DEPARTMENT OF THE NAVYPROGRAM MANUAL FOR
REASONABLE ACCOMMODATION

Published by
The Department of the Navy (DON)
Office of the Assistant Secretary of the Navy Manpower
and Reserve Affairs (OASN (M&RA))
Office of Equal Employment Opportunity (OEEO)
March 2022

Foreword
The Department of the Navy (DON) Program Manual for Reasonable Accommodation is aseparately issued manual that suppleme_nts and implements the policy established in SECNAVInstruction 12713.14, Equal Employment Opportunity, and defines the required processes to befollowed that will ensure consistent execution of the reasonable accommodation program. This
Program Manual cancels and replaces the DON Civilian Human Resources Manual(CHRM)
Subchapter 1606 (September 2007), the CHRM's accompanying Guide for Processing
Reasonable Accommodation Requests (September 2007), and the DON Reassignment as a
Reasonable Accommodation Process Guide (January 2020).
The DON Program Manual for Reasonable Accommodation (RA) provides the step-by-step
Procedures for Processing Requests for Reasonable Accommodation, with sample
processing documents contained in the Attachments to the DON Program Manual for RA.
The Program Manual is intended to be utilized as a guide, as every RA request must be
individually reviewed and analyzed, and decisions to approve or deny an accommodationmust be made in response to the interactive process and based on the unique circumstancesof the individual requesting RA.
It is the DON's policy to provide RA to qualified employees and applicants with disabilities inaccordance with the following references:(a) Section 501 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. §791(b) Americans with Disabilities Act of 1990, 42 U.S.C. §12111 et seq.
(c) Americans with Disabilities Act Amendments Act of 2008, 42 U.S.C. §12101 et seq.
(d) E.O. 13164(e) 29 CFR Part 1630
(f) 29 CFR§1614.203(g) EEOC Management Directive 715 (MD-715)(h) SECNAVINST 12713.14
To ensure proper RA processing in accordance with the aforementioned references and thisProgram Manual, all DON RA Coordinators, Deputy Directors, EEO, and Directors, EEO
musttake training as prescribed by the DON Office of Equal Employment Opportunity(OEEO). Initial training must be completed within 90 calendar days of the issuance of thisProgramManual, and within 90 days of an RA Coordinator appointment. Any subsequent
training requirements may be added at DON OEEO's discretion.

AM:0-�

Robert D. Hogue - -0
Acting Assistant Secretary of the Navy
(Manpower and Reserve Affairs)
1

2Table of Contents
Title Page ........................................................................................................................................ 1
Foreword ......................................................................................................................................... 2
Table of Contents ............................................................................................................................ 3
Policy and Responsibilities for the Department of the Navy (DON) Reasonable Accommodation(RA) Program.................................................................................................................................. 5
Policy........................................................................................................................................... 5
Applicability ................................................................................................................................ 5
Responsibilities ........................................................................................................................... 5
Procedures for Processing Requests for Reasonable Accommodation ..................................... 13
STEP 1 – THE REASONABLE ACCOMMODATION REQUEST ................................... 13
1-1 Definition of a Reasonable Accommodation............................................................... 13
1-2 Recognizing a Request for Reasonable Accommodation............................................ 13
1-3 Submitting a Request for Reasonable Accommodation .............................................. 13
1-4 Processing and Documenting Reasonable Accommodation Requests ........................ 14
1-5 Confidentiality of the Reasonable Accommodation File ............................................ 15
1-6 Recurring Reasonable Accommodations..................................................................... 15
1-7 Withdrawal of Reasonable Accommodation Requests ............................................... 15
STEP 2 – THE INTERACTIVE PROCESS ......................................................................... 15
2-1 Definition of the Interactive Process ........................................................................... 15
2-2 Initiating the Interactive Process ................................................................................. 16
2-3 Interactive Process Topics ........................................................................................... 16
2-4 Additional Participants in the Interactive Process ....................................................... 16
2-5 Using the Interactive Process to Determine Essential Functions ................................ 16
2-6 Using the Interactive Process to Identify Interim Accommodations ........................... 16
2-7 Using the Interactive Process to Request Medical Documentation ............................. 16
2-8 Using the Interactive Process to Request Supplemental Medical Information ........... 17
2-9 Interactive Process Requirements ................................................................................ 17
STEP 3 – THE QUALIFIED INDIVIDUAL WITH A DISABILITY (QIWD) ANALYSIS............................................................................................................................................... 18
3-1 Definition of a Qualified Individual with a Disability ................................................ 18
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3-2 Conducting the Qualified Individual with a Disability Analysis ................................ 18
3-3 Conducting the Qualified Individual with a Disability Analysis for Reassignment ... 18
3-4 Qualified Individual with a Disability Analysis Requirements ................................... 18
STEP 4 – DECISION TO ACCOMMODATE OR NOT ACCOMMODATE..................... 18
4-1 Decision to Grant an Accommodation ........................................................................ 18
4-2 Prompt Reasonable Accommodation Request Processing .......................................... 19
4-3 Delays in Reasonable Accommodation Request Processing or Implementation ........ 19
4-4 Effective Alternative Reasonable Accommodation .................................................... 19
4-5 Cost of Accommodations ............................................................................................ 19
4-6 Individual is Not an Individual with a Disability ........................................................ 19
4-7 Decision that Employee Cannot be Accommodated in Position of Record ................ 20
STEP 5 – REASSIGNMENT ................................................................................................ 20
5-1 Reassignment Requirements........................................................................................ 20
5-2 Reassignment Process.................................................................................................. 21
STEP 6 – POST-ACCOMMODATION DECISION REQUIREMENTS ............................ 21
6-1 Continuation of the Interactive Process ....................................................................... 21
6-2 Reevaluating Approved Accommodations .................................................................. 21
STEP 7 – AVENUES OF REDRESS.................................................................................... 21
7-1 Alternative Dispute Resolution (ADR) ....................................................................... 21
7-2 Relation to Statutory and Collective Bargaining Claims............................................. 22
7-3 Equal Employment Opportunity (EEO) Complaints ................................................... 22
7-4 Administrative Grievance Procedures ......................................................................... 22

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Policy and Responsibilities for the Department of the Navy
(DON) Reasonable Accommodation (RA) Program
PolicyReasonable accommodations (RA) are required by law and are an essential element of readinessvital for attracting, developing, and obtaining a top-quality workforce to accomplish the
Department of the Navy’s (DON) mission. An effective RA policy is an important aspect of the
DON’s commitment to create employment opportunities for individuals with disabilities. As
such, it is the DON’s policy to provide RA to qualified employees and applicants withdisabilities, unless to do so would cause an undue hardship. All DON military and civilian
supervisors must make every effort to provide RA to qualified employees and applicants withdisabilities, and are charged with facilitating the RA process.
It is the DON’s policy to accommodate qualified employees with a disability within their current
position, provided that the employees are able to perform the essential functions of the position
with or without an accommodation. As a last resort, qualified employees with a disability thatare unable to perform the essential functions of their position of record because of their disability
must be considered for reassignment to a vacant, funded position within the DON for which theindividual is qualified.

Applicability
This policy applies to all DON civilian employees and applicants for employment, and military
managers and supervisors of civilian employees to the extent permitted by law and regulations.

Responsibilities
1. In accordance with references (a) through (h) as listed in the Foreword, the Secretary of theNavy (SECNAV) is responsible for ensuring that a system for the timely processing of requests
for RA is established for the DON.
2. The Assistant Secretary of the Navy for Manpower and Reserve Affairs (ASN (M&RA)) is the
DON Equal Employment Opportunity (EEO) Director as designated by the SECNAV inreference (h) as listed in the Foreword. The ASN (M&RA) is responsible for establishing andmaintaining an effective DON-wide EEO Program, to include the processing of requests for RA
that is consistent with legal and regulatory requirements. In the capacity as the DON EEO
Director, the ASN (M&RA) provides overall policy and program direction to the Director,
Office of EEO (OEEO), and evaluates the sufficiency of the DON’s RA Program.
3. Per reference (h), the Deputy Assistant Secretary of the Navy for Civilian Personnel (DASN(CP)) must ensure that the principles of EEO, to include the provision of RA, are integrated into
all Human Resources (HR) policies, and that the HR community is trained in their
responsibilities regarding the RA process in accordance with this Program Manual.
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4. The Director, Office of EEO (OEEO) shall:a. Serve as the primary advisor and the authoritative source on all EEO matters related toprogram execution, to include the provision of RA at the department level.
b. Develop and implement the DON policies and procedures for RA.
c. Report the DON-wide number of RA requests, as well as the percentage of timely
processed requests, annually for the DON’s Management Directive 715 Report.
d. Collect and report data on RA request details to the Equal Employment Opportunity
Commission (EEOC) upon request.
5. The DON Disability Program Manager (DPM), located within the OEEO, shall:a. Update the DON Program Manual for RA and relevant guidance as necessary tomaintain compliance with federal laws and regulations.
b. Oversee and enforce implementation and compliance with the DON Program Manual
for RA.
c. Provide advice and guidance to DON officials who are responsible for processing RA
requests.
d. Track and monitor the number and types of RA requests, and processing times of RA
requests utilizing the Navy Electronic Accommodations Tracker (NEAT).
e. Identify and address with relevant stakeholders any discriminatory barriers toprocessing requests for RA and for implementing effective RA solutions.
f. Establish, oversee, and monitor DON RA training requirements to ensure theworkforce understands their roles and responsibilities in the RA process.
6. The Heads of Major Commands, per reference (h), are designated as Command EEO Officers
for their Area of Responsibility (AOR). Unit Commanders or Heads of each Naval Unit/Marine
Corps Command employing civilians are designated as EEO Officers of their unit. As such, theyshall:
a. Ensure that the DON Program Manual for RA is clearly communicated andimplemented within their respective AOR.
b. Ensure that officials responsible for the processing of RA requests are trained onprogram requirements, to include legal updates, as necessary.
c. Evaluate the timeliness of RA processing on a continual basis.

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d. Ensure that their respective unit(s) have current contact information for processing RA
requests readily available in the workplace and in accessible forms through bulletin board
postings, Web sites, handouts, etc.
e. Allocate sufficient resources to staff the RA function in the EEO offices, and ensurethat other relevant parties to the process, such as HR, Command Information Office (CIO),
Facilities, Safety, Security, Office of General Counsel (OGC), Financial Management (FM),
Acquisition, etc., are sufficiently resourced to execute their RA program responsibilities.
RA.

f. Allocate sufficient monetary resources to procure and implement approved cost-based

g. Ensure that all electronic and information technologies, facilities, and physicalinfrastructure under their AOR are compliant with Sections 501 and 508 of the Rehabilitation
Act of 1973, and the standards issued under the Architectural Barriers Act of 1968.
7. The Directors, EEO (DEEO) of the Major Command shall:a. Serve as the primary advisor to the senior officials of the Major Command on theprocess for RA.
b. Provide Command-specific program direction to subordinate units.
c. Provide guidance, assistance, and training on the processing of RA requests asdetermined by the DON DPM and the Major Command.
d. Serve as a link between subordinate units and DON OEEO to monitor and enforce
compliance with this Program Manual.
e. Ensure that all determinations that current employees cannot be accommodated in theirposition of record are in compliance with this Program Manual, and are reviewed for legal
sufficiency prior to issuance.
f. Track, monitor, and review requests for RA, job search efforts, and final decisions forconsistency and reporting purposes.
g. Evaluate the quality and timeliness of RA processing on a continual basis.
h. Report the effectiveness of the Major Command’s RA process, to include the numberof RA requests and the percentage of timely processed requests, to OEEO upon request.
i. Identify and address with relevant stakeholders, to include the DON DPM, any
discriminatory barriers to processing requests for RA and for implementing effective RA
solutions within the Major Command.

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j. Ensure that the servicing EEO offices within the Major Command have current contact
information for processing RA requests readily available in the workplace and in accessible
formats through bulletin board postings, Web sites, handouts, etc.
k. Comply with DON OEEO training requirements established for all DEEOs.
8. The Directors, Civilian Human Resources (DCHR) shall:a. Ensure HR operational policies support timely engagement in compliance with the
DON Program Manual for RA.
b. Ensure that all HR Specialists are trained on their responsibilities pertaining to the RA
process in accordance with this Program Manual.
c. Ensure that sufficient resources (e.g. qualified personnel, a private space, etc.) andtraining are allocated to the Major Commands and subordinate commands’ HR practitioners inorder to document preliminary qualifications, conduct reassignment counseling, execute thesearch for vacant positions, and facilitate job offers, if applicable.
9. The Directors, Office of Civilian Human Resources (OCHR) Operations Centers shall:a. Designate appropriate personnel and resources to ensure that the DON-wide job searchis conducted and documented in accordance with this Program Manual, and that the hiring
actions are processed related to the employee’s placement as a part of reassignment as an RA.
10. The servicing Deputy Directors, EEO (DDEEO) shall:a. Publicize and implement DON’s policy for the processing of RA requests at the unit
level organization(s) for which they provide services.
b. Ensure EEO Specialist(s) are designated as RA Coordinator(s).
c. Ensure that all individuals responsible for processing RA requests are trained onprogram requirements, to include relevant legal principles and precedents.
d. Ensure that RA requests are processed in a timely and consistent manner in accordancewith this Program Manual.
e. Monitor the RA request information entered and stored into NEAT to ensure proper
processing, and that RA request information is up-to-date.
f. Provide EEO training to hiring managers and supervisors on the provision of RA andtheir role in the RA process.
g. Provide advice and guidance to the EEO Officer on the RA process, as well as thestatus and assessment of the unit’s program.
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h. Submit reports or statistics on RA requests as required by DON OEEO or the DEEO of
the Major Command.
i. Monitor and ensure confidentiality of the RA process, and record and retain all RA casefiles for serviced units.
j. Identify and address with relevant stakeholders, to include the DEEO of the Major
Command, any discriminatory barriers to processing requests for RA and for implementing
effective RA solutions within the subordinate unit(s).
k. Ensure that a firewall is established in the EEO Office, in which any subsequent EEO
complaints filed on the DON’s failure to accommodate is processed by an EEO Counselor that
did not process the RA request.
l. Coordinate with responsible parties to make current contact information for processing
RA requests readily available in the workplace and in accessible formats through bulletin board
postings, Web sites, handouts, etc.
m. Comply with DON OEEO training requirements established for all DDEEOs.
11. The Human Resources Directors (HRD) shall:a. Ensure HR operational policies support timely engagement in compliance with the
DON Program Manual for RA.
b. Ensure that all HR Specialists within the Human Resources Office (HRO) are trainedon their responsibilities pertaining to the RA process in accordance with this Program Manual.
c. Ensure that sufficient resources (e.g. qualified personnel, a private space, etc.) andtraining are allocated to the HRO’s HR practitioners in order to document preliminary
qualifications, conduct reassignment counseling, execute the search for vacant positions, andfacilitate job offers, if applicable.
d. Review the servicing HRO’s internal job search efforts, and the DON-wide job search
if applicable, to ensure that the search was thorough, complete, and in compliance with thisProgram Manual.
12. The Reasonable Accommodation (RA) Coordinators within the servicing EEO offices shall:a. Ensure that all RA requests received are processed in accordance with the provisions of
this Program Manual.
b. Provide advice and guidance to hiring managers, supervisors, and other applicablestakeholders (i.e. HR, CIO, Facilities, Safety, Security, OGC, etc.) regarding the DON RA

March 20229

process, federal requirements on the provision of RA, and applicable case law that assist in thedetermination of the request and the feasibility of the accommodation.
c. Involve appropriate personnel (i.e. HR, CIO, Facilities, Safety Security, OGC, etc.), if
necessary, to ensure that the supervisor or hiring manager has enough information to make an
informed decision on a request for RA on behalf of the DON.
d. Encourage supervisors and hiring managers to engage in ongoing, informal interactive
discussions with the individual seeking an accommodation, and facilitate those discussions,when necessary.
e. Draft letters and correspondence (e.g. Request for Medical Documentation, Approvalof Reasonable Accommodation Request, Denial of Reasonable Accommodation Request, etc.) tofacilitate the RA process using relevant information pertaining to the request.
f. Update and maintain NEAT for RA requests on a continual basis.
g. Maintain all RA case files in a secure manner.
h. Safeguard the confidentiality of RA information, to include medical documentation.
i. Comply with DON OEEO training requirements established for all RA Coordinators.
j. Provide information regarding the processing of RA requests before third parties, asnecessary.
13. HR Specialists within the servicing HRO shall:a. Provide all RA requests to the appropriate RA Coordinator, if in receipt of RA requests
from individuals requesting RA and/or their representatives.
b. Serve as an advisor on RA policies and practices, as necessary.
c. Counsel employees who request reassignment as an RA on the reassignment process.
d. Conduct preliminary qualifications to determine what types of positions the employee
can perform.
e. Execute and document the search for vacant positions in accordance with theprocedures outlined in this Program Manual.
f. Facilitate the hiring actions related to the employee’s placement as part of reassignment
as an RA.
g. Represent the DON regarding the processing of RA requests before third parties, asnecessary.
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14. The DON Employment Information Center (EIC), within the OCHR San Diego Operations
Center, shall:a. Serve as the central point of contact for receiving RA requests from applicants for
employment, and refer all such requests to the appropriate RA Coordinator.
b. Maintain the Active Reasonable Accommodation List (ARAL) to facilitate the DONwide job search, in accordance with the procedures and timeframes outlined in this Program
Manual.
15. Members of the Office of General Counsel (OGC) shall:a. Provide legal advice and guidance to the EEO and HR community, as well as tosupervisors and hiring managers on RA, as needed.
b. Review the justification for undue hardship, direct threat, inability to accommodate in
the employee’s position of record, and denial of RA requests for legal sufficiency.
16. Hiring managers and supervisors shall:a. Respond to RA requests in accordance with the procedures and timeframes outlined inthis Program Manual, to include promptly responding to communications regarding the request,
and issuing RA decisions to the employee or applicant for employment.
b. Maintain an open line of communication with the employee seeking anaccommodation and engage in ongoing, informal discussions with the employee during the RA
process.
c. Consider the use of Alternative Dispute Resolution (ADR) techniques at any stage in
the RA process to resolve any conflicts at the lowest level.
d. Maintain confidentiality of medical information obtained in connection with the RA
process.
17. Officials responsible for DON’s electronic and information technology, and officials
responsible for DON’s facilities and physical infrastructure shall:a. Ensure their command is compliant with Section 501 of the Rehabilitation Act of 1973,
which may go beyond the standards issued under Section 508 of the Rehabilitation Act of 1973,
and the standards issued under the Architectural Barriers Act of 1968.
b. When notified of an accessibility issue, participate in the interactive process to provide
options for courses of action and ensure resolution, and/or provide information to document andarticulate undue hardship if necessary.

