Corporation for National and Community Service 

Policy Number: 201 Effective Date: April 17, 2012

Revision Number: 2

Subject: Reasonable Accommodation 

Purpose: To provide guidance on the procedures for processing requests for reasonable 

accommodation by employees and job applicants with disabilities. 

Who is Covered: All Corporation employees and job applicants 

Policy Updated: Corporation Policy No. 201, Reasonable Accommodation, July 10, 2009 

Originating Office: Office of Human Capital 

1.

2. The policy incorporates the following from the U.S. Equal Employment Opportunity

Commission:

a. Reiterate that an employee who wants to request an accommodation is not required to

fill out a form (Section A.4.a.(3));

b. State that an individual currently engaging in the illegal use of drugs is not considered

an individual with a disability and is not protected by the Rehabilitation Act (Section

A.5.b);

c. State that if the Corporation wants to consult with a physician of its choosing about an

employee’s medical documentation, the Corporation will pay for the consultation

(Section E.4); and

d. Clarify circumstances regarding the time frame for processing a request for reasonable

accommodation (Section G.7).

Approved By: 

Asim Mishra

Chief of Staff

If you need this document in an alternative format, please contact the Administrative Services Help Desk at 202/606-

7504 (voice) or 800/833-3722 (TDD). You may also send an email to ashelp@cns.gov or write: Corporation for 

National Service, Office of Administrative and Management Services, 1201 New York Avenue N.W., Washington 

D.C., 20525.

Title: Reasonable Accommodation

Date issued: March 3, 2017

Date posted: February 28, 2020

Unique identifier: CNCS 002

Topic: CNCS policies and procedures for Reasonable Accomodation

Summary: This provides guidance on the procedures for processing requests for reasonable accommodation by 

employees and job applicants with disabilities. 

The contents of this document do not have the force and effect of law and are not meant to bind the public in any 

way. This document is intended only to provide clarity to the public regarding existing requirements under the law or 

agency policies.
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TABLE OF CONTENTS

A. OVERVIEW............................................................................................................................5-8

1. What does this document do?

2. In general, what is reasonable accommodation and what are its benefits 

in the workplace?

3. What is the Corporation’s policy on reasonable accommodation?

4. How do the Corporation’s reasonable accommodation procedures work?

5. Definitions of key terms

B. REQUESTS FOR REASONABLE ACCOMMODATION....................................................8-9

1. What is a request for reasonable accommodation and when does the process begin?

2. How does an individual make a request for reasonable accommodation?

3. May an individual’s doctor or other representative request a reasonable accommodation?

4. When is a written request for reasonable accommodation required?

C. DETERMINING WHICH CORPORATION OFFICIAL WILL 

HANDLE THE REQUEST........................................................................9-11

1. What’s the first thing a Corporation staff member who receives a request for reasonable 

accommodation should do?

2. How quickly should a request for reasonable accommodation be forwarded to a decision 

maker?

3. Who else must be notified?

4. How do I know which decision maker should handle a particular request for reasonable 

accommodation?

5. Other than making decisions on certain types of requests for reasonable accommodation, 

what role does the Disability Program Manager have?

6. What if a particular decision maker is on leave or otherwise unavailable to act on a request 

for reasonable accommodation?

D. THE INTERACTIVE PROCESS.........................................................................................11-13

1. What happens after a decision maker receives a request for reasonable accommodation?

2. What are the key elements of the interactive process?

3. What are the first steps in the interactive process?

4. With whom may a decision maker share information about a request for reasonable 

accommodation?

5. What special considerations are involved in the interactive process when request for 

reasonable accommodations includes a request for reassignment?

E. DETERMINING WHETHER AN INDIVIDUAL HAS A DISABILITY ..........................13-15

1. When may the Corporation require an individual to provide documentation about his or her 

disability in connection with a request for reasonable accommodation?

2. How should a decision maker go about obtaining medical information?

3. Are there limits on the medical information that the Corporation may request?

4. What happens once the medical documentation is received?

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5. What if the documentation provided by the individual and his or her health professional is 

insufficient to make a determination?

6. What does the Disability Program Manager do once there is enough documentation to make 

a decision?

7. What happens if an individual provides documentation directly to the decision maker?

F. CONFIDENTIALITY OF MEDICAL INFORMATION OBTAINED 

IN THE REASONABLE ACCOMMODATION PROCESS ..................................15-16

1. What are the requirements relating to the confidentiality of medical records in the 

reasonable accommodation process?

2. Who is responsible for maintaining medical records relating to reasonable accommodation 

requests?

3. To whom may medical information be disclosed?

4. What safeguards are necessary when disclosing information?

G. TIME FRAMES FOR PROCESSING REQUESTS AND PROVIDING 

REASONABLE ACCOMMODATIONS ......................................................................16-19

1. What is the time frame for completing action on a request for reasonable accommodation?

2. If a request for reasonable accommodation can be processed without any supporting 

medical documentation, how much time does a decision maker have to process a request 

and, if warranted, provide an accommodation?

3. Under what circumstances should a decision maker make a decision in less than 20 days?

4. What happens to the time frames if it is necessary to obtain medical information to act on a 

request for reasonable accommodation?

5. What are some examples of requests for reasonable accommodation that might be readily 

provided within the 20-day time frame?

6. What time frames apply when the Disability Program Manager is the decision maker?

7. What type of extenuating circumstances might extend the time frames?

8. What type of notice should the decision maker provide to the individual about delays 

caused by extenuating circumstances?

9. Is there anything the decision maker can do during the delay to assist the individual?

H. CONSIDERATIONS FOR DECISION MAKERS..................................................................19

1. How will the Corporation pay for reasonable accommodations?

2. Is it a reasonable accommodation for an employee to work at home?

I. GRANTING OR DENYING A REASONABLE ACCOMMODATION REQUEST.......19-20

1. If a request for reasonable accommodation is approved, how should this be communicated 

to the individual?

2. If a request for reasonable accommodation is denied, how should this be communicated to 

the individual?

J. INFORMAL DISPUTE RESOLUTION ............................................................................20-21

1. How can an individual whose request for reasonable accommodation has been denied seek 

reconsideration or otherwise appeal the decision within the Corporation?

