and works to remove barriers to
employment opportunities by eliminating the costs of assistive
technology and accommodation solutions.

NASA has entered into an agreement with CAP to obtain assistive
technology at no cost to the Agency. Assistive technology includes, but
is not limited to:

> a\. Computer input devices---Alternative keyboards, pointing devices,
> voice recognition\
> systems\
> b. Computer output devices---Screen readers, large monitors, Braille
> terminal, scanner/reader software
>
> c\. Telecommunication devices---TTYs and PC based TTY programs; web
> cameras
>
> d\. Assistive listening devices---Personal amplification devices,
> amplified handset
>
> e\. Alternative forms of documentation---Braille, large print,
> electronic

The employee can make a direct request for assistive technology to CAP.
To make a request online, please go to the CAP Web site. The EOPO must
be notified when requesting assistive technology from CAP for record
keeping purposes.

**2. Job Accommodation Network (JAN)**

1-800-232-9675 (Voice/TT)\
http://janweb.icdi.wvu.edu/

A service of the U.S. Department of Labor, Office of Disability
Employment Policy (ODEP) formerly the President's Committee on
Employment of People with Disabilities. JAN can provide information,
free-of-charge, about many types of reasonable accommodations.

**3. ADA Disability and Business Technical Assistance Centers (DBTACs)**

Mid-Atlantic Region ADA & IT Center

\(301\) 217-0124 (V/TTY)

\(301\) 217-0754 (Fax) 1-800-949-4232 (Voice/TTY) adainfo@transcen.org
http://www.adainfo.org

The National Institute on Disability and Rehabilitation Research (NIDRR)
has established DBTACs to provide information, training, and technical
assistance to employers, people with disabilities, and other entities.

**4. U.S. Equal Employment Opportunity Commission**

1-800-669-3362 (Voice) 1-800-800-3302 (TTY) http://www.eeoc.gov

The EEOC provides basic information and enforcement guidance on
reasonable accommodation and undue hardship. Publications include a
technical assistance manual on employment provisions under the
Rehabilitation Act of 1973, as amended, and the Americans with
Disabilities Act, which includes a 200-page Resource Directory,
including Federal and state agencies, and disability organizations that
can provide assistance in identifying and locating reasonable
accommodations.

**5. DisabilityInfo.gov---Web Site**

http://www.disabilityinfo.gov

This Web site contains links to information of interest to people with
disabilities, their families, employers, service providers, and other
community members.

**6. Office of Personnel Management---Federal Employment of People with
Disabilities--- Web Site**

http://www.opm.gov/disability

The Web site provides access to information that is relevant to the
recruitment, employment, and retention of individuals with disabilities
in the Federal government. Target audiences are applicants and employees
with disabilities, Federal managers and supervisors, and human resources
professionals.

**Appendix F**

**Standard Form 256** Self-Identification of Handicap

**(on next page)**

Available from the EOPO or the OHCM, or, as a PDF from the Office of
Personnel Management (OPM) Web Site at:

http://www.opm.gov/forms/pdfimage/sf256.pdf

![](media/image6.jpeg){width="7.125in" height="9.222222222222221in"}

**Appendix G**

**Procedural Checklists for Requesting and Processing Reasonable
Accommodation**

These checklists are intended to assist employees and supervisors, or
other DMs, in navigating the reasonable accommodation process. For more
information on each step, please see the appropriate section of this
booklet.

NOTE: The medical documentation guidelines are found in Part II, Section
D.

**I. Employee Checklist:**

\_\_\_ 1. Make need for reasonable accommodation known

\_\_\_ 2. Fill out NASA Form 1699, submit to supervisor, or other DM

\_\_\_ 3. Provide relevant medical documentation, if requested

\_\_\_ 4. Engage in interactive process with supervisor, or other DM

\_\_\_ 5. Identify all possible options for accommodation with
supervisor, or other DM

\_\_\_ a. Choose the most effective option

> \_\_\_ b. Accept and implement the chosen option
>
> \_\_\_ c. If option is refused by employee, investigate possible
> alternatives

\_\_\_ 6. Report to supervisor on effectiveness of the accommodation

*If request is denied, by supervisor or other DM, investigate possible
alternatives*

**II. Supervisor, or Other DM, Checklist:**

\_\_\_ 1. Accept notification of need for reasonable accommodation

\_\_\_ 2. Receive and acknowledge NASA Form 1699

\_\_\_ 3. Provide accommodation, if immediately possible; skip to #10

\_\_\_ 4. Request relevant medical documentation, only if necessary

\_\_\_ 5. Engage in interactive process with employee

\_\_\_ 6. Identify all options for accommodation with employee

\_\_\_ 7. Choose most effective option with employee

\_\_\_ 8. Provide reasonable accommodation, if accepted by both parties,
within 20 business days, except when extenuating circumstances exist

> \_\_\_ a. Develop temporary measures if the accommodation is not
> immediately available

\_\_\_ 9. **If request is to be denied, first review circumstances with
EOPO**

\_\_\_ 10. Fill out NASA Form 1699A, and give to employee

\_\_\_ 11. Provide a copy of NASA Form 1699A to EOPO for record keeping

\_\_\_ 12. Follow up with employee on effectiveness of the accommodation

For the latest version of this publication, please go to the following
Web site:

**http://eeo.gsfc.nasa.gov/disability/publications.html**

For further information on reasonable accommodation policy, procedures,
guidelines, and other materials, please go to:

**http://eeo.gsfc.nasa.gov/reasonableaccommodation.html**

For further information, or to obtain additional copies, or copies in an
alternate format, please contact:

**Michael J. Hartman**

Program Manager for Individuals with Disabilities

\(301\) 286-5715, voice and TTY Michael.J.Hartman@nasa.gov

**http://eeo.gsfc.nasa.gov/disability/index.html**

**Equal Opportunity Programs Office**

Code 120 Goddard Space Flight Center Greenbelt, MD 20771 301-286-7348,
voice and TTY

**http://eeo.gsfc.nasa.gov**