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18. Officials responsible for safety, medical, security, financial management, acquisition, etc.
shall:
a. Participate in the interactive process when notified of an RA request or accessibility
issue to provide courses of action and ensure resolution.
b. Provide information required to complete an undue hardship analysis or direct threat
analysis, as needed.
19. Individuals requesting RA shall:a. Immediately notify the hiring manager, their first-level supervisor, the RA
Coordinator, or servicing HR Specialist when they believe that some form of RA is required inorder to participate in the application process, to perform the essential function(s) of the position
held (for current employees) or desired (for applicants of employment), or enjoy a benefit orprivilege of employment.
b. Actively participate in good faith and be responsive throughout the entire RA process.
c. Provide medical documentation and other pertinent information, as required, as part of
the RA process.

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Procedures for Processing Requests for Reasonable
Accommodation
STEP 1 – THE REASONABLE ACCOMMODATION REQUEST
1-1 Definition of a Reasonable Accommodation
A reasonable Accommodation (RA) is any modification or adjustment to a job application
process, the work environment, or to the manner or circumstances under which work is
customarily performed that enables a qualified individual with a disability to perform theessential functions of a position, or to enjoy equal benefits and privileges of employment as areenjoyed by similarly situated individuals without a disability. This definition of RA, along withother relevant key terms pertaining to the RA process, are listed in Definitions and Key Terms for
the Reasonable Accommodation Program (Attachment 1).
1-2 Recognizing a Request for Reasonable Accommodation
When an individual or their representative informs the employer that they need an adjustment orchange at work for a reason related to a medical condition, then this is considered a request for
RA. To request RA, an individual may use “plain English” and need not mention the Americans
with Disabilities Act, the Rehabilitation Act, or use the phrase “reasonable accommodation.” A
request for RA is the first step in an informal, interactive process between the individual and theDepartment of the Navy (DON), and is when the RA process begins as show on the Reasonable
Accommodation (RA) Process Map (Attachment 2).
1-3 Submitting a Request for Reasonable Accommodation
An employee or an applicant for employment may submit a request for RA orally or in writing at
any time. In addition, a family member, friend, health professional, or other representative may
request an RA on behalf of an individual with a disability when that individual cannot make therequest themselves. When an employee is represented by a labor union or an attorney, consult
with the servicing labor relations specialists and an attorney in the Office of General Counsel(OGC) to determine the representative’s role in the RA process.
There are distinctions between current employees and applicants as to how RA requests can besubmitted:• Current employees. Current employees, or those making a request on the employee’s
behalf, may request an RA through their first-level supervisor. Employees can also placea request with the RA Coordinator, Equal Employment Opportunity (EEO) personnel,
Human Resources (HR) personnel, or anyone else in the employee’s chain of command.
Anyone who initiates an RA request orally must subsequently document the request in
writing. The standardized SECNAV 12306/1 Form, Confirmation of Reasonable
Accommodation Request (Attachment 3) should be used for this purpose. If the employee
requesting RA does not complete the SECNAV 12306/1 Form, Confirmation of
Reasonable Accommodation Request, the supervisor or RA Coordinator must document
the request.
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•Applicants. Applicants, or those making a request on the applicant’s behalf, may request
an RA through servicing HR practitioners or hiring managers. All requests for RA madeat the pre-employment phase must be forwarded to the RA Coordinator for processing
and tracking purposes. The RA Coordinator will ensure the request is documented
through the completion of the SECNAV 12306/1 Form, Confirmation of Reasonable
Accommodation Request (Attachment 3).

1-4 Processing and Documenting Reasonable Accommodation Requests
It is imperative that all requests for RA are forwarded to the servicing RA Coordinator, locatedwithin the servicing EEO office, within two business days of the initial request.
All accommodation requests must be documented in writing, preferably using the SECNAV
12306/1 Form, Confirmation of Reasonable Accommodation Request (Attachment 3).
All documents obtained in connection with the processing of the RA request must be retained in
the RA file, and must be made available to relevant parties in an accessible format upon request
to the extent practicable. The Navy Electronic Accommodations Tracker (NEAT) is the DON’s
web-based system that enables the agency to track the processing of RA requests and to maintainRA records in accordance with 29 C.F.R. § 1614.203(d)(8). NEAT enables the DON to review
these records in order to determine whether it is complying with the nondiscrimination andaffirmative action requirements imposed under Section 501 of the Rehabilitation Act of 1973, as
amended, and to make such records available to the Equal Employment Opportunity
Commission (EEOC) upon request. NEAT users are required to enter and upload various typesof information as it relates to the specific RA request, to include, but not limited to, thefollowing:• Requestor details;• The specific reasonable accommodation requested;• The job (occupational series, grade level, and agency component) sought by therequesting applicant or held by the requesting employee;• Whether the accommodation was needed to apply for a job, perform the essentialfunctions of a job, or enjoy the benefits and privileges of employment;• Dates corresponding to various events occurring throughout the RA process;• Whether the request was granted (which may include an accommodation different fromthe one requested) or denied;• The identity of the deciding official and the contact information for involved parties;• The cost for approved requests;• If denied, the basis for such denial;• The number of days taken to process the request; and• All documents generated in connection with the RA request processing.
Access to NEAT is granted only to EEO practitioners who process RA requests and provide
program oversight. Applicants and employees may ask the RA Coordinator for updates as a way
to track the processing of their request for RA.

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1-5 Confidentiality of the Reasonable Accommodation File
Under the Rehabilitation Act of 1973, as amended, medical documentation and information
obtained in connection with a request for RA must be kept confidential. An employer may notdisclose that an employee is receiving an RA, as it would constitute a disclosure that theindividual has a disability. Mishandling of information relating to an individual’s disability or
medical condition may constitute a violation of the Privacy Act and/or the Rehabilitation Act for
which the DON may be liable for damages. If medical information is disclosed to any party witha need-to-know, the RA Coordinator must inform these individuals that this information must be
kept confidential, and advise regarding the legal confidentiality requirements.
All information that is obtained in connection with RA requests must be kept in secure files (bothphysical and electronic, if applicable) within the servicing EEO office and separate from theindividual’s personnel file, with access granted on a strictly limited basis. There are limited
circumstances under which the DON may disclose confidential medical information, which
include informing:• Supervisors and managers of necessary restrictions on the employee’s work or necessary
accommodations;• First aid and safety personnel if a disability might require emergency treatment; and• Government investigators reviewing compliance with the Rehabilitation Act and otherapplicable civil rights statutes.
1-6 Recurring Reasonable Accommodations
For accommodations that are needed on a repeated basis and it is known by the DON that theaccommodation will be required on a repeated basis (e.g. sign language interpreter for a regularly
recurring staff meeting), the employee requesting RA does not need to submit a request and the
RA Coordinator does not have to process a new request for each instance the accommodation isneeded. The employee must inform the DON of the repeated nature of the request and provide
the DON with sufficient information to ensure the accommodation can be provided for each
instance the accommodation is required.
1-7 Withdrawal of Reasonable Accommodation Requests
At any point in the RA process, an employee or applicant may voluntarily withdraw theiraccommodation request, resulting in the closure of their request. The Confirmation ofWithdrawal of Reasonable Accommodation Request Letter (Attachment 4) can be used to
document the withdrawal.

STEP 2 – THE INTERACTIVE PROCESS
2-1 Definition of the Interactive Process
The interactive process is a dialogue between the individual requesting RA, the supervisor (orthe hiring manager in the case of applicants), and the RA Coordinator, that determines theindividual’s eligibility for an RA identifies an effective accommodation, and informs theindividual of the status of their request for RA.

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2-2 Initiating the Interactive Process
The interactive process begins upon receipt of the initial RA request. The individual requesting
RA does not need to fill out the SECNAV 12306/1 Form, Confirmation of Reasonable
Accommodation Request, or have a particular accommodation in mind, in order to trigger the
DON’s obligation to engage in the interactive process.
2-3 Interactive Process Topics
The following is a non-exhaustive list of topics that may be discussed, as needed, to effectively
process the RA request:• An overview of the RA process;• Whether the individual meets the definition of a qualified individual with a disability(QIWD);• The medical condition, nature of the disability, and work-related functional limitations;• The essential functions of the position held or desired;• The need for medical documentation;• Potential accommodations that may be provided, to include any interim accommodations
available;• Clarify the need for RA;• Alternative suggestions for RA;• The effectiveness in removing workplace barriers;• The employee’s qualifications and interest in the job search context; and• Periodic updates by both the employer and employee.
2-4 Additional Participants in the Interactive Process
Depending on the specific circumstances and/or the complexity of the RA request, other parties
may be consulted at the discretion of the RA Coordinator, to include representatives from the HR
Office (HRO), Command Information Office (CIO), Facilities, Safety Office, OGC, etc.
2-5 Using the Interactive Process to Determine Essential Functions
In instances where the RA request is to enable the individual to perform the essential functions of
the position held or desired, the interactive process can also assist in determining those functions.
The Documentation of Essential Functions (Attachment 5) is a sample template that can beutilized to document this step of the assessment process.
2-6 Using the Interactive Process to Identify Interim Accommodations
The supervisor must consider any possible means of accommodation the individual on an interim
basis while the request is being processed. The interim accommodation would allow theindividual to perform some or all of the essential functions of their job, if it is possible to do so
without imposing an undue hardship. If an interim accommodation is possible, this decisionmust be documented through the Notification of Interim Accommodation Letter (Attachment 6),
and communicated to the individual requesting the RA.
2-7 Using the Interactive Process to Request Medical Documentation
The DON is entitled to reasonable medical documentation when (1) the disability and/or the needfor accommodation is not obvious, or (2) the employee has not previously provided sufficient
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medical documentation to substantiate that they have a disability and/or the need for the RA.
With the assistance of the RA Coordinator, the supervisor may request medical documentation
about the individual’s disability, functional limitations, the need for RA, and how any potential
accommodation(s) might assist the individual to apply for a job, perform the essential functionsof a job, or enjoy the benefits and privileges of the workplace. The Request for Medical
Documentation Letter (Attachment 7) is a sample letter that may be used, along with the sample
Authorization for Release of Medical Information (Attachment 8), and sample Questions for
Healthcare Professional (Attachment 9). If necessary, the DON has the right to have medical
information reviewed by a medical expert of the DON’s choosing and at the expense of the
DON.
In the event that the individual has not responded to the Request for Medical Documentation
within the 15 calendar days prescribed in the letter, the RA Coordinator or supervisor should
follow up, in writing, on the original request for documentation to provide the individual with theopportunity to obtain and submit the necessary information. In the event that the individual
indicates that they require additional time to obtain and submit the requested documentation due
to extenuating circumstances, the supervisor, in consultation with the RA Coordinator, may
approve the request barring undue hardship. If the individual requesting RA does not provide therequested documentation within a reasonable timeframe, the DON may deny the RA request.
2-8 Using the Interactive Process to Request Supplemental Medical Information
The DON has a right to request relevant supplemental medical information if the medical
information submitted by the individual requesting RA is insufficient (i.e. does not substantiatethat they have a disability, does not identify how the disability limits the individual’s ability toperform the essential functions of the position, and/or does not establish that the individual’s
disability necessitates the RA requested). The request for supplemental medical informationmust be done in writing, where the Request for Medical Documentation Letter (Attachment 7)
and the sample Questions for Healthcare Professional (Attachment 9) can be modified for thispurpose.
2-9 Interactive Process Requirements
A continuing dialogue through the RA process is required. These discussions will provide
critical information necessary for making the decision to accommodate or not to accommodate
the individual, and should also be used as an opportunity to keep the individual advised of thestatus of their request for RA.
As an extension of the interactive process, the individual requesting RA may ask the RA
Coordinator for updates as a way to track the processing of their RA request.
It is best practice to document the content of these discussions for the RA file.

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STEP 3 – THE QUALIFIED INDIVIDUAL WITH A DISABILITY (QIWD)ANALYSIS
3-1 Definition of a Qualified Individual with a Disability
A QIWD is an individual with a disability who can perform the essential functions of theposition with or without a reasonable accommodation, and who meets the requisite skill,
experience, education, and other job-related requirements of the position the individual holds or
could hold as a result of job restructuring or reassignment. An employee or an applicant for
employment must demonstrate that they are a QIWD to trigger the DON’s obligation to provide
a reasonable accommodation. The key terms found in the QIWD determination are outlined in
Definitions and Key Terms for the Reasonable Accommodation Program (Attachment 1).
3-2 Conducting the Qualified Individual with a Disability Analysis
After all the relevant information has been obtained, the RA Coordinator and the supervisor must
conduct an analysis to determine whether the employee meets the definition of a QIWD. The
individual is a QIWD if the answer to all of the following questions is “Yes”:• Does the individual have a physical or mental impairment, or have a record of adisability?
• Does the impairment substantially limit a major life activity?
• Does the individual meet the requisite skills, experience, education, and other job-related
requirements of their current position or of the position desired?
• Can the individual perform the essential functions of the position with or without RA?
3-3 Conducting the Qualified Individual with a Disability Analysis for Reassignment
In instances where an individual is unable to perform the essential functions of their position due
to their medical limitations, the QIWD analysis may extend to determining whether theindividual is a QIWD for another position. The employee must be able to satisfy the requisite
skills, experience, education, and other job-related requirements of the vacant funded position,and can perform the essential functions of the new position, with or without RA.
3-4 Qualified Individual with a Disability Analysis Requirements
Every effort should be taken to complete the QIWD analysis as soon as possible to avoid
unnecessary delays. The disability analysis must be documented and retained in the RA case
file.

STEP 4 – DECISION TO ACCOMMODATE OR NOT ACCOMMODATE
4-1 Decision to Grant an Accommodation
If the supervisor and the RA Coordinator determine that the individual is a QIWD and thatproviding an accommodation is the appropriate course of action, the supervisor will issue a letter
approving the accommodation request. The supervisor must ensure that the approved
accommodation is implemented within 45 calendar days of the date of the initial request. If
medical documentation was requested, the timeframes from processing the RA request will beheld in abeyance from the time the written request for medical documentation is issued to the
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individual, until the RA Coordinator receives the requested medical documentation. The
Approval of Reasonable Accommodation Request Letter (Attachment 10) can be used to
document the approval.
4-2 Prompt Reasonable Accommodation Request Processing
All requests should be processed as quickly as possible especially where a particular RA can be
granted in less than 45 calendar days. When an RA can be provided in less than the 45 calendar
day timeframe, failure to provide an accommodation in a prompt manner may result in a
violation of the Rehabilitation Act of 1973, as amended.
In addition, expedited processing may be necessary due to a time-based need for RA. If thisoccurs, the RA Coordinator must work to process the request within the timeframe necessary toprovide the accommodation, which may be less than 45 calendar days.
4-3 Delays in Reasonable Accommodation Request Processing or Implementation
Where there is a delay in either processing a request for or providing an RA, the supervisor, inpartnership with the RA Coordinator, must notify the individual of the reason for the delay inwriting, including any extenuating circumstances that justify the delay.
4-4 Effective Alternative Reasonable Accommodation
If the accommodation granted is different from the accommodation originally requested by theemployee, but is an effective accommodation, the Approval of Reasonable Accommodation
Request Letter (Attachment 10) also serves to document that the request for an accommodation
has been approved and that an alternative effective accommodation will be provided.
4-5 Cost of Accommodations
All resources available to the DON as a whole must be considered when evaluating whether toprovide a cost-based accommodation. Generally speaking, RA requests should not be denied forreasons of cost or anticipated cost of an RA, as the resources available to the DON would enableeffective accommodations to be provided absent undue hardship.
If there is a cost associated with the approved RA, each command or organization will determine
how funding will be provided.
4-6 Individual is Not an Individual with a Disability
There is no requirement to provide RA if the employee or applicant for employment did notestablish that they are an individual with a disability under the Rehabilitation Act of 1973, as
amended. The individual must be notified of this decision in writing at the time of the request
for accommodation is denied, which must be within 45 calendar days of the date of the initial
request. If the supervisor requested medical documentation, the timeframes for processing arequest for RA will be held in abeyance from the time the written request for medical
documentation is issued to the individual, until the RA Coordinator receives the requested
medical documentation. The organization’s OGC must review the RA denials for legal
sufficiency prior to issuance of the notification to the applicant or employee. The Denial of

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Reasonable Accommodation Request Letter (Attachment 11) can be used to document the RA
denial, and must be provided to the individual in an accessible format, upon request.
4-7 Decision that Employee Cannot be Accommodated in Position of Record
In some instances, a final determination regarding accommodation at this stage may not be
possible because (1) the ability to perform the essential functions of only the employee’s positionof record has been examined in the disability analysis, or (2) all other RA would pose an undue
hardship or pose a direct threat to the employee’s or others’ safety. The undue hardship analysis
or the direct threat analysis must be documented and reviewed by the organization’s OGC for
legal sufficiency. The Undue Hardship Analysis Worksheet (Attachment 12) and the Direct
Threat Analysis Worksheet (Attachment 13) can be used for this purpose. In these cases, theDON must consider providing reassignment to a vacant funded position as a form of RA.
If it is determined that the employee cannot be accommodated in their position of record, theDirector, EEO (DEEO) or designee, will review the sufficiency of this determination. The
review will critically assess the determination (e.g. inability to perform the essential functions,poses an undue hardship or direct threat, etc.) and the documentation produced during theprocessing of the request. This review must also include a legal sufficiency review by a memberof OGC. The RA file must contain the Documentation of Accommodation Options Considered(Attachment 14), which documents all alternative accommodations considered in the employee’s
position of record. If the RA request was not sufficiently processed, the DEEO will send therequest back to the servicing RA Coordinator for further processing. The Sufficiency Review of
Reasonable Accommodation Case File (Attachment 15) provides a sample memorandum for thispurpose. The DEEO must complete and document the sufficiency review prior to the initiationof the reassignment process.
Once the sufficiency review is documented, the supervisor will issue the Offer to be Considered
for Reassignment Due to Inability to Accommodate in Position of Record Letter (Attachment 16)
and the Reassignment Elections document (Attachment 17). These letters, which must be issued
within 45 calendar days of the date of the initial request, advise the employee of the following:
the decision that the employee cannot be presently accommodated in their position of record; an
overview of the provisions of reassignment as an RA; the option of applying for disability
retirement or traditional retirement; and provides an opportunity to identify the parameters of thesearch for vacant positions if reassignment is elected (e.g. internal search only, DON-wide searchwithin certain locations, occupational preferences, etc.). The employee has seven calendar days
from receipt of the letter to provide their reassignment elections and an updated résumé. If theemployee declines to be considered for reassignment, the RA request will be denied, and the RA
process ends as a result of the employee declination. See Denial of Reasonable Accommodation
Request Letter (Attachment 10) for a sample denial letter.