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2. Does pursuing these informal dispute resolution procedures affect the deadlines for 

initiating statutory or collective bargaining unit claims?

3. May an employee seek resolution through the Corporation’s Alternative Dispute Resolution 

Program?

K. INFORMATION TRACKING AND REPORTING..........................................................21-22

1. What record of decision must the decision maker submit to the Disability Program 

Manager?

2. What records and reports are the responsibility of the Disability Program Manager?

3. May a supervisor or decision maker tell other employees that a reasonable accommodation 

has been provided to an individual?

L. RELATION BETWEEN PROCEDURES AND CLAIMS UNDER ANTI-DISCRIMINATION 

STATUES AND COLLECTIVE BARGAINING PROVISIONS.......................................22-23

1. What is the relationship between this policy and dispute resolution avenues available to an 

individual under anti-discrimination statutes or collective bargaining agreement provisions?

N. RESOURCES .......................................................................................................................23-25

1. What resources are available within the Corporation for additional information?

2. What other resources are available for individuals seeking more information?

APPENDIXES

A. Confirmation Of Request For Reasonable Accommodation

B. Denial of Reasonable Accommodation Request

C. Reasonable Accommodation Information Reporting Form

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A. OVERVIEW

1. What does this document do?

This document outlines the procedures for processing requests for reasonable 

accommodation by employees and job applicants with disabilities. 

2. In general, what is reasonable accommodation and what are its benefits in the 

workplace?

An accommodation is a change involving the workplace that enables an individual with a 

disability to enjoy equal employment opportunities. Many individuals with disabilities can apply 

for and perform jobs without the need for an accommodation. However, where workplace 

barriers exist, such as physical obstacles or rules about how a job is to be performed, reasonable 

accommodation serves two fundamental purposes. First, reasonable accommodations remove 

barriers that prevent individuals with disabilities from applying for, and performing, jobs for 

which they are qualified. Second, reasonable accommodations enable the Corporation to expand 

the pool of qualified workers, thus allowing the Corporation to benefit from the talents of 

individuals who might otherwise be arbitrarily barred from employment.

3. What is the Corporation's policy on reasonable accommodation?

The Corporation's policy is to fully comply with the reasonable accommodation 

requirements of the Rehabilitation Act of 1973. Under the law, federal agencies must provide 

reasonable accommodation to qualified employees or applicants with disabilities, unless to do so 

would cause undue hardship. The Corporation is committed to providing reasonable 

accommodations to its employees and applicants for employment in order to assure that 

individuals with disabilities enjoy full access to equal employment opportunity at the 

Corporation. The Corporation provides reasonable accommodations:

a. when an applicant with a disability needs an accommodation in order to be considered for 

a job; 

b. when an employee with a disability needs an accommodation to enable him or her to 

perform the essential functions of the job or to gain access to the workplace; and 

c. when an employee with a disability needs an accommodation to enjoy equal benefits and 

privileges of employment. 

The Corporation will process requests for reasonable accommodation and, where appropriate, 

provide reasonable accommodations in a prompt, fair and efficient manner. In order to implement 

this policy, the Corporation has designated a Disability Program Manager in the Office of Human 

Resources who has direct administrative responsibility for the program, agency-wide. 

4. How do the Corporation’s reasonable accommodation procedures work?

a. First, an individual makes a request for reasonable accommodation (see pages 8-9): 

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(1) An employee can request reasonable accommodation from his/her supervisor; another 

supervisor or manager in the immediate chain of command; the Office Director; or the 

Disability Program Manager. 

(2) An applicant can request reasonable accommodation from any Corporation employee 

with whom s/he has contact in connection with the application process.

(3) For record keeping purposes, individuals must follow up an oral request either by 

completing a "Confirmation of Request" form (at Appendix A) or by confirming their 

request in writing (including by e-mail) to the Disability Program Manager. The 

confirmation request form is not a requirement of the request itself. (See Section B.4.)

b. The staff member receiving the request must determine who will be responsible for 

handling it and forward it, if necessary, to that person as soon as possible but in no more 

than five business days, and as quickly as possible for applicants. The individuals 

designated to process requests for reasonable accommodation are: an Office of Human 

Resources staff person (for applicants); an employee's supervisor; the Office Director; or 

the Disability Program Manager. (See pages 9-11).

c. Time frames for processing requests and providing reasonable accommodation (see pages 

16-19):

(1) If a request can be processed by the employee's supervisor or Office Director, no 

supporting medical information is required, and no extenuating circumstances apply, the 

request shall be processed and the accommodation, if approved, shall be provided in no 

more than 20 business days from the date the supervisor or Office Director receives the 

request, and sooner, if possible. 

(2) To ensure that an applicant with a disability has an equal opportunity to apply for a job, 

the Office of Human Capital must move as quickly as possible. (See page 16).

(3) If the Disability Program Manager is the decision maker, s/he will make a decision on 

the request and provide the accommodation within 25 business days from the date the 

request was initially made. 

(4) If medical documentation is required, time frames may be longer. (See page 17). 

(5) Certain "extenuating circumstances" may delay providing reasonable accommodations. 

(See page 18). 

d. Denial of reasonable accommodation must be recorded by the decision maker on the 

"Denial of Request" form (at Appendix B). The form explains about the individual's right 

to ask for reconsideration, first from the decision maker and then from another designated 

individual. (See page 20).

e. The decision maker must complete the "Information Reporting" form (at Appendix C) 

within ten business days of the decision and give it to the Disability Program Manager. 

(See page 21).

5. Definitions of key terms

a. Reasonable Accommodation: Any change in the work environment or in the way things are 

customarily done that would enable a qualified individual with a disability to enjoy equal 

employment opportunities. 