STEP 5 – REASSIGNMENT
5-1 Reassignment Requirements
This step of the process is only applicable for current DON employees. Reassignment is the RAof last resort. Before considering reassignment as an RA, the organization must first consider
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whether or not there are other accommodations that would enable an employee to remain in theirposition of record, which would be documented through the Documentation of Accommodation
Options Considered (Attachment 14). Reassignment should only be considered when the RA
file contains documentation that all other accommodation options have been considered and are
not effective, or result in undue hardship.
5-2 Reassignment Process
Additional guidance on the reassignment process is provided in Attachments 18-23 of the DON
Program Manual for RA.

STEP 6 – POST-ACCOMMODATION DECISION REQUIREMENTS
6-1 Continuation of the Interactive Process
The DON’s obligation to provide effective RA is an ongoing process, which may require thecontinuation of the interactive dialogue after the RA request is approved. This includes thesupervisor notifying the employee or applicant of any delays in implementing the approved
accommodation, or engaging with the employee no later than 90 calendar days after theaccommodation was implemented to ensure that it is effective.
6-2 Reevaluating Approved Accommodations
In instances when an RA that was granted is not effective, or where the employee’s limitations or
the position’s essential functions have changed, the employee and their supervisor should
reevaluate the accommodation to determine whether other accommodations would be effective.
This may constitute either a revision of the previous RA request, or an entirely new RA request,
respectively. See Reassessment of Approved Reasonable Accommodation Request Letter(Attachment 24) for a sample letter that documents the outcome of the reevaluation.
The Resources and Technical Guidance on Reasonable Accommodation and Related Topics(Attachment 25) lists beneficial resources and EEOC guidance that provide additional
information for addressing these situations, as well as the entirety of the processing forreasonable accommodation requests.

STEP 7 – AVENUES OF REDRESSThe following avenues of redress are provided to individuals when their RA request is denied:
7-1 Alternative Dispute Resolution (ADR)
Employees and supervisors are encouraged to consider the use of ADR at any stage of the RA
process to resolve conflicts and issues in controversy at the lowest possible level. An employee,
whose request for RA has been denied, may request ADR as an avenue of redress at any time, orin accordance with their collective bargaining agreement.

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7-2 Relation to Statutory and Collective Bargaining Claims
These procedures do not limit or supplant statutory and collective bargaining protections forindividuals with disabilities and the remedies they provide for the denial of requests for RA.
Requirements governing the initiation of statutory and collective bargaining claims remainunchanged, including the timeframes for filing such claims. A bargaining unit employee, whose
request for RA has been denied, will be advised of their right to file a grievance if this matter is
not excluded under the collective bargaining agreement.
7-3 Equal Employment Opportunity (EEO) Complaints
An individual, whose request for RA has been denied, will be advised of their right to pursue theEEO complaint process in accordance with the provisions of 29 Code of Federal Regulations(CFR) Part 1614. The letter will advise the individual of the requirement to initiate contact with
an EEO Counselor within 45 calendar days of the date the request was denied, and thatutilization of other agency procedures (such as the negotiated grievance procedure or
administrative grievance procedure) does not toll the time limit for contacting an EEO
Counselor.
7-4 Administrative Grievance Procedures
Employees who are covered under the SECNAVINST 12771.2, Department of the Navy
Administrative Grievance System, may file an administrative grievance.

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ATTACHMENTS TO THE
DEPARTMENT OF THE NAVYPROGRAM MANUAL FOR
REASONABLE ACCOMMODATION

Table of Contents
Title Page ........................................................................................................................................ 1
Table of Contents ............................................................................................................................ 2
Attachment 1: Definitions and Key Terms for the Reasonable Accommodation Program ........ 4
Direct Threat ............................................................................................................................ 4
Disability ................................................................................................................................. 4
Disability Analysis .................................................................................................................. 4
Effective Accommodation ....................................................................................................... 4
Essential Functions of a Position ............................................................................................. 4
Equivalent Position .................................................................................................................. 5
Interactive Process ................................................................................................................... 5
Major Life Activities ............................................................................................................... 5
Mental Impairment .................................................................................................................. 5
Physical Impairment ................................................................................................................ 5
Qualification Standards ........................................................................................................... 6
Qualified .................................................................................................................................. 6
Qualified Individual with a Disability (QIWD) ...................................................................... 6
Reasonable Accommodation ................................................................................................... 6
Reassignment ........................................................................................................................... 7
Request for Reasonable Accommodation................................................................................ 7
Substantially Limits ................................................................................................................. 7
Undue Hardship ....................................................................................................................... 8
Unit .......................................................................................................................................... 9
Vacant Position ........................................................................................................................ 9
Attachment 2: Reasonable Accommodation (RA) Process Map .............................................. 10
Attachment 3: SECNAV 12306/1 Form, Confirmation of Reasonable Accommodation
Request ...................................................................................................................................... 12
Attachment 4: Confirmation of Withdrawal of Reasonable Accommodation Request Letter . 15
Attachment 5: Documentation of Essential Functions .............................................................. 16
Attachment 6: Notification of Interim Accommodation Letter ................................................ 18
Attachment 7: Request for Medical Documentation Letter ...................................................... 19

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Attachment 8: Authorization for Release of Medical Information ........................................... 21
Attachment 9: Questions for Healthcare Professional .............................................................. 22
Attachment 10: Approval of Reasonable Accommodation Request Letter .............................. 24
Attachment 11: Denial of Reasonable Accommodation Request Letter................................... 25
Attachment 12: Undue Hardship Analysis Worksheet ............................................................. 27
Attachment 13: Direct Threat Analysis Worksheet .................................................................. 28
Attachment 14: Documentation of Accommodation Options Considered................................ 30
Attachment 15: Sufficiency Review of Reasonable Accommodation Case File ...................... 31
Attachment 16: Offer to be Considered for Reassignment Due to Inability to Accommodate in
Position of Record Letter .......................................................................................................... 32
Attachment 17: Reassignment Elections ................................................................................... 34
Attachment 18: Reassignment as a Reasonable Accommodation Process ............................... 38
Part 1: Preliminary Qualifications and Reassignment Counseling ........................................ 38
Part 2: Job Search Process ..................................................................................................... 40
Avenue 1: Internal Job Search ........................................................................................... 40
Avenue 2a: DON-Wide Job Search Process (Appropriated Fund) .................................... 41
Avenue 2a: DON-Wide Job Search Process (Appropriated Fund) .................................... 43
Avenue 3: Coordination of Employee-Identified DON Vacancies ................................... 44
Part 3: Considering Vacancies............................................................................................... 45
Attachment 19: Preliminary Qualifications Worksheet ............................................................ 48
Attachment 20: Documentation of Reassignment Counseling ................................................. 50
Attachment 21: Non-Placement Determination Letter (Hiring Manager) ................................ 52
Attachment 22: Job Search Efforts Conducted by Human Resources Office (HRO) Specialist................................................................................................................................................... 53
Attachment 23: Human Resources Director (HRD) Certification of Job Search Efforts ......... 54
Attachment 24: Reassessment of Approved Reasonable Accommodation Request Letter ...... 55
Attachment 25: Resources and Technical Guidance on Reasonable Accommodation and
Related Topics ........................................................................................................................... 56

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Attachment 1: Definitions and Key Terms for the Reasonable Accommodation
ProgramDirect Threat
A significant risk of substantial harm to the health or safety of the individual or others thatcannot be eliminated or reduced by reasonable accommodation. It requires showing of a highprobability of substantial harm.
Disability
In general, disability means, with respect to an individual –(1) A physical or mental impairment that substantially limits one or more of the major
life activities of such individual;(2) A record of such impairment; or(3) Being regarded as having such an impairment because of an actual or perceived
impairment that is not both transitory (lasting or expected to last six months or less) and minor.
This means that the individual has been subjected to a prohibited action because of an actual or
perceived physical or mental impairment, whether or not that impairment substantially limits, oris perceived to substantially limit, a major life activity.
For the provision of reasonable accommodation, an individual must either have an actual
disability (first prong) or a record of such an impairment (second prong), and is not entitled to anaccommodation because of a perceived impairment (third prong).
Mitigating measures other than “ordinary eyeglasses or contact lenses” shall not be considered inassessing whether an individual has a disability.
Disability Analysis
An individualized assessment to determine whether an individual has a disability; and therefore,
eligible for the provision of reasonable accommodation.
Effective Accommodation
An effective accommodation is one that meets the needs of the individual. In the context of job
performance, this means that a reasonable accommodation enables the individual to perform theessential functions of their current position. The Department of the Navy (DON) may choose
among reasonable accommodations as long as the chosen accommodation is effective and does
not pose an undue hardship. Thus, as part of the interactive process, the DON may offer
alternative suggestions for reasonable accommodations and discuss their effectiveness inremoving the workplace barrier that is impeding the individual with a disability.
Essential Functions of a Position
Essential functions are the fundamental job duties of the employment position the individualwith a disability holds or desires. Job duties may be fundamental or essential if the position
exists to perform the function, there are a limited number of employees available who could
perform the function, and/or the function is highly specialized. The essential functions of aposition are not the marginal or infrequently-performed tasks that could be eliminated without
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altering the fundamental nature of the job; however, these infrequently-performed tasks may beessential if the consequences of non-performance could be severe.
Equivalent Position
A position that resembles the individual’s position of record in regards to pay, status, geographic
location, benefits, and other relevant factors. A position that is more equivalent is one that moreclosely resembles the individual’s position of record in regards to the aforementioned relevant
factors.
Interactive Process
A dialogue between the individual requesting a reasonable accommodation, the supervisor (orthe hiring manager in the case of applicants), and the servicing RA Coordinator, that determines
the individual’s eligibility for a reasonable accommodation, identifies an effective
accommodation, and informs the individual of the status of their request for accommodation.
The interactive process begins upon receipt of an individual’s request for reasonableaccommodation, occurs throughout the processing of the request, and continues after thereasonable accommodation has been provided to ensure that the individual’s need foraccommodation has been met. Depending on the specific circumstances and/or complexity of
the RA request, other parties may be consulted at the discretion of the RA Coordinator, toinclude representatives from the Human Resources Office (HRO), Command Information Office(CIO), Facilities, Safety Office, Office of General Counsel (OGC), etc.
Major Life Activities
Once an individual establishes that they have a physical or mental impairment, they must be able
to establish that the disability substantially limits one or more of their major life activities.
Examples of major life activities include caring for oneself, performing manual tasks, seeing,
hearing, eating, sleeping, walking, standing, sitting, reaching, lifting, bending, speaking,breathing, learning, reading, concentrating, thinking, communicating, interacting with others, andworking. Major life activities also include the operation of major bodily functions, including
functions of the immune system, special sense organs and skin, normal cell growth, digestive,
genitourinary, bowel, bladder, neurological, brain, respiratory, circulatory, cardiovascular,
endocrine, hemic, lymphatic, musculoskeletal, and reproductive functions, as well as theoperation of an individual organ within a body system.
Mental Impairment
Any mental or psychological disorder, such as intellectual disability, organic brain syndrome,emotional or mental illness, and learning disabilities.
Physical Impairment
Any physiological disorder or condition, disfigurement, or anatomical loss affecting one or morebody systems, such as neurological, musculoskeletal, special sense organs, respiratory (including
speech organs), cardiovascular, reproductive, digestive, genitourinary, immune, circulatory,
hemic, lymphatic, skin and endocrine.

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Qualification Standards
The Equal Employment Opportunity Commission (EEOC) defines “qualification standards” as
the personal and professional attributes including the skill, experience, education, physical,
medical, safety and other requirements established by a covered entity as requirements which anindividual must meet in order to be eligible for the position held or desired. Also known as jobrelated requirements, the EEOC states that qualification standards may include possessing
specific training, possessing specific licenses or certificates, possessing certain physical ormental abilities (e.g. meeting vision, hearing, or lifting requirements, showing an ability to run or
climb, exercising good judgment), meeting health or safety requirements, and/or demonstrating
certain attributes such as the ability to work with other people or to work under pressure.
If an applicant or employee cannot meet a specific qualification standard because of a disability,
the Americans with Disabilities Act (ADA) requires that the DON demonstrate the importance ofthe standard by showing that it is “job-related and consistent with business necessity.” Thisrequirement ensures that the qualification standard is a legitimate measure of an individual’sability to perform an essential function of the specific position the individual holds or desires. If
the DON cannot show that a particular standard is “job-related and consistent with businessnecessity,” the employer cannot use the standard to take an adverse action against an individualwith a disability. The DON may have to provide a reasonable accommodation to enable anindividual with a disability to meet a qualification standard that is job-related and consistent withbusiness necessity.
QualifiedAccording to the EEOC, with respect to an individual with a disability, an individual is“qualified” if they: (1) satisfy the requisite skill, experience, education, and other job-related
requirements of the employment position they hold or desire, and (2) can perform the essentialfunctions of the position with or without reasonable accommodation.
With respect to the reassignment as a reasonable accommodation process, the Human Resources(HR) practitioner reviewing qualifications would only use the first part of this definition todetermine whether the employee is minimally qualified for a potential vacancy. An individual
would not need to be “best qualified” in order to be considered for placement in a vacant
position.
Qualified Individual with a Disability (QIWD)
An individual with a disability who can perform the essential functions of the position with orwithout a reasonable accommodation, and who meets the requisite skill, experience, education,and other job-related requirements of the position the individual holds or could hold as a result ofjob restructuring or reassignment. An employee or an applicant for employment must
demonstrate that they are a qualified individual with a disability to trigger the DON’s obligation
to provide a reasonable accommodation.
Reasonable Accommodation
Generally, any modification or adjustment to a job application process, the work environment, orto the manner or circumstances under which work is customarily performed that enables aqualified individual with a disability to participate in the application process, perform the
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essential functions of a position, or enjoy equal benefits and privileges of employment as areenjoyed by similarly situated individuals without a disability.
Reassignment
For the purposes of reasonable accommodation, a non-competitive offer of placement in afunded, vacant position at the same grade level or a position at a lower grade level (known as a
Change to Lower Grade personnel action) for which the employee is minimally qualified and canperform the essential functions of the new position with or without a reasonable accommodation.
“Reassignment” does not include a position that would be a promotion or has greater promotion
potential than the individual’s position of record.
Request for Reasonable Accommodation
When an individual (either an applicant or an employee) or their representative informs theemployer that they need an adjustment or change at work for a reason related to a medical
condition. To request an accommodation, an individual may use “plain English” and need not
mention the Americans with Disabilities Act, the Rehabilitation Act, or use the phrase“reasonable accommodation.” A request for reasonable accommodation is the first step in an
informal, interactive process between the individual and the DON.
Substantially Limits
To have an actual disability or a record of a disability, an individual must be or have been
substantially limited in performing one or more major life activities as compared to most people
in the general population. In accordance with the Americans with Disabilities Act Amendments
Act of 2008 (ADAAA), the rules of construction for determining if an individual is substantiallylimited in performing a major life activity are as follows:• The term “substantially limits” shall be construed broadly in favor of expansive coverage,to the maximum extent permitted by the terms of the ADA. “Substantially limits” is notmeant to be a demanding standard.
• An impairment is a disability within the meaning of this section if it substantially limits
the ability of an individual to perform a major life activity as compared to most people in
the general population. An impairment need not prevent, or significantly or severely
restrict, the individual from performing a major life activity in order to be considered
substantially limiting. Nonetheless, not every impairment will constitute a disability.
• The primary object of attention in cases brought under the ADA should be whether
covered entities have complied with their obligations and whether discrimination has
occurred, not whether an individual's impairment substantially limits a major life activity.
Accordingly, the threshold issue of whether an impairment “substantially limits” a major
life activity should not demand extensive analysis.
• The determination of whether an impairment substantially limits a major life activity
requires an individualized assessment. However, in making this assessment, the term“substantially limits” shall be interpreted and applied to require a degree of functional
limitation that is lower than the standard for “substantially limits” applied prior to the
ADAAA.
• The comparison of an individual's performance of a major life activity to the performanceof the same major life activity by most people in the general population usually will not
require scientific, medical, or statistical analysis. Nothing in this paragraph is intended,
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•

•
•
•

however, to prohibit the presentation of scientific, medical, or statistical evidence tomake such a comparison where appropriate.
The determination of whether an impairment substantially limits a major life activity
shall be made without regard to the ameliorative effects of mitigating measures.
However, the ameliorative effects of ordinary eyeglasses or contact lenses shall beconsidered in determining whether an impairment substantially limits a major life
activity.
An impairment that is episodic or in remission is a disability if it would substantiallylimit a major life activity when active.
An impairment that substantially limits one major life activity need not substantially limit
other major life activities in order to be considered a substantially limiting impairment.
The six-month “transitory” part of the “transitory and minor” exception to “regarded as”
coverage in 29 CFR §1630.15(f) does not apply to the definition of “disability” underparagraphs (g)(1)(i) (the “actual disability” prong) or (g)(1)(ii) (the “record of” prong).
The effects of an impairment lasting or expected to last fewer than six months can besubstantially limiting.