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b. Individual with a Disability: An individual must satisfy at least one of three conditions in 

order to be considered an individual with a disability. An individual is considered to have a 

"disability" if that individual either (1) has a physical or mental impairment which 

substantially limits one or more of that person's major life activities, (2) has a record of such 

an impairment, or, (3) is regarded as having such an impairment. To understand the 

meaning of the term "disability," it is necessary to understand, as a preliminary matter, what 

is meant by the terms "physical or mental impairment," "major life activity," and 

"substantially limits." Each of these terms is discussed below. An individual currently 

engaging in the illegal use of drugs is not considered an individual with a disability, and is 

not protected by the Rehabilitation Act. 

c. Physical or mental impairment: Any physiological disorder or condition, cosmetic 

disfigurement, or anatomical loss affecting one or more of several body systems, or any 

mental or psychological disorder. 

d. Major life activities: Those basic activities that the average person in the general 

population can perform with little or no difficulty. Major life activities include caring for 

oneself, performing manual tasks, walking, seeing, hearing, speaking, breathing, learning, 

and working. This list is not exhaustive. For example, other major life activities include, 

but are not limited to, sitting, standing, lifting, and reaching.

e. Substantially limits: This term relates to restrictions that result from an impairment. The 

determination of whether an individual has a disability is not necessarily based on the name 

or diagnosis of the individual's impairment, but rather on the effect that impairment has on 

the individual's life. Some impairments may be disabling for particular individuals but not 

for others, depending on the state of the disease or disorder, the presence of other 

impairments, or any number of other factors. In determining whether an impairment is 

substantially limiting, one should consider (1) the nature and severity of the impairment; (2) 

the duration of the impairment; and (3) the permanent or long-term impact of, or resulting 

from, the impairment. This determination must be made on a case-by-case basis. However, 

the definition of “substantially limited” should be construed broadly to the maximum extent 

allowable under the ADA.

f. Regarded as substantially limited in a major life activity: Although an individual may have 

an impairment that does not in fact substantially limit a major life activity, the reaction of 

others may prove just as disabling.

g. Qualified Individual with a Disability: An individual with a disability is qualified if (1) s/he 

satisfies the requisite skill, experience, education, and other job-related requirements of the 

position; and (2) s/he can perform the essential functions of the position, with or without 

reasonable accommodation. 

h. Essential Functions: Those job duties that are so fundamental to the position that the 

individual holds or desires that s/he cannot do the job without performing them. A function 

can be "essential" if, among other things: the position exists specifically to perform that 

function; there are a limited number of other employees who could perform the function; or 

the function is specialized and the individual is hired based on his/her ability to perform it. 

Determination of the essential functions of a position must be done on a case-by-case basis 

so that it reflects the job as actually performed, and not simply the components of a generic 

position description. 

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i. Reassignment: Reassignment is a form of reasonable accommodation that, absent undue 

hardship, may be provided to an employee (not an applicant) who, because of a disability, 

can no longer perform the essential functions of his or her job, with or without reasonable 

accommodation. The Corporation will only make a reassignment to a vacant position and 

only for an employee who is qualified for the new position. If the employee is qualified for 

the position, the Corporation may reassign him or her and the employee will not have to 

compete for it. 

j. Undue Hardship: If a specific type of reasonable accommodation causes significant 

difficulty or expense, then the Corporation does not have to provide that particular 

accommodation. Determination of undue hardship is always made by the decision maker on 

a case-by-case basis, considering factors that include the nature and cost of the reasonable 

accommodation needed and the impact of the reasonable accommodation on the operations 

of the agency. 

NOTE: These definitions and underlying concepts are authoritatively explained in the EEOC's 

Interpretive Guidance on Title I of the Americans with Disabilities Act (also known as the 

"Appendix" to section 1630), 29 C.F.R. Part 1630 app. 1630.2(o), (p), 1630.9 (2008) available 

on the internet at http://www.access.gpo.gov/nara/cfr/waisidx_08/29cfr1630_08.html

B. REQUESTS FOR REASONABLE ACCOMMODATION

1. What is a request for reasonable accommodation and when does the process begin?

A request for reasonable accommodation is a statement that an individual needs an adjustment 

or change at work, in the application process, or in a benefit or privilege of employment for a 

reason related to a medical condition. The reasonable accommodation process begins as soon as 

the request for accommodation is made.

2. How does an individual make a request for reasonable accommodation?

A request does not have to be in writing and does not have to use any special words, such as 

"reasonable accommodation," "disability," or "Rehabilitation Act." An individual with a disability 

may request a reasonable accommodation whenever s/he chooses, even if s/he has not previously 

disclosed the existence of a disability. Any Corporation employee or applicant may consult the 

Disability Program Manager for further information or assistance in connection with requesting or 

processing a request for reasonable accommodation.

a. An employee may request a reasonable accommodation orally or in writing from his/her 

supervisor; another supervisor or manager in his/her immediate chain of command; the 

Office Director; or the Disability Program Manager. 

b. An applicant may request a reasonable accommodation orally or in writing from any 

Corporation employee with whom the applicant has contact in connection with the 

application process. The Office of Human Capital is responsible for training staff that is 

involved in the application process to recognize requests for reasonable accommodation and 

to handle them appropriately. Field office supervisors also should ensure that all staff 

9
having contact with applicants know how to recognize and handle requests for reasonable 

accommodation.

3. May an individual’s doctor or other representative request a reasonable accommodation?

A family member, health professional, or other representative may request an accommodation 

on behalf of a Corporation employee or applicant. The request should go to one of the same 

persons to whom the employee or applicant would make the request. 

4. When is a written request for reasonable accommodation required?

To enable the Corporation to keep accurate records regarding requests for accommodation, an 

employee seeking a reasonable accommodation must follow up an oral request either by 

completing the "Confirmation of Request" form (at Appendix A) or otherwise confirming the 

request in writing (including by e-mail) to the Disability Program Manager. For an applicant 

seeking a reasonable accommodation, the Office of Human Capital staff person handling the 

request must give the individual the "Confirmation of Request" form to fill out. If an individual 

with a disability requires assistance with this requirement, the staff member receiving the request 

will provide that assistance.

While the written confirmation should be made as soon as possible following the request, it is 

not a requirement for the request itself. The Corporation will begin processing the request as soon 

as it is made, whether or not the confirmation has been provided.

A written confirmation is not required when an individual needs a reasonable accommodation 

on a repeated basis (e.g., the assistance of sign language interpreters or readers). The written form 

is required only for the first request. The individual should provide adequate notice about when 

specifically the accommodation is needed. 

C. DETERMINING WHICH CORPORATION OFFICIAL WILL HANDLE THE 

REQUEST

1. What's the first thing a Corporation staff member who receives a request for reasonable 

accommodation should do?

As the first step in processing a request for reasonable accommodation, the Corporation staff 

member who receives the request must determine who will be responsible for handling it and 

forward it, if necessary. The person who handles the request for accommodation will be referred to 

as the "decision maker." There are four possible decision makers: an Office of Human Capital staff 

person, an employee's supervisor, an employee's office head, and the Disability Program Manager. 

A staff member receiving a request for accommodation should follow the instructions below to 

determine which of these individuals should receive the request.

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2. How quickly should a Corporation staff person forward a request for reasonable 

accommodation to a decision maker?

The request should be forwarded to the appropriate person as soon as possible but in no more 

than five business days. A request from a job applicant should be forwarded to the appropriate 

Human Resources staff person as soon as possible.

3. Who else must be notified?

All referrals must be copied to the Office Director of the employee requesting the 

accommodation. If the person receiving the request, including the Disability Program Manager, is 

also the decision maker, s/he should promptly notify the employee's Office Director that the request 

has been made.

4. How do I know which decision maker should handle a particular request for reasonable 

accommodation?

a. Requests for accommodation from an applicant will be handled by the Office of Human 

Capital staff person responsible for the recruitment and/or selection process. 

b. Requests for accommodation from an employee will be handled by the requesting 

employee's immediate supervisor unless the request is one which should be handled by the 

Office Director or the Disability Program Manager, as explained below.

c. Requests involving personnel actions (other than reassignment) requiring completion of a 

Standard Form 50 will be handled by the Office Director or his or her designee. 

d. The Disability Program Manager will handle the following: 

(1) Requests for adaptive equipment, including information technology and 

communications equipment, or specially designed furniture. The Disability Program 

Manager will coordinate adaptive equipment requests with the Office of Information 

Technology and furniture requests with the Office of Administrative Services. 

(2) Initial requests for a reader or sign language interpreter, or other staff assistant to enable 

employees to perform their job functions, where the accommodation cannot be provided 

by current staff. 

(3) Requests for the removal of an architectural barrier(s), including reconfigured work 

spaces. The Disability Program Manager will coordinate these requests with the Office 

of Administrative Services who will, as necessary, coordinate with the General Services 

Administration or the building manager. 

(4) Requests for materials in alternative formats (e.g., braille, large print) which cannot be 

handled by the supervisor or Office Director. 

(5) Requests for reassignment to another job. 

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5. Other than making decisions on certain types of requests for reasonable accommodation, 

what role does the Disability Program Manager have?

The Disability Program Manager also provides assistance to employees and decision makers in 

processing requests. This includes processing certain requests, providing authoritative guidance to 

decision makers on (1) the need for medical information, (2) whether an individual has sufficiently 

demonstrated a disability, and (3) the appropriateness of a particular accommodation. The 

Disability Program Manager also maintains custody of all records, including medical records, 

relating to requests for reasonable accommodation, and prepares annual reports on the 

Corporation's reasonable accommodation process.

6. What if a particular decision maker is on leave or otherwise unavailable to act on a 

request for reasonable accommodation?

All decision makers must have designated back-ups to continue receiving, processing, and 

providing reasonable accommodations when the decision maker is unavailable. Decision makers 

should ensure that individuals know who has been designated as back-up. The time frames 

discussed in Section G, below, will not be suspended or extended because of the unavailability of a 

decision maker. 

 The back-up for a supervisor is his/her Office Director. 

 The Office of Human Capital will designate a back-up for the Disability Program Manager 

and for staff responsible for recruitment and/or selection of job applicants.

D. THE INTERACTIVE PROCESS

1. What happens after a decision maker receives a request for reasonable accommodation?

After a decision maker receives a request for reasonable accommodation, the next step is to 

begin an interactive process to determine what, if any, accommodation should be provided. This 

means that the individual requesting the accommodation and the Corporation decision maker must 

talk to each other about the request, the process for determining whether an accommodation will be 

provided, and potential accommodations.

2. What are the key elements of the interactive process?

Communication is a priority throughout the entire process. The Corporation decision maker 

will have the principal responsibility for identifying possible accommodations. S/he will take a 

proactive approach in searching out and considering possible accommodations, including 

consulting appropriate resources for assistance. The employee requesting the accommodation 

should also participate to the extent possible in helping to identify an effective accommodation. 

Resources that are available to help both the decision maker and the individual requesting the 

accommodation to identify possible accommodations are listed in Section N. The Disability 

Program Manager is also available to provide assistance.

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On-going communication is particularly important where the specific limitation, problem, or 

barrier is unclear; where an effective accommodation is not obvious; or where the parties are 

considering different possible reasonable accommodations. In those cases where the disability, the 

need for accommodation, and the type of accommodation that should be provided are clear, 

extensive discussions are not necessary. Even so, the decision maker and requesting individual 

should talk to each other to make sure that there is a full exchange of relevant information.

3. What are the first steps in the interactive process?

As the first step, the Corporation decision maker will: (1) explain to the applicant or employee 

that s/he will be making the decision on the request; and (2) describe what will happen in the 

processing of the request. This initial discussion should happen as soon as possible. 

When a request for accommodation is made by a third party, the decision maker should, if 

possible, confirm with the applicant or employee with a disability that s/he, in fact, wants a 

reasonable accommodation before proceeding. It may not be possible to confirm the request if the 

employee has, for example, been hospitalized in an acute condition. In this situation, the 

Corporation will process the third party's request and will consult directly with the individual 

needing the accommodation as soon as it is practicable. 

4. With whom may a decision maker share information about a request for reasonable 

accommodation? 

The decision maker or any other Corporation official who receives information in connection 

with a request for reasonable accommodation may share information connected with that request 

with other agency officials only when the agency official(s) need to know the information in order 

to make determinations on a reasonable accommodation request. See Section F for specific rules 

governing the confidentiality of medical information. 

For example, a decision maker will typically consult with the Office of Information Technology 

(OIT) in connection with requests for adaptive equipment for computers. However, OIT has no 

need to know any information about the medical condition of the person seeking the 

accommodation. It only needs to know the employee’s functional limitations insofar as these 

limitations affect technology needs. 