An impairment does not have to be long-term or permanent to be substantially limiting. The
duration of an impairment is one factor that is relevant in determining whether the impairment
substantially limits a major life activity. Impairments that last only for a short period of time are
typically not covered, although they may be covered if sufficiently severe. If an individual
claims that they are limited in the major life activity of working, they must show that they are
significantly restricted in their ability to perform either a class of jobs, or a broad range of jobs invarious classes, as compared to the average person of comparable training, skills, and abilities.
Generally, this requirement could not be met simply by asserting inability to work in any
particular job for a particular employer.
Undue Hardship
Significant difficulty or expense incurred by the DON when considered in light of the following
factors:• The nature and net cost of the accommodation needed, taking into consideration theavailability of funding from an outside source;• The overall financial resources of the facility or facilities involved in the provision of thereasonable accommodation, the number of persons employed at such facility, and theeffect on expenses and resources;• The overall financial resources of the DON, the overall size of the business of the DON
with respect to the number of its employees, and the number, type and location of its
facilities;• The type of operation or operations of the DON, including the composition, structure andfunctions of the workforce, and the geographic separateness and administrative or fiscal
relationship of the facility or facilities in question to the DON; and• The impact of the accommodation upon the operation of the facility, including the impact
on the ability of other employees to perform their duties and the impact on the facility's
ability to conduct business.

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The DON is obligated to provide a reasonable accommodation if it would pose an undue
hardship on the agency. The determination of undue hardship is made on a case-by-case basis.
Unit
An organization or installation performing a function or a mission, typically represented by aUnit Identification Code (UIC).
Vacant Position
A position is considered vacant if a selection to fill the position has not been made. According to
the EEOC, “vacant" means that the position is available when the employee asks for reasonableaccommodation, or that the employer knows that it will become available within a reasonableamount of time. The Program Manual defines a "reasonable amount of time" as 60 calendar days
from the start of the search for vacant positions. A position is considered vacant even if an
employer has posted a notice or announcement seeking applications for that position. The
employer does not have to bump an employee from a job in order to create a vacancy, nor does it
have to create a new position.

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Attachment 2: Reasonable Accommodation (RA) Process Map

Individual
Requests RA(Initial Request)
Identify and Document
Essential Functions (ifrequired)
Request [Supplemental]
Medical Documentation(if required)

2 Business Days

Interactive
Process Begins
Provide and Document
Interim Accommodation(if available)

15 Calendar Days

Is Individual Qualified
Individual with a Disability(QIWD)?

Second Request for
Medical Documentation(if necessary)

YES
Can Individual be
Accommodated in
Position of Record?

Key
Green Text Boxes: STEP 1 – The
Reasonable Accommodation Request
Blue Text Boxes: STEP 2 – The
Interactive Process
Yellow Text Boxes: STEP 3 – The
Qualified Individual with a Disability
Analysis
Red Text Boxes: STEP 4 – Decision to
Accommodate or Not Accommodate
Purple Text Boxes: STEP 5 –Reassignment

Gray Text Boxes: STEP 6 – PostAccommodation Decision Requirements

RA Request
Forwarded to
RA Coordinator

Within 45 Calendar DaysNO

Accommodation
not Required –Denial of RA Letter
Issued and Avenuesof Redress Provided

Director, EEO
Sufficiency
ReviewNO

END

Offer to be
Considered for
Reassignment(Continued on
Next Page)

YES
RA Implemented in
Position – Approval of
RA Letter Issued

Within 45 Calendar Days
Days

Post-Accommodation
Interactive Process
Within 90 Calendar Days
Is Accommodation
Effective?

NO

Change inLimitations or
Essential
Functions?

YES

NO
YES
Provide Other Effective
Accommodations (if available)
END

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Does Employee Accept
Offer to be Considered
for Reassignment?

NO

Denial of RA Letter
Issued and Avenues of
Redress Provided

END

YES
Within 7 Calendar Days

RA Coordinator Provides HRO
with signed Reassignment
Elections and Résumé/PD

HRO Specialist Conducts andDocuments Preliminary
Qualifications

HRO Specialist Schedules
Reassignment
Counseling
Reassignment Counseling Occurs andis Documented
Job Search Initiated based on
Employee Elections and Qualifications
30 Calendar Days

Avenue 1: Internal Job Search

Avenue 2: DONWide Job Search
Potential
Match(es)Identified?

Avenue 3: Coordination of
Employee-Identified DON Vacancies

NO

Denial of RA Letter
Issued and Avenues of
Redress Provided

NO

Hiring Manager
Documents NonPlacement

END

YES
Can Employee Be
Placed?

YES

Search Continues

Offer Vacancy
to Employee
Did Employee
Accept Offer?

NO

Denial of RA Letter
Issued and Avenues of
Redress Provided

END

YES
RA Provided via Reassignment –Approval of RA Letter Issued

March 2022

END

A-11

0MB 0703-0063 Exp 31 MAR 2025
SECNAV RCS 12306-1 Exp 31 MAR 2025
SECNAVINST 12713.14

CUI (when filled in)

CONFIRMATION OF REASONABLE ACCOMMODATION REQUESTPRIVACY ACT STATEMENT
Authority: 5 U.S.C. 301 ; 5 U.S.C. Chapters 11, 13, 29, 31, 33, 41, 43, 51, 53, 55, 61, 63, 72, 75, 83, 99; 5 U.S.C. 7201; 29 USC 791; 10 U.S.C.136;
E.O. 9830, as amended; 29 U.S.C. 79; 29 C.F.R. 1614.601, EEO Group Statistics; 29 CFR 1630.14, Medical Examinations and Inquiries Specifically
Permitted; SECNAV Instruction 12713.14, Equal Employment Opportunity; and E.O. 9397 (SSN), as amended , and System of Records Notice (SORN)
N12293-1.
Purpose(s): To provide relevant officials with the information to track, monitor, review, and process requests for reasonable accommodation.
Routine Uses(s): In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records
contained therein may specifically be disclosed outside the Department of Defense (DoD) as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
To the appropriate officials for the purpose of processing or responding to the request for reasonable accommodation and/or decisions related to such
request. To officials and employees of the Equal Employment Opportunity Commission and/or other appropriate third parties responsible forinvestigating or adjudicating any cases that may result from a reasonable accommodation request. To unions recognized as exclusive bargaining
representatives under the Civil Service Reform Act of 1978, 5 U.S.C. §§ 7111 and 7114, the Merit Systems Protection Board, the Office of the Special
Counsel, arbitrators, the Federal Labor Relations Authority, and other parties responsible for the administration of the Federal labor-management
program for the purpose of processing any corrective actions, grievances, or conducting administrative hearings or appeals. To the Office of Personnel
Management (OPM), Office of Workers' Compensation, and Department of Veterans Affairs for the purpose of addressing civilian pay and leave,
benefits, retirement deduction , and any other obligations. To an employee's private treating physician and to medical personnel retained by the DON toprovide medical services in connection with an employee's health or physical condition related to employment. To the Occupational Safety and Healthofficials when needed to perform their duties.
Disclosure: Completion of this form is voluntary; however, failure to provide the requested information may result in an inability to process yourreasonable accommodation request.
AGENCY DISCLOSURE NOTICE
The public reporting burden for this collection of information, 0MB 0703-0063, is estimated to average 20 minutes per response, inc luding the lime forreviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of
information. Send comments regarding the burden estimate or burden reduction suggestions to the Department of Defense, Washington Headquarters
Services, at whs.mc-alex.esd.mbx.dd-dod-information-collections@mail.mil. Respondents should be aware that notwithstanding any other provision oflaw, no person shall be subject to any penalty for failing to comply with a collection of information if it does not display a currently valid 0MB control
number.
LOCATION (Physical Location ofRequested Reasonable Accommodation):

REQUEST TYPE:DATE (DDMMMYYYY):My Own Behal f

On Behalf Of

PART I Requestor's Information (To be completed by Requestoror "On Behalf Of" Requestor)
1. NAME (Last, First, Middle lnitia~:

2. ORGANIZATION/DEPARTMENT:

3. UNIT IDENTIFICATION CODE (UIC):

4. DoD ID NUMBER (for employees on/'/) :5. PHONE:

6. AL TERNATE PHONE:

7. OFFICIAL E-MAIL ADDRESS:

8. JOB TITLE AND PAY PLAN/SERIES/GRADE:

9. DESIGNATION OF PERSON

10. OFFICIAL MAILING ADDRESS:EMPLOYEEAPPLICANTCONTRACTORPART II Details for Reasonable Accommodation (To be completed by Requestoror "On Behalf Of" Requestor)
11. DESCRIBE ANY IMPACT OF YOUR LIMITATIONS ON THE PERFORMANCE OF YOUR DUTIES OR ACCESSING A BENEFIT/PRIVILEGE
OF EMPLOYMENT:SECNAV 12306/1 (REV. OCT 2019)

CUI (when filled in)Controlled By: DON OEEOCUI Category : HLTH/PRVCY/PII
LDC: FEDCON
POC: DONOEEO@us.navy.mil

Page 1 of 3

CUI (when filled in)

0MB 0703-0063 Exp 31 MAR 2025
SECNAV RCS 12306-1 Exp 31 MAR 2025
SECNAVINST 12713.14

12. DESCRIBE ANY ACCOMMODATION YOU BELIEVE WOULD ASSIST YOU IN THE PERFORMANCE OF YOUR DUTIES OR ACCESSING A
BENEFIT/PRIVILEGE OF EMPLOYMENT:

13. IF REQUEST IS DUE TO A WORK-RELATED INJURY, PLEASE PROVIDE WORKERS' COMPENSATION CLAIM#:

14. DESCRIBE THE NATURE OF YOUR MEDICAL CONDITION AND YOUR WORK-RELATED LIMITATIONS (include if/imitations are p ermanent or
temporary):

I certify that the statements and information contained in this document and any attachments are true and complete to the best of my knowledge. I
hereby give permission to release any information contained in this request to authorized officials w ith a need to know.

PART Ill Certification of Requestor and/or Designated Appointee or Approving Official
15. REQUESTOR'S PRINTED NAME:

16. REQUESTOR'S SIGNATURE:

17 . DATE (DDMMM YYYY):

18. SUPERVISOR'S PRINTED NAME:

19. SUPERVISOR'S SIGNATURE:

20. DATE (DDMMMYYYY):

21. SUPERVISOR'S E-MAIL ADDRESS:

22. SUPERVI SOR'S PHONE NUMBER:

The signature above acknowledges receipt of this request for accommodation and all attachments if any.

SECNAV 12306/1 (REV. OCT 2019)

CUI (when filled in)Controlled By: DON OEEOCUI Category : HLTH/ PRVCY/PII
LDC: FEDCON
POC: DONOEEO@us.navy.mil

Page 2 of 3

CUI (when filled in)

0MB 0703-0063 Exp 31 MAR 2025
SECNAV RCS 12306-1 Exp 31 MAR 2025
SECNAVINST 12713.14

INSTRUCTIONS FOR COMPLETING THE CONFIRMATION OF REASONABLE ACCOMODATION REQUEST FORM
Notes:• The form can be completed by typing in the text fields/signing digital signature. For those who do not have access to a computer, the form
can be completed by printing in the text fields/signing wet signature.
• Completed forms should be submitted to the servicing Reasonable Accommodation Point of Contact (RA POC) for processing and record
keeping purposes.
• Please review the Privacy Act Statement and the Agency Disclosure Notice that are printed at the top of this form.
• For the purposes of the form, "Requestor' is defined as the person requesting the reasonable accommodation, or a designated appointee
acting on behalf of the Request or.
• Attachments supporting the Reasonable Accommodation Request may be included by the Requestor or Designated Appointee.

COMPLETION OF THE FORM
• The Physical Location of the Requested Reasonable Accommodation should be entered in the 'LOCATION' block.
• The submission date of the Reasonable Accommodation Request form should be entered in the specified format in the 'DATE' block.
• In the 'REQUEST TYPE' block, indicate whether the request is submitted by the Requestor CMy Own Behalf) or by a designated appointee
acting on behalf of the Requestor ('On Behalf Of) by selecting the appropriate box.

Part I: Requestor's Information

Part II: Details for Reasonable Accommodation

Part I should be filled out and completed by the Requestor or "On BehalfPart II should be filled out and completed by t he Requestor or "On Behalf

or· the Requestor. Consult with the supervisor and/or the servicing

or· the Requestor.

Reasonable Accommodation Point of Contact when needed.
1. Name (Last, First, Middle Initial): As stated.

11. Describe any impact of your limitations on the performance of yourduties or accessing a benefit/privilege of employment: As stated.

2. Organization/Department: For employees, the requestor's current
organization/department name. For applicants, the organization/
department name of the position sought.

12. Describe any accommodation that you believe would assist you in theperformance of duties or accessing a benefit/privilege of employment :As stated.

3. Unit Identification Code (UIC): For employees, the five-digit code
associated with requestor's current employing organization. For
applicants , the five-digit code associated with the organization of theposition sought.

13. If the request is due to a work-related injury, the request or shall provide
the Workers' Compensation claim number: Enter the Workers'
Compensation claim number if applicable. If the request is not due to awork-related injury, please enter "N/A," or the field can stay blank.

4. DoD ID Number: For employees only, please enter in your 10-digit DoD/ 14. Describe the nature of your medical condition and the work-related
EDIPI Number. For employees that do not have a DoD ID Number/EDI Pl
limitations (include if limitations are permanent or temporary): As stated .
Number, please enter your Employee ID number.
Part Ill: Certification of Requestor and/or Designated Appointee or
5. Phone: As stated.
Approving Official
6. Alternate Phone: As stated.
7. Official Email Address: For employees, the requestor's work email
address should be used. For applicants, the requestor's preferred email
address should be used.
8. Job Title and Pay Plan/Series/Grade: If the requestor is an employee,
the official work title, pay plan/series/grade information of theRequestor. If the requestor is an applicant, the official job title and pay
plan/series/grade information of the position sought.
9. Designation of Person: Indicate whether the Requestor is an Employee,
Applicant or Contractor.
10. Official Mailing Address: For employees, the requestor's work mailingaddress should be used. For applicants, the requestor's preferredmailing address should be used.

Part Ill should be filled out and digitally signed by the Requestor (or their
Designated Appointee) and (Requestor's Supervisor). Please include all
information requested:
15. Requestor's Printed Name: As stated.
16. Requestor's Signature: Typing/signing a digital signature, or printing/signing a wet signature is permitted.
17. Date: Use 'DDMMMYYYY' format.
18. Supervisor's Printed Name: As stated.
19. Supervisor's Signature: Typing/signing a digital signature, or printing/signing a wet signature is permitted.
20. Date: Use 'DDMMMYYYY' format.
21. Supervisor's E-mail Address: The Supervisor's work email address
should be used.
22. Supervisor's Phone Number: work phone number should be used

SECNAV 12306/1 (REV. OCT 2019)

CUI (when filled in)Controlled By: DON OEEOCUI Category : HLTH/PRVCY/PII
LDC: FEDCON
POC: DONOEEO@us.navy.mil

Page 3 of 3

Attachment 4: Confirmation of Withdrawal of Reasonable Accommodation
Request Letter(Insert Date)

From: (Insert Supervisor’s Name and Title)
To: (Insert Requestor’s Name and Title)
Subj: Confirmation of Withdrawal of Reasonable Accommodation Request
1. On (insert request date), you submitted a request for reasonable accommodation (RA). You
requested the following as an accommodation: (Insert RA requested - be sure to add in any
specific information to describe the request or any notable details from the request process).
2. (Insert reason for withdrawal, e.g. “On (insert date of verbal/written withdrawal here), you
expressed to (insert supervisor or the name of the RA Coordinator) that you no longer wish to
pursue the RA process.”)
3. Through your signature below, this letter documents your decision to withdraw from the RA
process, which will result in the closure of your request and cease the process. This letter does
not preclude you from making a request for RA in the future. Please sign and return this letter tome within seven calendar days of your receipt of this letter, by (insert date). If you have any
questions or concerns, please contact me or (insert RA Coordinator’s name and contact
information).