5. What special considerations are involved in the interactive process when a request for 

reasonable accommodation includes a request for reassignment?

Reassignment will only be considered if no accommodations are available to enable the 

individual to perform his or her current job, or if the only effective accommodation would cause 

undue hardship. 

In considering whether there are positions available for reassignment, the Disability Program 

Manager will work with the Office of Human Capital and the individual requesting the 

accommodation to identify: (1) all vacant positions within the agency for which the employee may 

be qualified, with or without reasonable accommodation; and (2) all positions which the Office of 

Human Capital has reason to believe will become vacant over the next 60 business days and for 

13
which the employee may be qualified. The Corporation will first focus on positions that are 

equivalent to the employee's current job in terms of pay, status, and other relevant factors. If there 

is no vacant equivalent position, the Corporation will consider vacant lower level positions for 

which the individual is qualified. 

Reassignment may be made to a vacant position outside of the employee's commuting area if 

the employee is willing to relocate. As with other transfers not required by management, the 

Corporation will not pay for the employee's relocation costs. 

E. DETERMINING WHETHER AN INDIVIDUAL HAS A DISABILITY

1. When may the Corporation require an individual to provide documentation about his or 

her disability in connection with a request for reasonable accommodation?

The Corporation is entitled to know that an employee or applicant has a covered disability that 

requires a reasonable accommodation. In some cases the disability and need for accommodation 

will be obvious or otherwise already known to the decision maker. In these cases, the Corporation 

will not seek any further medical information. However, when a disability or need for reasonable 

accommodation is not obvious or otherwise already known to the decision maker, the Corporation 

may require, if it chooses, that the individual provide reasonable documentation about the disability 

and his or her functional limitations.

The failure to provide appropriate documentation or to cooperate in the Corporation's efforts to 

obtain such documentation can result in a denial of the request for reasonable accommodation.

2. How should a decision maker go about obtaining medical information? 

If a supervisor or other decision maker believes that medical information is necessary in order 

to evaluate a request for reasonable accommodation, s/he will make a request to the Disability 

Program Manager to obtain such information. 

The Disability Program Manager will make a determination as to whether medical 

documentation is necessary. If it is, s/he will request the necessary medical information. If it is not 

necessary, the Disability Program Manager will promptly return the request for accommodation to 

the decision maker to complete the processing. 

3. Are there limits on the medical information that the Corporation may request?

If a determination is made to seek medical information, the Corporation will request 

information sufficient to substantiate that the individual has a Rehabilitation Act disability and 

needs the reasonable accommodation requested, but will not ask for unrelated documentation. 

Corporation requests for medical information will follow the requirements set forth in the EEOC's 

Enforcement Guidance: Disability-Related Inquiries and Medical Examinations of Employees 

Under the Americans with Disabilities Act, available at http://www.eeoc.gov/policy/docs/guidanceinquiries.html.

14
The Disability Program Manager will seek information or documentation about the disability 

and/or functional limitations from the individual, and/or ask the individual to obtain such 

information from an appropriate professional, such as a doctor, social worker, or rehabilitation 

counselor. In order to get the most helpful possible information, all requests for information should 

describe the nature of the job, the essential functions the individual is expected to perform, and any 

other relevant information. The Disability Program Manager may work with the supervisor and/or 

Office Director in seeking appropriate information.

4. What happens once the medical documentation is received?

Once the medical documentation is received, the Disability Program Manager will evaluate it, 

in consultation with a physician chosen by the Corporation, if necessary. The Corporation will pay 

for the consultation.

If the information provided by the health professional (or the information volunteered by the 

individual requesting the accommodation) is insufficient to enable the Corporation to determine 

whether an accommodation is appropriate, the Disability Program Manager may ask for further 

information. First, however, s/he will explain to the individual seeking the accommodation, in 

specific terms, why the information that has been provided is insufficient, what additional 

information is needed, and why it is necessary for a determination of the reasonable 

accommodation request. The individual may then ask the health care or other appropriate 

professional to provide the missing information. 

Alternatively, the Disability Program Manager and the individual requesting the 

accommodation may agree that the individual will sign a limited release, and that the Corporation 

may thereafter submit a list of specific questions to the individual's health care professional or may 

otherwise contact the individual's health care professional.

5. What if the documentation provided by the individual and his or her health professional 

is insufficient to make a determination?

If, after a reasonable period of time, there is still not sufficient information to demonstrate that 

the individual has a disability and needs a reasonable accommodation, the Disability Program 

Manager may request that the individual be examined by a physician chosen by the Corporation. 

The Corporation will pay for the examination.

6. What does the Disability Program Manager do once there is enough documentation to 

make a decision?

The Disability Program Manager will let the decision maker know whether the documentation 

demonstrates that a reasonable accommodation is appropriate and provide, if necessary, any 

additional relevant information about the individual's functional limitations. 

7. What happens if an individual provides documentation directly to the decision maker?

15
In some cases, the individual requesting the accommodation will supply medical information 

directly to the decision maker without being asked. In these cases, the decision maker will consider 

such documentation and if additional information is needed, the decision maker will work with the 

Disability Program Manager as described in this section. (See Section F for instructions on storage 

of this information.) 

F. CONFIDENTIALITY OF MEDICAL INFORMATION OBTAINED IN THE 

REASONABLE ACCOMMODATION PROCESS

1. What are the requirements relating to the confidentiality of medical records in the 

reasonable accommodation process?

Under the Rehabilitation Act, medical information obtained in connection with the reasonable 

accommodation process must be kept confidential. This means that all medical information, 

including information about functional limitations and reasonable accommodation needs, that the 

Corporation obtains in connection with a request for reasonable accommodation must be kept in 

files separate from the individual's personnel file. It also means that any Corporation employee 

who obtains or receives such information is strictly bound by these confidentiality requirements.

2. Who is responsible for maintaining medical records relating to reasonable 

accommodation requests?

The Disability Program Manager will maintain custody of all records obtained or created 

during the processing of a request for reasonable accommodation, including medical records, and 

will respond to all requests for disclosure of the records. All records will be maintained in 

accordance with the Privacy Act.

3. To whom may medical information be disclosed?

Medical information may be disclosed only as follows: 

a. Supervisors and managers who need to know (including the decision maker who requested 

that the Disability Program Manager obtain medical information) may be told about 

necessary restrictions on the work or duties of the employee and about the necessary 

accommodation(s), but medical information should only be disclosed if strictly necessary.

b. First aid and safety personnel may be informed, when appropriate, if the disability might 

require emergency treatment.

c. Government officials may be given information necessary to investigate the Corporation’s 

compliance with the Rehabilitation Act.

d. The information may in certain circumstances be disclosed to workers' compensation 

offices or insurance carriers. 

e. Office of General Counsel staff, who provide managers legal advice on requirements under 

the Rehabilitation Act.

16
4. What safeguards are necessary when disclosing information?

Whenever medical information is disclosed, the individual disclosing the information must 

inform the recipients of the information about the confidentiality requirements that attach to it.

G. TIME FRAMES FOR PROCESSING REQUESTS AND PROVIDING REASONABLE 

ACCOMMODATIONS

1. What is the time frame for completing action on a request for reasonable 

accommodation?

The Corporation will process requests for reasonable accommodation and provide 

accommodations, where they are appropriate, in as short a time frame as reasonably possible. The 

Corporation recognizes, however, that the time necessary to process a request will depend on the 

nature of the accommodation requested and whether it is necessary to obtain supporting 

information.

2. If a request for reasonable accommodation can be processed without any supporting 

medical documentation, how much time does a decision maker have to process a request 

and, if warranted, provide an accommodation?

If the requesting employee’s supervisor or Office Director can process the request and if no 

supporting medical information is required, and no extenuating circumstances as described in 

Section G.7 apply, the decision maker has 20 business days from the date s/he receives the request 

to process it, and if it is approved, provide the accommodation, and sooner, if possible. 

Since decision makers may need the full 20 days to engage in the interactive process and collect 

all relevant information about possible accommodations, they should not delay beginning this 

process. Failure to meet this time frame solely because a decision maker delayed in processing the 

request is not an extenuating circumstance. (See Section G.7 for information on "extenuating 

circumstances.")

3. Under what circumstances should a decision maker make a decision in less than 20 days?

In certain circumstances, a request for reasonable accommodation requires an expedited review 

and decision in a time frame that is shorter than the usual time frame. This includes where a 

reasonable accommodation is needed: 

a. to enable an applicant to apply for a job. Depending on the timetable for receiving 

applications, conducting interviews, taking tests, and making hiring decisions, there may be 

a need to expedite a request for reasonable accommodation in order to ensure that an 

applicant with a disability has an equal opportunity to apply for a job. Therefore, the Office 

of Human Capital needs to move as quickly as possible to make a decision and, if 

appropriate, work with the office conducting the interviews to provide the accommodation. 

17
b. to enable an employee to attend a meeting scheduled to occur shortly. For example, an 

employee may need a sign language interpreter for a meeting scheduled to take place in five 

days. 

4. What happens to the time frames if it is necessary to obtain medical information to act on 

a request for reasonable accommodation?

If the decision maker believes that it is necessary to obtain medical information to determine 

whether the requesting individual has a disability and/or to identify the functional limitations, the 

decision maker will make such request to the Disability Program Manager as soon as possible after 

his or her receipt of the request for accommodation, but before the expiration of the 20-day period. 

The Corporation recognizes that the need for documentation may not become apparent until after 

the interactive process has begun. 

If the decision maker requests that the Disability Program Manager obtain medical information, 

the 20-day period is frozen. If the Disability Program Manager determines that medical 

information is not needed, the 20-day time period resumes as soon as the Disability Program 

Manager notifies the decision maker that s/he can continue processing the request. 

If the Disability Program Manager determines that medical documentation is needed, the 

decision shall be made and the accommodation, if granted, provided within 20 business days from 

the date the decision maker receives the relevant information from the Disability Program 

Manager. 

5. What are some examples of requests for reasonable accommodation that might be readily 

provided within the 20-day time frame?

Examples of accommodations which can easily be provided within this 20-day time frame 

include:

a. An employee with diabetes who sits in an open area asks for four breaks a day to test her 

blood sugar levels so that she may do these tests in private. 

b. An employee, who takes anti-depressants that make it hard for her to get up in time to get to 

the office at 9:00, requests that s/he be allowed to start work at 10:00 and still put in an 

eight-hour day. 

c. A supervisor distributes detailed agendas at the beginning of each staff meeting. An 

employee with a learning disability asks that the agenda be distributed ahead of time 

because the disability makes it difficult to read and he needs more time to prepare. 

6. What time frames apply when the Disability Program Manager is the decision maker?

If the Disability Program Manager is the decision maker, s/he will make a decision on the 

request and the accommodation, if granted, will be provided within 25 business days from the date 

the request was initially made, absent extenuating circumstances. If medical documentation is 

necessary, the decision will be made within 25 business days from the receipt of the 

documentation, absent additional extenuating circumstances. 

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7. What type of extenuating circumstances might extend the time frames?

The time frames may be extended if there are circumstances that could not reasonably have 

been anticipated or avoided in advance of the request for accommodation. When extenuating 

circumstances are present, the time for processing a request for reasonable accommodation and 

providing the accommodation will be extended as reasonably necessary. It is the Corporation's 

policy that extensions based on extenuating circumstances should be limited to circumstances 

where they are strictly necessary. All Corporation staff are expected to act as quickly as reasonably 

possible in processing requests and providing accommodations. The following are examples of 

extenuating circumstances: 

a. There is an outstanding initial or follow-up request for medical information, or the 

Disability Program Manager is evaluating medical information that has been provided. 

b. The purchase of equipment may take longer than 20 or 25 business days because of 

requirements under the Federal Acquisition Regulation and Corporation procurement rules.

c. Equipment must be back-ordered, the vendor typically used by the Corporation for goods or 

services has unexpectedly gone out of business, or the vendor cannot promptly supply the 

needed goods or services and another vendor is not immediately available. 

d. The employee with a disability needs to try working with equipment on a trial basis to 

ensure that it is effective before the Corporation buys it.

e. New staff needs to be hired or contracted for, or an accommodation involves the removal of 

substantial architectural barriers. 