(Insert Supervisor’s Name/Signature Block)
Copy to:(Insert parties with a need-to-know, including RA Coordinator)

Requestor’s signature

March 2022

Date

A-15

Attachment 5: Documentation of Essential Functions
The hiring manager/supervisor completing the Documentation of Essential Functions may
collaborate with appropriate RA Coordinator, and the Human Resources (HR) Specialist if
necessary, and shall maintain open lines of communication with the individual requesting RA.
When listing the essential functions, provide a justification that describes why each function isessential to the position. In your response, please incorporate the following factors that apply:• Does the position exist to perform the function?
• Are there a limited number of employees available to perform the function?
• Is the function highly specialized or is the incumbent hired specifically for their ability toperform the function?
• What percentage of time is spent performing the function?
• What is the consequence of not performing the function?
If available, please provide the documentation that establishes the function as essential (e.g.
position description, job announcement, etc.), as well as any other additional information that
may factor into the accommodation decision.
Position Title:
Pay Plan/Occupational Series/Grade:
Position Description Number:
Hiring Manager/Supervisor Name and Email Address:
ESSENTIAL FUNCTION #1:
JUSTIFICATION:ESSENTIAL FUNCTION #2:
JUSTIFICATION:ESSENTIAL FUNCTION #3:
JUSTIFICATION:

March 2022

A-16

ESSENTIAL FUNCTION #4:
JUSTIFICATION:ESSENTIAL FUNCTION #5:
JUSTIFICATION:

Supervisor/Hiring Manager Signature

March 2022

Date

A-17

Attachment 6: Notification of Interim Accommodation Letter(Insert Date)
From: (Insert Supervisor’s Title and Name)
To: (Insert Requestor’s Title and Name)
Subj: Notification of Interim Accommodation
Ref:(a) Department of the Navy (DON) Program Manual for Reasonable Accommodation

1. On (insert request date), you submitted a request for reasonable accommodation (RA). You
have requested the following as an accommodation: (Insert RA requested - be sure to add in any
specific information to describe the request or any notable details from the request process). Per
reference (a), the DON must consider any possible means of accommodating individuals on aninterim basis while the request for RA is being processed.
2. This letter is to notify you that although your RA request is still being processed and adetermination regarding the outcome has not yet been made, an interim accommodation has been
identified that will allow you to perform some or all of the essential functions of your position.
The interim accommodation is as follows: (insert details of the interim accommodation, e.g. fulltime telework with an end date).
3. Please note that if it is determined that you are not entitled to an RA or that theaccommodation would pose an undue hardship, the interim accommodation will be rescinded.
4. If you have any questions on the above, please contact me or (insert RA Coordinator’s nameand contact information).

(Insert Supervisor’s Name/Signature block)
Copy to:(Insert parties with a need-to-know)

March 2022

A-18

Attachment 7: Request for Medical Documentation Letter(Insert Date)
From: (Insert Supervisor’s Name and Title)
To: (Insert Requestor’s Name and Title)
Subj: Request for Medical Documentation
Ref:(a) The Rehabilitation Act of 1973, as amended

Encl: (1) Questions for Healthcare Professional(2) Authorization for Release of Medical Information
1. On (insert request date), you submitted a request for reasonable accommodation (RA). You
have requested the following as an accommodation: (Insert RA requested - be sure to add in any
specific information to describe the request or any notable details from the request process).
2. The goal of providing RA is to enable an individual with a disability to participate in theapplication process, perform the essential functions of their position, and enjoy equal benefits
and privileges of employment. Entitlement to RA, absent undue hardship on the agency, isdependent on an individual meeting the criteria of a “qualified individual with a disability,”
where the individual with a disability must satisfy the requisite skill, experience, education, andother job-related requirements of the employment position such individual holds or desires, andwho can perform the essential functions of the position with or without an accommodation. At
this time, I do not have sufficient information to make an informed decision regarding yourentitlement or need for RA. The purpose of this letter is to request information regarding yourcurrent medical condition, its impact on your ability to perform the duties of your position, andhow an RA would allow you to perform the essential functions of your position. This
information will assist me in determining the agency’s obligation to provide you with RA in
accordance with reference (a), and to assist me in making informed decisions regarding your RA
request.
3. Please obtain the requested medical documentation from your healthcare professional, as
outlined in enclosure (1), and submit it to the RA Coordinator, (insert RA Coordinator’s nameand contact information), within 15 calendar days of your receipt of this letter, by (insert date).
4. The Health Insurance Portability and Accountability Act of 1996 (HIPAA), which became
effective April 14, 2003, imposes requirements on medical providers, employers, health plansand plan administrators to ensure that your individual medical and health information is kept
confidential. In adhering to this regulation, your healthcare professional will not release medical
documentation without your permission. Therefore, if your healthcare professional prefers to
submit the required medical information to the agency directly, you must complete enclosure (2)and provide it to the RA Coordinator, (insert RA Coordinator’s name and contact information).

March 2022

A-19

5. The Genetic Information Nondiscrimination Act of 2008 (GINA) prohibits employers andother entities covered by GINA Title II from requesting or requiring genetic information of anindividual or family member of the individual, except as specifically allowed by this law. To
comply with this law, we are asking that you and/or healthcare professional not provide any
genetic information when responding to this request for medical information. “Genetic
information,” as defined by GINA, includes an individual's family medical history, the results ofan individual's or family member's genetic tests, the fact that an individual or an individual'sfamily member sought or received genetic services, and genetic information of a fetus carried byan individual or an individual’s family member or an embryo lawfully held by an individual orfamily member receiving assistive reproductive services.
6. If you have any questions or concerns, or need additional time to provide the requested
documentation due to an extenuating circumstance, please contact me or (insert RA
Coordinator’s name and contact information).

(Insert Supervisor’s Name/Signature Block)
Copy to:(Insert parties with a need-to-know)
Acknowledgement of receipt:______________________________________________________________________________
Requestor’s signature
Date

March 2022

A-20

Attachment 8: Authorization for Release of Medical Information
AUTHORIZATION FOR RELEASE OF MEDICAL INFORMATION
By my signature on this document, I authorize ___________________________________(name(s) of healthcare professional(s)) to release medical information to the following
authorized agency officials (insert RA Coordinator name and other specific individuals who will
have access to the medical information that have a need-to-know) solely to respond to myrequest for reasonable accommodation.
I understand that by providing permission to my healthcare professional(s) to release my medical
information that pertains to my accommodation request, it will enable the Department of the
Navy’s officials to:• Confirm that my medical condition is a disability under the Rehabilitation Act of 1973, as
amended;• Understand the functional limitation(s) or work-related restrictions associated with mydisability and why the requested accommodation is needed;• Receive clarification of or a recent update regarding medical information previously
submitted to the Department of the Navy, if applicable; or• Obtain recommendations on any potential accommodation(s) that would enable me toperform the essential functions of my position.
The medical information collected will remain confidential and separate from my official
personnel records, but I understand that relevant information may be shared with individuals
directly involved in the processing of my reasonable accommodation request.
__________________________________________________________________________
Signature
Date

March 2022

A-21

Attachment 9: Questions for Healthcare Professional
Note to the RA Coordinator: It is encouraged that this letter be modified to specifically address
the individual’s request for RA. You may also add additional space in between the questions toallow greater room for the healthcare professional to provide written responses.
The Department of the Navy (DON) requires additional information to determine whether (insert
applicant/employee name) is a qualified individual with a disability, and therefore entitled to areasonable accommodation, unless it creates an undue hardship. To properly address the request
for a reasonable accommodation, the DON requests that this document be completed in narrative
form by a healthcare professional, or to have all of the below questions addressed on thehealthcare professional’s letterhead.
The Genetic Information Nondiscrimination Act of 2008 (GINA) prohibits employers and otherentities covered by GINA Title II from requesting or requiring genetic information of anindividual or family member of the individual, except as specifically allowed by this law.
Therefore, please do not provide any genetic information when responding to this request for
medical information. “Genetic information” as defined by GINA, includes an individual's family
medical history, the results of an individual's or family member's genetic tests, the fact that anindividual or an individual's family member sought or received genetic services, and genetic
information of a fetus carried by an individual or an individual's family member or an embryo
lawfully held by an individual or family member receiving assistive reproductive services.
To assist in responding to the questions below, the essential functions of (insert
applicant/employee name) position as a (insert position title, pay plan/series/grade) are as
follows:• (Insert essential function #1)• (Insert essential function #2)• (Insert essential function #3)• (Insert essential function #4)• (Insert essential function #5)
1. What is the nature, severity, and duration of (insert applicant/employee name) medical
condition for which they are requesting a reasonable accommodation?
a. Natureb. Severityc. Duration
2. Provide an estimate of the expected date of full or partial recovery.
3. Can you explain the impact of (insert applicant/employee name) medical condition on theiractivities on the job and off the job (if relevant to the request)? Describe how the medical
March 2022

A-22

condition impacts their ability to perform the job duties in the workplace or enjoy equal benefits
or privileges of employment.
4. What functional limitations does (insert applicant/employee name) medical condition producethat may impact their ability to perform the duties of their position as described in the essentialfunctions document?
5. Please identify the trigger(s) (e.g. conditions within the workplace, length of commute, etc.)that may result in a need for a reasonable accommodation. If trigger(s) exist, please explain what
the agency can do or provide (insert applicant/employee name) to reduce or eliminate theoccurrence of the identified trigger(s).
6. (Insert applicant/employee name) has stated that (insert limitations here). Please provide
information on the (insert limitation) and the resultant necessity for (insert accommodation
requested). Please provide more specificity and parameters (i.e. needed amount of time,
frequency, equipment that may be needed, suggested alternative accommodations, etc.) for therequested accommodation.
7. On the basis of your medical expertise and knowledge of (insert applicant/employee name)position from the information provided, please provide an assessment of their ability tosuccessfully perform the essential elements of their position, with or without an accommodation.
8. Please advise if there are any accommodations that you believe are needed to allow (insert
applicant/employee name) to perform the essential functions of their position or enjoy equal
benefits or privileges of employment. If so, please provide a reason why the accommodation isneeded. If there are multiple reasonable accommodations that may be effective, please provide
information on all possible accommodation options.

Printed name of Healthcare Professional

March 2022

Signature of Healthcare Professional

Date

A-23

Attachment 10: Approval of Reasonable Accommodation Request Letter(Insert Date)
From: (Insert Supervisor’s Name and Title)
To: (Insert Requestor’s Name and Title)
Subj: Approval of Request for Reasonable Accommodation
1. On (insert request date), you made a request for reasonable accommodation (RA). You
indicated your limitation(s) as (insert limitation(s)), and requested the following
accommodation(s): (insert accommodation requested).
2. This letter is to notify you that after assessing the information you provided, as well as using
the resources available to me, your request for RA is approved as stated below:
a. (Be specific in describing the RA to be provided, as well as the estimated date of
implementation, if available. If applicable, identify any limitations preventing immediate
implementation of the services, and any interim services or arrangements that will be provided.)b. (If the RA to be provided is different from the employee’s original request, theapproval letter must indicate that the alternative accommodation will allow the employee toeffectively perform the essential functions of their position within their medical restrictions, andthoroughly explain why the alternative is effective. Describe any interactive discussions thattook place with the employee to determine effective accommodations.)
3. Please be advised that if your need for RA changes or is different from what is identified
above, please notify me immediately. If you have any questions or concerns regarding youraccommodation, please do not hesitate to contact me or (insert name of RA Coordinator).

(Insert Supervisor’s Name/Signature block)
Copy to:(Insert parties with a need-to-know)____________________________________________________________________
Requestor’s signature
Date

March 2022

A-24

Attachment 11: Denial of Reasonable Accommodation Request Letter(Insert Date)
From: (Insert Supervisor’s Name and Title)
To: (Insert Requestor’s Name and Title)
Subj: Denial of Request for Reasonable Accommodation
1. On (insert request date), you made a request for reasonable accommodation (RA). You
indicated your limitation(s) as (insert limitation(s)), and requested the following
accommodation(s): (insert accommodation requested).
2. This letter is to notify you that after assessing the information you provided, as well as using
the resources available to me, your request for RA is denied. The reason your request for RA isdenied is because (select one or more of the following):• You do not meet the definition of a qualified individual with a disability;• You did not provide the requested information necessary to make an informed decision
regarding your request for accommodation;• There is no accommodation that we can provide that will enable you to perform theessential functions of your job or any other available position for which you are qualified,absent undue hardship on the agency;• You declined the offer of reassignment as a form of accommodation.
3. This decision is based on the following: (Be specific and provide as much detail as necessary
to justify the decision, e.g. why the employee does not meet the definition of a qualified
individual with a disability, or why it would be an undue hardship to provide an accommodation,etc.).
4. You have the right to:a. Invoke the Alternative Dispute Resolution (ADR) process. To invoke the ADR
process, please contact (provide ADR Convener’s contact information). ADR may also beappropriately considered as an option in the negotiated grievance and/or discrimination
complaint procedures.
b. [Insert this language for bargaining unit employees] File a grievance under thenegotiated grievance procedure. If you are a bargaining unit employee, you have the right to filea grievance, in accordance with (reference appropriate provisions of the collective bargaining
agreement). To file a grievance, please contact (insert contact information for appropriate union
official).
c. [Insert this language for non-bargaining unit employees] File a grievance under theadministrative grievance procedure in accordance with the SECNAVINST 12771.2, Departmentof the Navy Administrative Grievance System. If you are covered under SECNAVINST
12771.2, you may file an administrative grievance.
d. Initiate the discrimination complaint process pursuant to 29 Code of Federal
Regulations (CFR) Part 1614. To do so, you must contact (provide contact information for EEO
Counselor, who is different from the RA Coordinator) within 45 calendar days from your receipt
March 2022

A-25

of this notification of the initial denial. Please note that utilization of other agency procedures(such as the negotiated grievance procedure or the administrative grievance procedure) does nottoll the time limit for contacting an EEO counselor.
Unless noted as an exception above, you must file a request for ADR, grievance, or initiate thediscrimination complaint process within the applicable timeframes for it to be considered atimely filing.
5. [Insert the following information for appropriated fund employees] If you are eligible, youalso have the option of applying for disability retirement. For more information regarding thisoption, please contact the servicing Benefits HR Advisor.
[Insert the following information for non-appropriated fund employees] If you are eligible, youalso have the option of applying for disability or retirement benefits. For more information
regarding this option, please contact (insert appropriate POCs).
You are further advised that if you are unable to perform the essential functions of your position,
appropriate administrative action may be taken, which could include your removal from Federal
service.
6. If you have any questions on the above, please contact me or (insert name of servicing RA
Coordinator).
(Insert Supervisor’s Name/Signature block)
Copy to:(Insert parties with a need-to-know)
Acknowledgement of receipt:______________________________________________________________________________
Requestor’s signature
Date

March 2022

A-26

Attachment 12: Undue Hardship Analysis Worksheet
Note to Supervisors: This worksheet is a guide to determine whether an undue hardship exists,
and is not sufficient to actually establish undue hardship. Please work with the RA Coordinator
to determine if an undue hardship exists, and provide all supporting evidence of the below
responses, if available. This determination will be reviewed by the Office of General Counsel(OGC) for legal sufficiency.
Individual Requesting Accommodation:
Name of Supervisor Completing Worksheet:
Date:
Is this an accommodation or arrangement that others use in your organization or in organizations
similar to yours? If yes, why is this request different or more burdensome?
Please complete all that apply to this accommodation request, and indicate factors or
determinations not listed in the “Other” section at the end of this worksheet.
Extremely high expense
1) How much will the requested accommodation cost?
2) Are there less expensive alternatives to achieve the desired result?
3) Are other funding sources available to pay for the requested accommodation?
Impact on agency operations
1) Would the requested accommodation significantly impact agency operations (e.g. inability tomeet the Department of the Navy’s mission)? Please explain.
2) Can this impact be avoided or limited? If the answer is “no,” why not?
3) Did your office experience a similar situation in the past? If the answer is “yes,” did it impact
operations? How so?
Disrupts work of other employees
1) Whose work would be disrupted by this accommodation?
2) Could that disruption be avoided by shifting non-essential duties or modifying the location
where work is completed?
Please list any other reasons as to why the individual’s accommodation may present a significant
difficulty or expense to the Department of the Navy:

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Attachment 13: Direct Threat Analysis Worksheet
Note to Supervisors: This worksheet is a guide to determine whether a direct threat exists, and is
not sufficient to actually establish direct threat. Please work with the RA Coordinator todetermine if a direct threat exists, and provide all supporting evidence of the below responses, if
available. Your organization’s safety office may also serve as a resource for completing thedirect threat analysis. This determination will be reviewed by the Office of General Counsel(OGC) for legal sufficiency.
Individual Requesting Accommodation:
Name of Supervisor Completing Worksheet:
Date:
Question
1. What is the impairment(s) at issue? Do not
simply state the diagnosis; explain what
limitations are currently affecting theindividual.
2. What essential function(s) do theselimitations interfere with? List all applicable
function(s).
3. How will the limitations interfere with theabove-listed essential functions?
4. How long are the limitations likely to last?
5. What kind of direct threat do you believe
will result from the limitations?
6. Please assess whether you believe theemployee, coworkers, and/or others are at riskof injury from this impairment, and if so, theseverity of the risk. Impairments can present
different risk levels to various groups ofpeople. For example, employees might be
impaired in a way where they are likely tomoderately injure themselves, but unlikely to
injure their coworkers.

Response

1.
2.
3.
4.
5.

Injury to employee? ______(YES/NO)
Indicate Severity:(Mild/Moderate/Severe)
Injury to coworkers? ______ (YES/NO)
Indicate Severity:(Mild/Moderate/Severe)
Injury to bystanders, clients, and/or
members of the public? ______ (YES/NO)

7. Please rank the likelihood that the threat
will occur, on a scale of 1-5, where:

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Indicate Severity:(Mild/Moderate/Severe)
Injury to employee? ______ (see scale of 1 –5 on the left)

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1. Extremely unlikely, but still a remotepossibility.
2. More unlikely than not.
3. About a 50/50 likelihood.
4. More likely than not.
5. Extremely likely, almost certain tohappen.
8. For each of the responses for question 7,
please rank the imminence of the threat on ascale of 1-3, where:
1. The threat may happen at a distant,unknown future point (more than 1 year in
the future).
2. The threat is likely to happen in theforeseeable future, but not imminently(within 3-12 months).
3. The threat is likely to happen imminently(within a few days, a few weeks at themost).
9. What objective evidence was used tosupport the responses for questions 1 through
8? Please check from the following, andattach documentation if available.

March 2022

Injury to co-workers? ______ (see scale of 1
– 5 on the left)
Injury to bystanders, clients, and/or
members of the public? ______ (see scale of1 – 5 on the left)
Injury to employee? ______ (see scale of 1 –3 on the left)
Injury to co-workers? ______ (see scale of 1
– 3 on the left)
Injury to bystanders, clients, and/or
members of the public? ______ (see scale of1 – 3 on the left)□ Individual’s testimony□ Individual’s work history□ Position Description□ Opinion of individual’s healthcare
professional□ Opinion of medical provider of theagency’s choice□ Medical testing or evaluation□ Agency’s own testing or evaluation□ Other:

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Attachment 14: Documentation of Accommodation Options ConsideredThis worksheet documents all reasonable accommodation (RA) options and the feasibility oreffectiveness of providing such accommodations. This documentation is required prior to thedetermination that an employee cannot be accommodated in their position of record.
Name of Individual Requesting RA: _____________________________________________
Limitations Identified: ________________________________________________________
Original Accommodation Requested: ____________________________________________
Explain why the accommodation requested is not effective (explanation may also be attached,e.g. Undue Hardship Analysis):___________________________________________________________________________
Accommodation
Options Considered(e.g. telework)1)

Is it an Effective
Accommodation Option?
(YES/NO)Why or Why Not?

2)
3)
4)
5)

RA Coordinator Signature: ________________________________________________
Supervisor Signature: _____________________________________________________March 2022

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Attachment 15: Sufficiency Review of Reasonable Accommodation Case File
(Insert Date)
MEMORANDUM FOR THE RECORD
Subj: Sufficiency Review of Reasonable Accommodation Case FileRef:(a) 29 CFR 1630
(b) DON Program Manual for Reasonable Accommodation

1. In accordance with reference (a), reassignment to a vacant position is a form of reasonableaccommodation (RA), and is provided to an employee, who, because of a disability, can nolonger perform the essential functions of their current position, with or without an RA.
Reassignment is the RA of last resort, after the employer considers all accommodation options
that would enable an employee to remain in their position of record.
2. Reference (b) requires that the Director, Equal Employment Opportunity (DEEO), or
designee, of the Major Command review the sufficiency of the determination that the employee
cannot be accommodated in their position of record, prior to offering the employee theopportunity to participate in a job search for a vacant funded position as part of the RA process.
After reviewing the RA case file, I find the processing of this RA request to be sufficient, and inaccordance with the procedures outlined in reference (b). (Insert details regarding theprocessing of the particular request, e.g. it would be an undue hardship to provide the requested
accommodation and all other alternatives are not within the medical restrictions identified by
the employee’s medical provider).

(Insert DEEO Signature Block)
Copy to:(Insert parties with a need-to-know)

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Attachment 16: Offer to be Considered for Reassignment Due to Inability to
Accommodate in Position of Record Letter(Insert Date)
From: (Insert Supervisor’s Name and Title)
To: (Insert Employee’s Name)
Subj: Offer to be Considered for Reassignment due to Inability to Accommodate in Position ofRecordEncl: (1) Reassignment Elections(2) List of Duty Stations within the Department of the Navy
(3) List of Occupational Series within the Department of the Navy
1. On (insert date), you submitted a request for reasonable accommodation (RA). This is to
notify you that, after assessing all of the information you have provided, using the resources
available to me, it has been determined that you cannot be accommodated in your position ofrecord. This decision is based on the following information: (insert specific, detailed
information that justifies the determination that the employee cannot be accommodated in theirposition of record).
2. Although it has been determined that you cannot be accommodated in your position of record,
you are eligible to be considered for reassignment into a vacant funded position within the
Department of the Navy (DON). If you desire to be considered for reassignment into a vacant
position within the DON, you must be able to perform the essential functions of the vacant
position(s), and meet the requisite skills, experience, education, and other job-related
requirements of the vacancy, with or without an accommodation.
3. Please respond with your decision to accept or decline the option to be considered for areassignment within seven calendar days of receipt of this notice. This decision may beannotated by your indication of YES or NO at the end of this memorandum, along with yoursignature. If you accept this option, it is requested that you indicate your preferences and theparameters of the job search on Enclosure (1). You may use Enclosures (2) and (3) to assist you
in determining your preferences and the parameters of the job search. This information isnecessary to assist the DON in making an informed decision regarding your request for RA.
a. If you accept the offer to be considered for a reassignment, you have an opportunity tomeet with a Human Resources (HR) Specialist from your servicing HR Office and the RA
Coordinator, to review your selections in Enclosure (1). The HR Specialist will contact you
within seven calendar days upon your acceptance of the offer to be considered for reassignment,
to schedule the “Reassignment Counseling” meeting with you. You must provide the completedReassignment Elections (Enclosure (1)), and your updated résumé to the RA Coordinator withinseven calendar days of receipt of this notice. If you do not provide a résumé, your current series,
grade and position description will be used to make this determination.

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b. If you decline the offer to be considered for reassignment, your RA request will bedenied. This may result in removal from Federal service for medical inability to perform in yourposition of record.
4. [Insert the following information for appropriated fund employees] You may also be eligible
to apply for disability retirement. For further information regarding this option, please contact(insert applicable Benefits contact information).
[Insert the following information for non-appropriated fund employees] You may also be eligible
to apply for disability or retirement benefits. For more information regarding this option, pleasecontact (insert appropriate points of contact).
5. If you have any questions on the above, please contact (insert RA Coordinator’s contact
information).

(Insert Supervisor’s Signature Block)
EMPLOYEE TO COMPLETE AND SIGN THE BELOW:
I want to be considered for a reassignment as an RA.
YES_______ NO _______
a. I understand that if I select “NO,” then the RA process stops and that my RA request will bedenied. I further understand that denial of my RA request may result in removal for inability toperform in my position of record.
b. I understand that if I select “YES,” then the search for vacant positions will be conductedwithin the parameters that I identify in the Reassignment Elections document and during theReassignment Counseling session.
_____________________________________________________________________
Employee’s Signature
Date

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Attachment 17: Reassignment Elections
The purpose of the Reassignment Elections document is to establish the parameters that the
Department of the Navy (DON) will use to conduct a search for vacant funded positions forwhich you may be considered for reassignment as a reasonable accommodation (RA). The
document also intends to inform you of your rights and responsibilities pertaining to thereassignment as an RA process.
Please review Parts I through IV in their entirety prior to finalizing your responses. You must
provide the completed document and your updated résumé to the RA Coordinator within sevencalendar days of your receipt of the Offer to be Considered for Reassignment Due to Inability to
Accommodate in Position of Record letter. If you elect to participate in Reassignment
Counseling, the HRO Specialist will discuss your responses on this document prior to theinitiation of the job search.
PART I: BREADTH OF SEARCH
1) I only want be considered for a reassignment within (insert name and Unit Identification
Codes (UICs) for employing command and/or organization).
YES_______ NO_______
2) I am willing to be considered for a reassignment outside of (insert name(s) and Unit
Identification Codes (UICs) for employing command and/or organization) as a reasonableaccommodation.
YES_______ NO_______
3) I only want to be considered for remote positions. (Note: Please complete Part II, Geographic
Preferences when selecting this option.)
YES_______ NO_______PART II: GEOGRAPHIC PREFERENCES
1) I only want to be considered for positions at the duty station of my position of record.
YES_______ NO_______
2) I only want to be considered for positions within the 50-mile radius of the duty station of myposition of record. The duty stations within the 50-mile radius of my present duty station include(insert complete list of duty stations within a 50-mile radius).
YES_______ NO_______March 2022

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a. If “YES,” and you wish to further narrow the search, please identify ALL Departmentof the Navy duty stations within the 50-mile radius in which you are willing to work:____________________________________________________________________________________________________________________________________________________________
3) I am willing to be considered for remote positions.
YES_______ NO_______
4) I am willing to be considered for positions outside of the 50-mile radius of the duty station of
my position of record.
(Note to employee: You may use the list of duty stations within the DON in Enclosure (2) toassist you. Please note that the job search will only include positions in the Contiguous UnitedStates (CONUS) and Hawaii, if you already work within these locations. For overseas
employees, the search may include positions within your current region, and positions in
CONUS and Hawaii.)
YES_______ NO_______
a. If “YES,” please identify ALL DON duty stations in which you are willing to work:____________________________________________________________________________________________________________________________________________________________PART III: OCCUPATIONAL PREFERENCES
1) At this time, I have specific vacant position(s) in mind for which I believe I am qualified.
YES_______ NO_______
a. If “YES,” please list the position(s) here:______________________________________________________________________________
2) I have specific occupational series and grade level preferences for which I wish to bereassigned.
YES_______ NO_______
a. [For appropriated fund employees, please include the following information] If “YES,”
please identify the lowest grade level for which you would be willing to be reassigned. Please
note that if you are placed in a lower-graded position, you may be eligible for pay retention inaccordance with 5 Code of Federal Regulations (CFR) 536.

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b. [For non-appropriated fund employees, please include the following information] If
you are reassigned to a lower-graded position, your basic pay will change accordingly.
c. If “YES,” please identify ALL occupational series for which you would like to beconsidered. You may use the list of occupational series within the DON in Enclosure (3) to assist
you. The series you have identified are subject to review and approval by appropriate HR
practitioners responsible for determining your qualifications.
______________________________________________________________________________
3) I would like to be considered for any position at any series and grade level for which I am
qualified across the DON.
YES_______ NO_______PART IV: ACKNOWLEDGEMENT OF RIGHTS
I further understand and acknowledge that:a. If I elect for the job search to be conducted outside of my current commuting area andthe results yield in my placement outside of my current commuting area, I may be required torelocate at my own expense.
b. [For appropriated fund employees only] If I accept a position at a lower grade level
than my position of record, I will be changed to the lower grade with pay retention in accordancewith 5 Code of Federal Regulations (CFR) 536. Although I am entitled to receive pay retention,
the placement may not result in full pay retention at my current pay rate depending on the vacant
position’s grade level.
[For non-appropriated fund employees only] If I am placed at a lower grade level than myposition of record, I will be changed to the lower grade and my basic pay will be changed
accordingly.
c. If a position is not identified for placement within the parameters I specified in Parts I
through III, or if I decline a job placement offer, I understand that my RA request will be denied.
I understand that management will advise me of my options after my RA request has beendenied.
d. If I want to be considered for a reassignment, I must submit an updated résumé withinseven calendar days of the date on this document. If I do not submit an updated résumé by thisdate, job placement efforts will be based on my current series, grade and position description.
This will result in determinations regarding my qualifications that do not consider any work
experience gained in previous positions.
e. If during the course of the job search, I identify a position for which I believe I am
qualified and wish to be considered, I must provide the position details to my servicing HRO
Specialist as soon as possible.
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f. In conjunction with the DON’s search for vacant positions as a result of the RA
process, I am also free to apply for positions outside of the agency. The DON cannot direct
reassignment as an RA to positions outside of the agency.
g. [For appropriated fund employees only] I may be eligible to apply for disability
retirement. I understand that I will need to contact my servicing Benefits Department for
information regarding eligibility and application requirements for disability retirement.
[For non-appropriated fund employees only] I may be eligible to apply for disability or
retirement benefits. For more information regarding this option, please contact (insert
appropriate POCs).
My signature below documents that I have identified the parameters of the job search andacknowledges that I was advised of and understand the information contained in this document.
______________________________________________________________________________
Employee’s Signature
Date

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Attachment 18: Reassignment as a Reasonable Accommodation Process
Reassignment is only applicable for current Department of the Navy (DON) employees, and isconsidered the reasonable accommodation (RA) of last resort. Before considering reassignment
as an RA, the organization must first consider whether or not there are other accommodations
that would enable an employee to remain in their position of record. Documentation of
Accommodation Options Considered (Attachment 14) must be used to document all alternative
accommodations considered in the employee’s position of record.
Reassignment should only be considered when the RA file contains documentation that all otheraccommodation options have been considered and were not effective, or result in undue
hardship, and this conclusion is reviewed by the Director, Equal Employment Opportunity(DEEO).
This document provides comprehensive guidance on how to fulfill the DON’s obligation of
exploring reassignment as the accommodation of last resort, and outlines the following aspects of
the reassignment as an RA process:•••Part 1: Preliminary Qualifications and Reassignment CounselingPart 2: Job Search Process
o Avenue 1: Internal Job Searcho Avenue 2a: DON-Wide Job Search Process (Appropriated Fund)o Avenue 2b: DON-Wide Job Search Process (Non-Appropriated Fund)o Avenue 3: Coordination of Employee-Identified DON Vacancies
Part 3: Considering Vacancies
Part 1: Preliminary Qualifications and Reassignment Counseling

Immediately after receiving the employee’s election to be considered for reassignment and thecompleted Reassignment Elections (Attachment 17), the RA Coordinator will provide adesignated specialist within the servicing Human Resources Office (HRO) with the signed
document and the employee’s résumé (or current position description (PD) in the absence of arésumé).
Part 1-1 Preliminary Qualifications. In order to assess the employee’s preliminary qualifications,
the RA Coordinator will provide the completed Reassignment Elections (Attachment 17) and theemployee’s résumé (if submitted along with the elections document) to the servicing HRO
Specialist. If the employee does not provide their résumé during the allotted timeframe, the
HRO Specialist may use the employee’s current PD, Notification of Personnel Action Standard
Form 50 (SF-50), and other relevant personnel forms (to include the employee’s education) to
finalize the preliminary qualifications. The HRO Specialist will utilize this information, as wellas other resources available (e.g. the Office of Personnel Management Operating Manual for
Qualification Standards for General Schedule Positions, the Federal Wage System Qualification
Handbook, etc.) to identify the series and appropriate grade level(s) that the employee isminimally qualified to perform. The servicing HRO Specialist will document the employee’s

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preliminary qualifications using the Preliminary Qualifications Worksheet (Attachment 19).
This document will serve as the basis for the search of vacant positions.
Part 1-2 Employee Reassignment Counseling. The Reassignment Counseling session serves toformalize the interactive discussion with the employee pertaining to the reassignment process.
Under this process, the interactive discussion will take place between the employee, an HRO
Specialist, and the RA Coordinator. The Reassignment Counseling can be conducted in person
or virtually. If the individual refuses to engage in this interactive process, it may serve as thebasis for denial of the RA request. If the agency has sufficient information to initiate the job
search, a job search must be conducted. Prior to denying an RA request for refusal to engage in
the interactive process, the RA Coordinator must send the employee a written request for
information/documents required for the search, along with a notice that failure to comply will
result in the denial of their RA request.
The servicing HRO Specialist sets up the counseling session with the employee and notifies theemployee that the RA Coordinator will attend. During the meeting, the HRO Specialist reviews
the submitted package with the employee, and conducts the following:• Reviews résumé or PD, SF-50s, other relevant personnel forms, and education.
• Provides information of what they see the employee could be qualified for based on theinformation provided.
• Provides input that could strengthen the résumé, such as adding volunteer work or other
degrees, skills, or work experience not reflected in the information provided. Employee is
responsible for taking notes and providing the updated résumé within a reasonable
timeframe, if they choose.
• Explains the job search process to the employee, to include responsibilities, expectations,and possible outcomes.
• Explains that the employee may be required to relocate at their own expense if they electfor the job search to be conducted outside of their current commuting area and the results
yield in placement outside of their current commuting area.
• Explains possibility of removal from Federal service for inability to perform position ofrecord, if job search does not result in placement, and the option for disability or
traditional retirement.
• Discusses the importance of: 1) obtaining accurate geographic location preferences forthe DON-wide search; 2) including duty stations within a 50-mile radius for internal job
search; and 3) considering CONUS locations and Hawaii for the DON-wide search.
• Explain remote positions as options to include in the job search parameters.
• Advises the employee that they are responsible for searching for publicly-posted
vacancies, and may apply to vacancies both within DON and outside of DON on theirown during this process.
Based on the information discussed during the meeting, the HRO Specialist will determine theemployee’s preliminary qualifications. At the conclusion of the Reassignment Counselingsession, the employee and HRO Specialist must both acknowledge that the meeting took place asscheduled, and that the employee understands the reassignment process. The HRO Specialist
should document this discussion using the Documentation of Reassignment Counseling(Attachment 20).