"Extenuating circumstances" cover limited situations in which unforeseen or unavoidable 

events prevent prompt processing and delivery of an accommodation; they do not include delays 

caused by the unavailability of a particular staff member. (See Section C.6 on designating backups to handle requests when the decision maker is unavailable.)

8. What type of notice should the decision maker provide to the individual about delays 

caused by extenuating circumstances?

Where extenuating circumstances are present, the decision maker must notify the individual of 

the reason for the delay, and the approximate date on which a decision, or provision of the 

reasonable accommodation, is expected. The decision maker should also promptly communicate 

any further developments or changes.

9. Is there anything the decision maker can do during the delay to assist the individual?

If there is a delay in providing an accommodation that has been approved, the decision maker 

must investigate whether temporary measures can be taken to assist the employee. This could 

include providing the requested accommodation on a temporary basis or providing a less effective 

form of accommodation. In addition, the decision maker may consider providing measures that are 

not reasonable accommodations within the meaning of the law (e.g., temporary removal of an 

19
essential function) if: (1) they do not interfere with the operations of the Corporation; and (2) the 

employee is clearly informed that they are being provided only on a temporary, interim basis. 

a. For example, there may be a delay in receiving adaptive equipment for an employee with a 

vision disability. During the delay, the supervisor might arrange for other employees to act 

as readers. This temporary measure may not be as effective as the adaptive equipment, but 

it will allow the employee to perform as much of the job as possible until the equipment 

arrives. 

b. If a delay is attributable to the need to obtain or evaluate medical documentation and the 

Corporation has not yet determined that the individual is entitled to an accommodation, the 

Corporation may also provide an accommodation on a temporary basis. In such a case, the 

decision maker will notify the individual in writing that the accommodation is being 

provided on a temporary basis pending a decision on the accommodation request. 

c. Corporation decision makers who approve such temporary measures are responsible for 

assuring that they do not take the place of a permanent accommodation and that all 

necessary steps to secure the permanent accommodation are being taken. 

H. CONSIDERATIONS FOR DECISION MAKERS

1. How will the Corporation pay for reasonable accommodations?

Most reasonable accommodations require little or no outlays of funds. When funds are 

required, decision makers should consult with the Disability Program Manager to determine the 

availability and source of funds to be used. 

2. Is it a reasonable accommodation for an employee to work at home?

It might be but, like any accommodation, it must be effective and must not create an undue 

hardship for the Corporation. Whether this accommodation meets this standard will depend on 

whether the essential functions of the position can be performed at home. For more information, 

see Corporation Policy Number 200, Telecommuting.

I. GRANTING OR DENYING A REASONABLE ACCOMMODATION REQUEST

1. If a request for reasonable accommodation is approved, how should this be 

communicated to the individual?

As soon as the decision maker determines that a reasonable accommodation will be provided, 

s/he should immediately notify the individual. If the accommodation cannot be provided 

immediately, the decision maker must inform the individual of the projected time frame for 

providing the accommodation. This notice does not need to be in writing. The decision maker is 

responsible for submitting the Confirmation of Request and Reasonable Accommodation Reporting 

Form to the Disability Program Manager. The decision maker is also responsible for notifying the 

employee's Office Director.

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2. If a request for reasonable accommodation is denied, how should this be communicated to 

the individual?

As soon as the decision maker determines that a request for reasonable accommodation will be 

denied, s/he must fill out the "Denial of Request" form (at Appendix B) and give it to the 

individual who requested the accommodation. The explanation for the denial should be written in 

plain language, clearly stating the specific reasons for the denial. Where the decision maker has 

denied a specific requested accommodation, but offered to make a different one in its place which 

was not agreed to during the interactive process, the denial notice should explain both the reasons 

for the denial of the requested accommodation and the reasons that the decision maker believes that 

the chosen accommodation will be effective. Reasons for the denial of a request for reasonable 

accommodation may include the following:

a. The requested accommodation would not be effective. 

b. Providing the requested accommodation would result in undue hardship. Before reaching 

this determination, the decision maker must have explored whether other effective 

accommodations exist which would not impose undue hardship and therefore can be 

provided. A determination of undue hardship means that the Corporation finds that a 

specific accommodation would result in significant difficulty or expense, or would 

fundamentally alter the nature of the Corporation's operations. When evaluating budgetary 

or administrative concerns to determine if undue hardship exists, the Corporation will 

follow the standards enunciated in the EEOC's "Enforcement Guidance on Reasonable 

Accommodation and Undue Hardship Under the Americans with Disabilities Act." 

c. Medical documentation is inadequate to establish that the individual has a disability and/or 

needs a reasonable accommodation. 

d. The requested accommodation would require the removal of an essential function of the 

job. 

e. The requested accommodation would require the lowering of a performance or production 

standard. 

NOTE: The written notice of denial also informs the individual that s/he has the right to file an 

EO complaint and may have rights under the Merit Systems Protection Board (MSPB) and union 

grievance procedures. The notice also explains the availability of procedures available for informal 

dispute resolution.

J. INFORMAL DISPUTE RESOLUTION

1. How can an individual whose request for reasonable accommodation has been denied seek 

reconsideration or otherwise appeal the decision within the Corporation?

a. If an individual wishes reconsideration, s/he should first ask the decision maker to 

reconsider the decision. The individual may present additional information in support of 

his/her request. The decision maker will respond in writing to the request for 

reconsideration within five business days. 

21
b. If the decision maker was the supervisor, and s/he does not reverse the decision, the 

individual can ask the Office Director to do so. The Office Director will respond in writing 

to this request within ten business days. 

c. If the decision maker was the Office Director, and s/he does not reverse the decision, the 

individual can ask the Disability Program Manager to do so. The Disability Program 

Manager will respond in writing to this request within ten business days. 

d. If the decision maker was the Disability Program Manager, and s/he does not reverse the 

decision, the individual can ask an official designated by the Chief Operating Officer to do 

so. This official will respond in writing to this request within ten business days. 

2. Does pursuing these informal dispute resolution procedures extend the deadlines for 

initiating statutory or collective bargaining unit claims?