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Part 2: Job Search Process
Part 2-1 Requirements. The goal of reassignment as an RA is to place the employee into a vacant
funded position for which they qualify that is equivalent in terms of pay, status, or other relevant
factors (e.g. benefits, geographical location, etc.). Reassignment does not include giving an
employee a promotion. Thus, an employee must compete for any vacant position that would
constitute a promotion. To ensure that the employee is considered for all relevant placement
opportunities from the time a job search is initiated, the internal job search and DON-wide search(if elected) will be conducted simultaneously.
Part 2-2 Conducting the Job Search. As soon as the servicing HRO Specialist has completed theReassignment Counseling session and receives all pertinent information from the employee, the
HRO Specialist immediately initiates a job search for current vacant positions. The searchremains active for 30 calendar days, or may conclude sooner if it has been determined that theemployee can be placed in an equivalent position in accordance with the “Considering
Vacancies” section of this document.
The job search is done through the following methods using the preliminary qualifications andthe preferences identified in the employee’s completed Reassignment Elections document:
1) The HRO Specialist searches within the Unit Identification Code(s) (UICs) under thesame Commanding Officer of the same Major Command as the employee requesting
the RA. This search must also include any vacancies that management anticipates will
occur within 60 calendar days. This is also called the internal job search, and should
be conducted in accordance with Avenue 1: Internal Job Search.
2) The RA Coordinator initiates the DON-wide job search in accordance with Avenue 2a:
DON-Wide Job Search Process (Appropriated Fund) or Avenue 2b: DON-Wide Job
Search Process (Non-Appropriated Fund) listed below.
3) The HRO Specialist coordinates the consideration and potential placement of an
employee into a vacant funded position that has been identified by the employee. This
process should be conducted in accordance with Avenue 3: Coordination of
Employee-Identified DON Vacancies.
Avenue 1: Internal Job Search
To accomplish the internal job search, the HRO Specialist will search for current vacant
positions within the Unit Identification Code(s) (UICs) under the same Commanding Officer ofthe same major command as the employee requesting the RA, for a period of 30 calendar days.
This search also includes positions that management anticipates will become vacant within 60
calendar days from the initiation of the job search. The HRO Specialist must maintain anddocument the vacancies through Job Search Efforts Conducted by Human Resources Office(HRO) Specialist (Attachment 21).
The employee will only be considered for those vacancies for which they are minimally qualified
and within the geographic preferences identified on the Reassignment Elections (Attachment 17)
and during the Reassignment Counseling session.

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Avenue 2a: DON-Wide Job Search Process (Appropriated Fund)This information serves as a resource in outlining the steps for executing the DON-wide job
search as an RA. These process steps are primarily intended for the Office of Civilian Human
Resources (OCHR) Operations Centers; however, it contains valuable information for the RA
Coordinator, the HRO, and any others involved in the RA process.
Order of Clearance:• ARAL (Active Reasonable Accommodation List)• PCL (Priority Consideration List)• PPP (Priority Placement Program)• RPL (Reemployment Priority List)• ICTAP (Interagency Career Transition Assistance Plan)
Command Responsibilities: For each RA request that will require a DON-wide job search, theservicing RA Coordinator will provide notification to the Employment Information Center (EIC),
via the “Reasonable Accommodation DON-Wide Job Search Request” on the OCHR Portal, forregistration on the ARAL. The request must include (all fields required):• Employee name, email address, phone number, and Major Command• RA Coordinator name, organization, email address, and phone number• HRO Specialist name, organization, email address, and phone number• RA Request Number (from the Navy Electronic Accommodations Tracker (NEAT))• Signed Director, EEO (DEEO) Sufficiency Review of Reasonable Accommodation Case
File
• A copy of employee’s résumé and/or position description• Documentation of the employee’s preliminary qualifications (list of series and gradelevels), and General Schedule (GS) representative rate if Wage Grade (WG) or other pay
plan• Geographic location preferences listed by duty stations
If at any time after the submission of the “Reasonable Accommodation DON-Wide Job Search
Request” that it has been determined that an employee can be placed in a vacant position
identified through the internal job search, the servicing RA Coordinator must immediately notify
the EIC so that they can remove the candidate from the ARAL.
EIC Responsibilities: The EIC, within OCHR San Diego, will maintain and manage the ARAL
for the DON.
1) The EIC will review the “Reasonable Accommodation DON-Wide Job Search
Request” submission to ensure that all information has been provided. No employee
will be added to the ARAL until all required information is received. The EIC willcontact the RA Coordinator within two business days to request missing information.
2) The EIC will add the employee to the ARAL, completing all identified fields, and will
sanitize the résumé/supporting documentation, uploading and hyperlinking documents
to allow viewing as necessary. The EIC will add the date that the RA considerationends in the RA expiration field, 30 calendar days from the date the employee is added
to the list.
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3) The EIC will remove employees from the ARAL within seven calendar days after their
30 calendar day consideration period has ended.
4) After the consideration period is complete or the employee is placed, the EIC will
forward complete documentation to the RA Coordinator for case file retention withinseven calendar days.
OCHR Operations Center Responsibilities: The OCHR Operations Center Recruitment
Specialists will follow process steps as outlined in the DON USA Staffing User Guide Appendix
K for Reasonable Accommodation DON-Wide Job Searches. Appendix K is located on the
OCHR Portal Page, with access limited to OCHR Recruitment and Staffing Specialists.
1) OCHR Operations Center Recruitment Specialists will check the ARAL each time arequest for personnel action (RPA) for a permanent position is received, to determine
whether the individuals on the ARAL matches the occupational series, grade level,
and/or geographic location of the position.
2) If there is no match, the OCHR Operations Center Recruitment Specialist will annotate
the RPA notepad with the following statement: “Reasonable Accommodation List was
cleared on [date].” No note will be made on the ARAL Tracker.
3) If there is a match to the occupational series, grade level, and/or geographic location of
the position, then the OCHR Operations Center Recruitment Specialist will proceed toreview qualifications and document in the ARAL Tracker whether the individual isminimally qualified (and is referred for further consideration) or why the candidate
does not meet minimum qualifications.
a. If the employee is determined to be minimally qualified and eligible forreassignment or change to lower grade, the OCHR Operations Center
Recruitment Specialist will contact the gaining and servicing HRO andservicing RA Coordinator to advise them of the referral, and forward theemployee’s sanitized résumé. The gaining HRO will then contact the hiring
manager and their RA Coordinator to determine the feasibility of placement.
Medical documentation will not be provided to the gaining organization during
this exchange. However, information regarding the employee’s limitations andRA needs may be provided. The determination of whether an employee can beplaced in the vacancy shall be made within seven calendar days.
b. If the hiring manager at the gaining organization determines that the employee
cannot be accommodated, the hiring manager will provide a signed written
statement describing the specific reasons for the non-placement. The NonPlacement Determination Letter (Hiring Manager) (Attachment 21) is asample letter that can be used to document the non-placement determination.
This document should be forwarded to the servicing RA Coordinator for
retention in the RA file. The OCHR Operations Center Recruitment Specialist
will annotate the “Consideration Notes” of the RA candidate’s active documentthat they are unable to be placed through RA. In this case, the DON-wide job
search continues.
c. If the hiring manager at the gaining organization determines that the employee
can be accommodated, the OCHR Operations Center Recruitment Specialist
will notify the servicing HRO and RA Coordinator that the employee is able tobe placed in the position. Placement into this vacancy will depend on the

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availability of other potential vacancies identified at this point during the job
search, e.g. a more equivalent vacancy, or within the employee’s current
organization, etc. If the servicing HRO and RA Coordinator determine that theemployee should be placed into the identified vacancy, the OCHR Operations
Center or HRO will follow established DON business processes to make awritten job offer to the employee.
d. The OCHR Operations Center Recruitment Specialist will annotate therecruitment RPA to reflect the action as an exception to PPP in accordancewith the PPP Operations Manual, Chapter 4, paragraph C.2.i.(12).
e. If the employee accepts the offer, the OCHR Operations Center Recruitment
Specialist will notify the HRO, RA Coordinator, and the EIC. The OCHR
Operations Center Recruitment Specialist will update the ARAL Tracker“Consideration Notes” regarding the acceptance. The EIC will remove thecandidate from the ARAL and then forward the ARAL Tracker results to theservicing HRO Specialist and RA Coordinator.
f. If the employee declines the offer, the OCHR Operations Center Recruitment
Specialist will notify the HRO, RA Coordinator, and EIC. The OCHR
Operations Center Recruitment Specialist will update the ARAL Tracker“Consideration Notes” regarding the declination.
Documentation: It is essential to maintain proper documentation regarding actions taken inproviding reasonable accommodation to identified employees for matched positions. To
accomplish this, the notes section of the ARAL Tracker must be annotated with the recruiter’s
complete name (first and last), series/locations matched on, remote status of vacancy, reasonableaccommodation consideration, selection, determination of qualifications, non-selection, andnotice(s) sent with the date. If a match is referred for processing, it is critical that the OCHR
Operations Center Recruitment Specialist update the ARAL Tracker with the final outcome(placement or non-placement determination), even for those records that are archived at theconclusion of the DON-wide job search.
Avenue 2a: DON-Wide Job Search Process (Appropriated Fund)This information serves as a resource in outlining the steps for executing the DON-wide job
search as an RA. This process is intended for the DON Non-Appropriated Fund (NAF)
Instrumentalities.
1) For each RA request that will require a DON-wide job search, the servicing RA
Coordinator will provide written notification to the servicing HR Director (HRD), whowill then collaborate with the HRDs of the other NAF Instrumentalities to execute asearch for vacancies. The information provided to the HRDs must contain thefollowing:• A copy of employee’s résumé and/or position description• HRO Specialist name, organization, email address, and phone number• RA Coordinator name, organization, email address, and phone number• RA Request Number (from NEAT)• Signed DEEO Sufficiency Review of Reasonable Accommodation Case FileMarch 2022

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Documentation of the employee’s preliminary qualifications and list of series
and grade levels• Geographic location preferences listed by duty stations
2) The servicing HRD submits the package to the HRDs of the other NAF
Instrumentalities. The servicing HRD is responsible for compiling and maintaining
the list of all vacancies considered. Upon receipt of the package, the NAF HRDs of
the other NAF Instrumentalities will immediately commence a search for vacant
positions within their organizations for a period of 30 calendar days, and are
responsible for documenting the search and providing the servicing HRD with thesearch results.
•

Avenue 3: Coordination of Employee-Identified DON Vacancies
Due to the nature of the DON’s hiring processes and the timing of the RA request, there may beinstances where vacant positions could be missed during the job search. Therefore, the employee
is also responsible for identifying any potential DON vacancies that they wish to be considered
for reassignment. This includes any publicly-posted DON vacancies, such as those on
USAJOBS.gov. The employee will be provided guidance regarding this option during theReassignment Counseling session. An employee can document identified vacancies through thecompleted Reassignment Elections (Attachment 17) during the Reassignment Counselingsession, or anytime throughout the duration of the search verbally or in writing.
If the identified vacancy is within the UICs that the HRO services, then the HRO Specialist willneed to determine whether the employee may meet minimum qualifications. The HRO
Specialist will need to contact the servicing RA Coordinator and the hiring manager of thevacancy in order to determine if the individual can be placed in the vacancy with or without anaccommodation. This contact should be made as expeditiously as possible, but no later thanseven calendar days from the date of the employee’s request to be considered for the identified
position. For appropriated fund vacancies, the servicing OCHR Operations Center makes the
final determination of whether the employee meets minimum qualifications.
If the identified vacancy is outside of the servicing UICs (e.g. located within another subordinate
organization or within another major command), then the HRO will need to facilitate contact
with the HRO overseeing the vacancy in order to determine whether the employee may meet
minimum qualifications and can be placed in the identified vacancy. This contact should bemade as expeditiously as possible, but no later than seven calendar days from the date of theemployee’s request to be considered for the identified position. For appropriated fund vacancies,
the servicing OCHR Operations Center makes the final determination of whether the employee
meets minimum qualifications. If the employee is minimally qualified for the position, thegaining HRO will then contact the hiring manager of the vacancy and their RA Coordinator toprocess the placement in accordance with the “Considering Vacancies” section of the Program
Manual.
For NAF positions, the HRO Specialist will contact the NAF HRO Specialist listed on thevacancy announcement and coordinate consideration of the match with the servicing officedirectly.
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Part 3: Considering Vacancies
Part 3-1 Requirements. During the search for vacant positions, all potential matches for which
the employee is minimally qualified to perform must be considered as they are identified. While
the matched vacancy is being assessed, the recruitment process for the matched vacancy
continues up to the tentative job offer. At all stages of the reassignment process, the gaining RA
Coordinator and HRO Specialist must keep the servicing RA Coordinator and HRO Specialist
informed of any potential matches, and subsequent acceptances or declinations of offers forreassignment. A copy of all documentation regarding the reassignment process must be
maintained by the servicing RA Coordinator in the RA file.
Part 3-2 Determining Minimum Qualifications. When a vacant position is identified, the HRO
Specialist must first determine if the employee is minimally qualified for the position. For the
purposes of the HRO determination, the employee must be able to meet the requisite skills,
experience, education, and other job-related requirements of the vacancy.
a. If the employee is not minimally qualified, the HRO Specialist must document thedetermination using Job Search Efforts Conducted by Human Resources Office (HRO)
Specialist (Attachment 22).
b. If the employee is minimally qualified, the HRO Specialist associated with the vacancy
must immediately notify the hiring manager regarding the pending job placement witha copy to the gaining RA Coordinator. The hiring manager, in consultation with the
RA Coordinator, will identify and document the essential functions of that position.
The hiring manager must determine whether the employee can perform the essentialfunctions of the position with or without an accommodation using the information
provided by the servicing RA Coordinator (e.g. the employee’s résumé, employment
history, the employee’s functional limitations, etc.). The Documentation of Essential
Functions (Attachment 5) can be used to document this determination. The hiring
manager and the RA Coordinator must engage in an interactive discussion with theemployee during this step of the process. The determination of whether an employee
can be placed in the vacancy must be made within seven calendar days.
Part 3-3 Offer of Placement. If it is determined that the employee can perform the essentialfunctions of the position with or without an accommodation, the employee is offered placement
into the identified position. The RA Coordinator and the hiring manager will engage in theinteractive process with the employee if an accommodation is required.
a. In the event that multiple equivalent positions are identified, the RA Coordinator andthe servicing HRO Specialist should consult with the employee about their preference
before determining which position will be offered to the employee.
b. The DON is obligated to explore vacant lower-graded positions when there are novacant equivalent positions for which the employee is minimally qualified. If morethan one vacancy is identified through this search, the DON must offer the employee
the position that comes closest to their position of record in terms of pay, status, etc. If
it is unclear which position comes closest, the RA Coordinator and servicing HRO
Specialist should consult with the employee about their preference before determining
which position will be offered to the employee.

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Once all relevant parties have determined the best potential placement, the employee will beoffered a non-competitive placement into the position and requested to provide a response to theoffer in accordance with DON business processes. If an employee accepts the offer forplacement and there are other potential matches being considered, the servicing HRO Specialist
will notify the HRO Specialists of the other potential matches that an offer has been accepted.
Part 3-4 Non-Placement Determination. If the hiring manager determines that the employee
cannot perform the essential functions of the position with or without an accommodation, thegaining organization will need to provide evidence to support this determination, to include what
accommodations were considered. The Documentation of Essential Functions (Attachment 5)
and the Documentation of Accommodation Options Considered (Attachment 14) may be used aspart of the organization’s evidence that the employee cannot perform the essential functions of
the position.
If the hiring manager determines that reassigning the employee to the identified position is an
undue hardship or would create a direct threat, they must provide documentation showing that anindividualized assessment was conducted and provide evidence that demonstrates that thereassignment is a significant difficulty or expense (undue hardship), or creates significant risk of
substantial harm that cannot be eliminated or reduced by RA (direct threat). The Documentationof Accommodation Options Considered (Attachment 14), Undue Hardship Analysis Worksheet(Attachment 12), and Direct Threat Analysis Worksheet (Attachment 13) may be used as part ofthe documentation provided. However, other evidence will likely be needed to meet the hiring
manager’s burden to prove that the placement will in fact create an undue hardship or direct
threat.
The determination that the employee cannot perform the essential functions of the identified
position with or without an accommodation must be reviewed by the gaining organization’s RA
Coordinator, Deputy Director, EEO (DDEEO), and legal counsel at a minimum. If necessary,
the DEEO of the gaining Major Command may also review the decision. If the reviewing parties
support the decision, the employee’s servicing organization should be notified immediately. If
the employee’s servicing organization disagrees with the gaining organization’s conclusion, andthe differences cannot be resolved by the two organizations, the issue should be raised to the
DON Disability Program Manager.
Part 3-5 No Placement by End of Job Search. If no vacancies are identified during the 30
calendar days for which the employee is minimally qualified or can perform the essentialfunctions with or without an accommodation, the servicing HRO Specialist will provide the job
search documentation to the servicing RA Coordinator within five calendar days after theconclusion of the search. The HRO Specialist and servicing RA Coordinator must consult the
HRD and DDEEO regarding any discrepancies. If a DON-wide job search was conducted, theEIC will forward the job search results to the servicing RA Coordinator and HRO Specialist
within five calendar days after the expiration of the 30 calendar day time period. This includes
documentation for any pending matches. The HRD certifies the sufficiency of the HRO
Specialist’s search and documents their review of all searches for vacant positions through theirconcurrence on Human Resources Director (HRD) Certification of Job Search Efforts
Memorandum (Attachment 23).

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The employee’s supervisor will issue a letter denying the request for RA based on the agency’s
inability to provide an accommodation in the employee’s position of record or any otheravailable position. The Denial of Reasonable Accommodation Request Letter (Attachment 11)
may be used to document the required employee notification. RA denials will be reviewed by
the organization’s legal counsel for legal sufficiency prior to issuance of the notification to theemployee. The RA process ends once the denial letter is issued.
Part 3-6 Declination of a Job Placement Offer. At the conclusion of the 30 calendar day job
search, the employee is offered the most equivalent position identified through the search, if
available. If the employee declines the job placement offer, the employee’s supervisor will issue
a letter denying the request for RA based on the decision to decline the job placement offer. The
Denial of Reasonable Accommodation Request Letter (Attachment 11) may be used to document
the required employee notification. RA denials will be reviewed by the organization’s legal
counsel for legal sufficiency prior to issuance of the notification to the employee. The RA
process ends as a result of the employee declination.

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Attachment 19: Preliminary Qualifications Worksheet
Employee Name:________
Date: _____________
Education / Degree: _________________________________
Semester Hours Completed: ________________________________
This document is intended to be a comprehensive list that identifies all the occupational series
and grade levels for which the employee is minimally qualified to perform, and is not limited to
the number of boxes on this document. In order to document the preliminary qualifications,complete one box for each occupational series that the employee is qualified to perform, andinclude all grade levels with accompanying information. The justification for the preliminary
qualifications must be based upon analysis of Office of Personnel Management (OPM) or
agency-specific qualification and classification standards.
OCCUPATIONAL SERIESGRADE LEVELSPOSITION TITLE (if applicable)# YEARS OF EXPERIENCE (ifapplicable)
RECORD USED TO MAKE
DETERMINATION (e.g. resume,
PD, etc.)
JUSTIFICATION:

OCCUPATIONAL SERIESGRADE LEVELSPOSITION TITLE (if applicable)# YEARS OF EXPERIENCE (ifapplicable)
RECORD USED TO MAKE
DETERMINATION (e.g. resume,
PD, etc.)
JUSTIFICATION:

OCCUPATIONAL SERIESGRADE LEVELSPOSITION TITLE (if applicable)# YEARS OF EXPERIENCE (ifapplicable)
RECORD USED TO MAKE
DETERMINATION (e.g. resume,
PD, etc.)
JUSTIFICATION:

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OCCUPATIONAL SERIESGRADE LEVELSPOSITION TITLE (if applicable)# YEARS OF EXPERIENCE (ifapplicable)
RECORD USED TO MAKE
DETERMINATION (e.g. resume,
PD, etc.)
JUSTIFICATION:

OCCUPATIONAL SERIESGRADE LEVELSPOSITION TITLE (if applicable)# YEARS OF EXPERIENCE (ifapplicable)
RECORD USED TO MAKE
DETERMINATION (e.g. resume,
PD, etc.)
JUSTIFICATION:(HRO Specialist to insert this paragraph if the employee completed Part III, Question 2(c) in the
Reassignment Elections document. Repeat the below question for each occupational series listedby the employee for completion.)
In (insert employee name)’s Reassignment Elections document dated (insert date of acceptance),
they indicated that they wish to be considered for the following occupational series only: (insert
occupational series that the employee listed):

Do you find (insert employee name here) to be minimally qualified to perform duties at the(insert first occupational series)? _______ (YES/NO)a. If YES, at which grade levels? ___________________________________________
b. If NO, please thoroughly explain why the employee is not minimally qualified.
HRO Specialist Name: _________________________________
Date Completed: ______________________________________
Phone Number: _______________________________________
E-mail Address: _______________________________________March 2022

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Attachment 20: Documentation of Reassignment Counseling
Employee Name:
I, the undersigned, acknowledge that I met with my servicing HRO Specialist and discussed
the following (initial all that apply):_______ [Insert the following information for appropriated fund employees] I have been
informed that the remaining options available to me concerning my request for reasonableaccommodation (RA) may be reassignment, disability retirement, or removal from Federal
service for medical inability to perform in my position of record. [Insert the following
information for non-appropriated fund employees] I have been informed that the remaining
options available to me concerning my request for reasonable accommodation (RA) may bereassignment, disability or retirement benefits, or removal from Federal service for medical
inability to perform in my position of record.
_______ [Insert the following information for appropriated fund employees] I understand that I
may apply for traditional or disability retirement. I further understand that if I am removed fromFederal service due to medical inability to perform in my position of record, I may apply fordisability retirement if not eligible for traditional retirement. [Insert the following information for
non-appropriated fund employees] I understand that I may apply for disability or retirement
benefits.
_______ I have been informed of the Department of the Navy’s (DON) process forreassignment as an RA, which includes a 30 calendar day internal job search and a concurrent 30
calendar day DON-wide job search, if elected. The searches are conducted within mygeographic preferences and within the occupational series and grade levels for which I am
minimally qualified to perform.
_______ The internal job search is conducted for 30 calendar days for vacancies within a 50mile radius of my duty station. If I wish to be considered for additional duty stations within myorganization, but outside the 50-mile radius of my duty station, I will list them below. I also
understand that if I elect duty stations outside of my commuting area and a position for which I
am qualified is located, relocation may be at my own expense:____________________________________________________________________________________________________________________________________________________________________ The DON-wide search for vacancies is conducted for 30 calendar days, based on myqualifications and my geographic preferences. I understand that if I elect duty stations outside of
my commuting area and a position for which I am qualified is located, relocation may be at myown expense. Based on my conversation with the HRO Specialist and after reviewing the list of
DON duty stations, I have listed all of the duty stations for which I would like to be considered:____________________________________________________________________________________________________________________________________________________________March 2022

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_______ [Insert the following information for appropriated fund employees] I have been
informed that placement into a position identified during a job search could require either alateral reassignment or a voluntary change to lower grade. I have been informed that I may beentitled to pay retention for the voluntary change to lower grade. [Insert the following
information for non-appropriated fund employees] I have been informed that placement into a
position identified during a job search could require either a lateral reassignment or a voluntarychange to lower grade. If I am placed at a lower grade level than my position of record, I will bechanged to the lower grade and my basic pay will be changed accordingly.
_______ I understand that if I decline an offer of reassignment to a vacant position for which I
am qualified, my RA request will be denied. I further understand that denial of my RA request
may result in removal from Federal service for medical inability to perform in my position ofrecord.
_______ I understand that if no vacant positions are identified for which I am qualified toperform, or if no vacant positions are identified for which I can perform the essential functions
with or without an accommodation, my RA request will be denied. I further understand thatdenial of my RA request may result in removal from Federal service for medical inability toperform in my position of record.
_________________________________________________________
Signature of Employee
Date_________________________________________________________
Signature of HRO Specialist
Date

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Attachment 21: Non-Placement Determination Letter (Hiring Manager)(Insert Date)
MEMORANDUM FOR THE RECORD
Subj: Non-Placement Determination for (Insert RA Request #)Ref:(a) Functional Limitations for (Insert RA Request #)Encl: (1) Documentation of Essential Functions for (Insert Job Title of Matched Vacancy)(2) Documentation of Accommodation Options Considered
1. On (insert date), (insert name of organization) received a referral for placement into (insert
job title of matched vacancy) as a reasonable accommodation (RA).
2. Based on the identified essential functions of the position in enclosure (1), and the functional
limitations of the individual that I have received as reference (a), I have determined that theindividual is unable to perform the essential functions of the position, with or without anaccommodation. In addition, I have considered various accommodation options in order toconsider placement into this position that are not reasonable or feasible, which are documented
in enclosure (2). As a result of my review, this individual cannot be placed into (insert job titleof matched vacancy) as an RA.
3. This determination is based on the following information: (insert specific, detailed
information that justifies the determination that the employee cannot be placed in the matchedvacancy, e.g. undue hardship.)
4. If you have any questions, please contact me at (insert hiring manager’s email address andphone number), or my servicing RA Coordinator at (insert servicing RA Coordinator’s email
address and phone number).

(Insert Hiring Manager’s Signature Block)
Copy to:RA Coordinator for (insert name of RA Coordinator for matched vacancy)
RA Coordinator for (insert name of servicing RA Coordinator)

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Attachment 22: Job Search Efforts Conducted by Human Resources Office (HRO)
Specialist
Date Search Initiated: _____________________________________________Name of Employee: ______________________________________________
Position of Record: _______________________________________________In the space provided below, list the vacant positions examined, to include those that the HRO
anticipates will become vacant in the next 60 calendar days, by title, series, grade level and asmuch other identifying information as possible. Annotate next to each vacancy whether or not
the employee is qualified for placement into the position, and if not qualified, explain why.
Provide a specific, clear and individualized reason why the employee was not qualified (e.g.,state the requirement, why the employee failed to meet that requirement and what documents
were used to make the assessment).
Job Title

Pay Plan/Series/Grade

RPA orAnnouncement
NumberLocation

Qualified/Not
Qualified(N/NQ)

Reason for NQ

If a vacancy is identified, complete the below information: (note that the job search would statethat the employee is qualified, as shown above)
Employee placed into (job title, pay plan/series/grade): _________________________________
Effective date of placement: _________________________________
If a vacancy is NOT identified, complete the below information: (note that the job search would
state not qualified, as shown above)
Outcome of job search: __________________________________________________________
Date job search terminated: _________________________________Name of HRO Specialist(s) conducting search: _______________________________________
HRD concurrence of search: _____________________________________________March 2022

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Attachment 23: Human Resources Director (HRD) Certification of Job Search
Efforts(Insert Date)

MEMORANDUM FOR THE RECORD
Subj: Review of (Insert Organization Name) Search of Vacant Positions
Ref:(a) 29 CFR 1630
(b) Department of the Navy (DON) Program Manual for Reasonable Accommodation(RA)(c) Reassignment Elections document dated (insert date)(d) Résumé for (insert employee name)(e) Preliminary Qualifications Worksheet dated (insert date)

Encl: (1) Job Search Efforts Conducted By HRO Specialist (insert date)(2) Active Reasonable Accommodation List (ARAL) Results dated (insert date) (ifapplicable)(3) Non-Placement Determination Letters
1. In accordance with reference (a), reassignment to a vacant position is a form of RA, and isprovided to an employee, who, because of a disability, can no longer perform the essentialfunctions of their current position, with or without an RA. Reference (b) establishes the DON’s
procedures for identifying and placing employees into vacant positions for reassignment as an
RA.
2. Reference (b) requires that the servicing Human Resources Director (HRD) review thesufficiency of the job search to ensure that the organization has considered placement into avacant position for which the employee is minimally qualified. After reviewing references (c)through (e), and enclosure (1), I have determined that the HRO sufficiently searched for vacant
positions within the parameters identified in references (c) and (e); however, there were no
positions identified into which the employee could be placed. (If applicable, insert thefollowing: In addition, per enclosure (2), a DON-wide search for vacancies was conducted, andthere were no positions identified for which the employee could be placed.)
3. If you have any questions regarding this review, you may contact me at (insert HRD email
address and phone number).

Copy to:(Insert parties with a need-to-know)

March 2022

(Insert HRD Signature Block)

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Attachment 24: Reassessment of Approved Reasonable Accommodation Request
Letter(Insert Date)
From: (Insert Supervisor’s Name and Title)
To: (Insert Requestor’s Name and Title)
Subj: Reassessment of Approved Reasonable Accommodation Request
1. On (insert RA request approval date), your request for reasonable accommodation (RA) wasapproved for the following accommodation(s): (insert approved accommodation(s)).
2. On (insert date), (insert specific reason and circumstances surrounding the reassessment;
either that the RA that was granted is not effective, the employee’s limitations have changed, or
the position’s essential functions have changed). (Insert a description of any interactive
discussions that took place with the employee). As a result of our interactive discussion, I havereassessed your previously approved RA request. The outcome of this assessment is (insert
outcome of the reassessment: that a different accommodation that has been deemed effective will
be provided; that the circumstances surrounding the original RA request have significantly
changed, which requires new medical documentation/documentation of essential functions, etc.)
3. Please be advised that if your need for RA changes or is different from what is identified
above, please notify me immediately. If you have any questions or concerns regarding youraccommodation, please do not hesitate to contact me or (insert name of RA Coordinator).

(Insert Supervisor’s Name/Signature block)
Copy to:(Insert parties with a need-to-know)________________________________________________________________

Employee’s signature

March 2022

Date

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Attachment 25: Resources and Technical Guidance on Reasonable
Accommodation and Related Topics
This document intends to provide additional information regarding reasonable accommodation
and related topics for parties involved in reasonable accommodation processing, for supervisors
and hiring managers, and for employees/applicants requesting reasonable accommodation. This
document serves as a guide and is not an exhaustive list; therefore, individuals involved inaccommodation issues are encouraged to conduct research to find the latest information.
ADA National Network
The ADA National Network provides information, guidance, and training on the Americans with
Disabilities Act (ADA) in order to support the mission of the ADA to “assure equality ofopportunity, full participation, independent living, and economic self-sufficiency for individuals
with disabilities.” ADA National Network is funded by the National Institute on Disability,
Independent Living, and Rehabilitation Research, and consists of 10 Regional ADA centers
located throughout the United States and an ADA Knowledge Translation Center.
ADA National Network website: https://adata.org/ Phone: 1-800-949-4232
Computer/Electronic Accommodations Program (CAP)
CAP is a centrally-funded program within the Department of Defense (DoD) that provides
assistive technology and reasonable accommodations to individuals with disabilities andwounded Service members. Various accommodation solutions may be requested from CAP andprovided to the user free of charge to the Department of the Navy. CAP also offers in-person
and online training videos, as well as outreach materials to its customers and to the public.
CAP website: https://www.cap.mil
CAP Main Office:4800 Mark Center Drive, Suite 05E22 Alexandria, VA 22350(833) 227-3272 or (703) 614-8416 (Voice)(571) 384-5629 (Videophone) (703) 697-5851 (Fax) cap@mail.mil (Email)CAP Technology & Evaluation Center (CAPTEC): The Pentagon
Room 2D1049(703) 693-5160 (Voice)cap.captec@mail.mil (Email)March 2022

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Employer Assistance Resource Network (EARN) on Disability Inclusion
EARN is a free resource that helps private and public sector employers tap into the benefits ofdisability diversity through education, outreach and online support. EARN is funded by the U.S.
Department of Labor’s Office of Disability Employment Policy (ODEP).
EARN website: https://askearn.org/
Equal Employment Opportunity Commission
The EEOC is an independent federal agency that is responsible for enforcing federal laws thatmake it illegal to discriminate against a job applicant or an employee because of the person’s
disability. EEOC provides leadership and guidance to federal agencies through training,technical assistance, and educational materials. Below is a non-exhaustive list of links to various
EEOC documents related to disability topics:• Disability Discrimination: https://www.eeoc.gov/disability-discrimination• Employer-Provided Leave and the Americans with Disabilities Act:
https://www.eeoc.gov/laws/guidance/employer-provided-leave-and-americansdisabilities-act• Pandemic Preparedness in the Workplace and the Americans with Disabilities Act:
https://www.eeoc.gov/laws/guidance/pandemic-preparedness-workplace-and-americansdisabilities-act• Job Applicants and the Americans with Disabilities Act:
https://www.eeoc.gov/laws/guidance/job-applicants-and-ada• Work from Home/Telework as a Reasonable Accommodation:
https://www.eeoc.gov/laws/guidance/work-hometelework-reasonable-accommodation• Applying Performance and Conduct Standards to Employees with Disabilities:
https://www.eeoc.gov/laws/guidance/applying-performance-and-conduct-standardsemployees-disabilities• EEOC Efforts for Veterans with Disabilities: https://www.eeoc.gov/laws/guidance/eeocefforts-veterans-disabilities• Questions and Answers: The EEOC’s Final Rule on Affirmative Action for People with
Disabilities in Federal Employment: https://www.eeoc.gov/laws/guidance/questionsanswers-eeocs-final-rule-affirmative-action-people-disabilities-federal• What You Should Know About COVID-19 and the ADA, the Rehabilitation Act, andOther EEO Laws: https://www.eeoc.gov/wysk/what-you-should-know-about-covid-19and-ada-rehabilitation-act-and-other-eeo-laws• Questions and Answers on the Final Rule Implementing the ADA Act Amendments Act
of 2008: https://www.eeoc.gov/laws/guidance/questions-and-answers-final-ruleimplementing-ada-amendments-act-2008• Obtaining and Using Employee Medical Information as Part of Emergency Evacuation
Procedures: https://www.eeoc.gov/laws/guidance/obtaining-and-using-employeemedical-information-part-emergency-evacuation-procedures• Enforcement Guidance on Reasonable Accommodation and Undue Hardship under theAmericans with Disabilities Act: https://www.eeoc.gov/laws/guidance/enforcementguidance-reasonable-accommodation-and-undue-hardship-under-ada
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•
•

Enforcement Guidance on Disability-Related Inquiries and Medical Examinations of
Employees Under the ADA: https://www.eeoc.gov/laws/guidance/enforcement-guidancedisability-related-inquiries-and-medical-examinations-employees
Questions and Answers: Enforcement Guidance on Disability-Related Inquiries andMedical Examinations of Employees Under the Americans with Disabilities Act:
https://www.eeoc.gov/laws/guidance/questions-and-answers-enforcement-guidancedisability-related-inquiries-and-medical

Job Accommodation Network (JAN)
JAN is a free resource for employers, employees and job seekers funded by the U.S. Departmentof Labor’s Office of Disability Employment Policy, which provides guidance on workplaceaccommodations and disability employment issues. Assistance is available over the phone andonline.
JAN website: https://askjan.org/(800) 526-7234 (Voice); (877) 781-9403 (TTY)National Council on Disability (NCD)
The NCD is an independent federal agency created in 1978 that is committed to disability policy
leadership. The NCD is charged with advising the President, Congress, and other federal
agencies regarding policies, programs, practices, and procedures that affect people withdisabilities.
NCD website: https://ncd.gov/
United States Access Board
The U.S. Access Board is an independent federal agency devoted to accessibility for people withdisabilities. Key responsibilities of the Board include: developing and maintaining accessibility
requirements for the built environment, transit vehicles, telecommunications equipment, and forelectronic and information technology; providing technical assistance and training on theseguidelines and standards; and enforcing accessibility standards for federally-funded facilities.
U.S. Access Board website: http://www.access-board.gov

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