No. Pursuing any of the informal dispute resolution procedures identified above, including 

seeking reconsideration from the decision maker and appealing to the next person in the decision 

maker's chain of command, does not extend or otherwise affect the time limits for initiating 

statutory and collective bargaining claims. An individual's participation in any or all of these 

informal dispute resolution processes does not satisfy the requirements for bringing a claim under 

EO, MSPB, or union grievance procedures.

3. May an employee seek resolution through the Corporation's Alternative Dispute 

Resolution Program?

Yes, but because a claim of failure to provide reasonable accommodation is a disability claim, 

the individual should be aware that requesting Alternative Dispute Resolution does not extend EO 

or other filing deadlines.

K. INFORMATION TRACKING AND REPORTING

1. What record of decision must the decision maker submit to the Disability Program 

Manager?

The decision maker must complete the "Information Reporting" form (Appendix C) and submit 

it to the Disability Program Manager within 10 business days of the decision. The decision maker 

should attach to the form all information, including medical information, s/he received as part of 

processing the request. This includes originals and any existing copies of all documents. The 

Office of Human Capital will maintain the records on each matter.

2. What records and reports are the responsibility of the Disability Program Manager?

The Disability Program Manager will:

a. maintain reasonable accommodation decision records for the longer of the employee's 

tenure with the Corporation or five years;

22
b. prepare annually a report, to be made available to all employees. The report will contain 

the following information, presented in the aggregate: 

(1) the number of reasonable accommodations, by type, that have been requested in the 

application process and whether those requests have been granted or denied; 

(2) the jobs (position classification, and agency component -- unless this would present 

undue risk of identifying a specific individual) for which reasonable accommodations 

have been requested; 

(3) the types of reasonable accommodations that have been requested for each of those 

jobs; 

(4) the number of reasonable accommodations, by type, for each job that have been 

approved, and the number of accommodations, by type, that have been denied; 

(5) the number of requests for reasonable accommodations, by type, that relate to the 

benefits or privileges of employment, and whether those requests have been granted or 

denied; 

(6) the reasons for denial of requests for reasonable accommodation; 

(7) the amount of time taken to process each request for reasonable accommodation; and 

(8) the sources of technical assistance that have been consulted in trying to identify possible 

reasonable accommodations. 

In addition, the report will provide a qualitative assessment of the Corporation's reasonable 

accommodation program, including any recommendations for improvement of the 

Corporation's reasonable accommodation policies and procedures. 

3. May a supervisor or decision maker tell other employees that a reasonable 

accommodation has been provided to an individual?

No, because to do so would amount to a disclosure that the individual has a disability. A 

response to an inquiry about a change in the workplace benefiting a co-worker should emphasize 

that the Corporation is committed to assisting any employee who might encounter difficulties in the 

workplace but that such matters are personal and therefore subject to privacy protection.

L. RELATION BETWEEN PROCEDURES AND CLAIMS UNDER ANTIDISCRIMINATION STATUTES AND COLLECTIVE BARGAINING AGREEMENT 

PROVISIONS

1. What is the relationship between this policy and dispute resolution avenues available to 

an individual under anti-discrimination statutes or collective bargaining agreement 

provisions? 

This policy is in addition to statutory and collective bargaining protections for individuals with 

disabilities and the remedies they provide for the denial of requests for reasonable accommodation. 

23
Requirements governing the initiation of statutory and collective bargaining claims, including time 

frames for filing such claims, remain unchanged.

An individual who chooses to pursue statutory or collective bargaining remedies for denial of 

reasonable accommodation must:

a. For an EO complaint: contact an EO counselor in the Office of Equal Opportunity (EO) 

within 45 days from the date of receipt of the written notice of denial; 

b. For a collective bargaining claim, file a written grievance in accordance with the provisions 

of the Collective Bargaining Agreement; or 

c. Initiate an appeal to the Merit Systems Protection Board within 30 days of an appealable 

adverse action as defined in 5 C.F.R. 1201.3. 

If a member of the EO staff has had any involvement in the processing of the request for 

reasonable accommodation, that staff member shall recuse him or herself from any involvement in 

the processing of an EO counseling contact or complaint in connection with that request.

N. RESOURCES

1. What resources are available within the Corporation for additional information?

If you want further information on these procedures you may contact your supervisor or the 

Disability Program Manager in the Office of Human Capital. 

In addition, you may contact the Corporation's EO office at (202) 606-7503, TDD (202) 606-

3472, or via e-mail at eo@cns.gov.

2. What other resources are available for individuals seeking more information?

a. U.S. Equal Employment Opportunity Commission

1-800-669-4000 (Voice) 1-800-669-6820 (TT).

The EEOC's Publication Center has many free documents on the Title I employment 

provisions of the ADA, which may be applicable to reasonable accommodation requests 

governed by the Rehabilitation Act. This includes both the statute, 42 U.S.C. 12101 et seq. 

(1994), and the regulations, 29 C.F.R. 1630 (1997). 

In addition, the EEOC has published a great deal of basic information about reasonable 

accommodation and undue hardship. The two main sources of interpretive information are: 

(1) the Interpretive Guidance on Title I of the Americans with Disabilities Act (also known 

as the "Appendix" to part 1630), 29 C.F.R. Part 1630 app. 1630.2(o), (p), 1630.9 (2008); 

and 

(2) A Technical Assistance Manual on the Employment Provisions (Title I) of the 

Americans with Disabilities Act III, 8 FEP Manual (BNA) 405:6981, 6998-7018 (1992). 

The Manual includes a 200-page Resource Directory, including federal and state 

24
agencies, and disability organizations that can provide assistance in identifying and 

locating reasonable accommodations.

The EEOC also has discussed issues involving reasonable accommodation in the following 

guidance and documents: 

(3) Enforcement Guidance: Preemployment Disability-Related Questions and Medical 

Examinations at 5, 6-8, 20, 21-22, 8 FEP Manual (BNA) 405:7191, 7192-94, 7201 

(1995);

(4) Enforcement Guidance: Workers' Compensation and the ADA at 15-20, 8 FEP Manual 

(BNA) 405:7391, 7398-7401 (1996); 

(5) Enforcement Guidance: The Americans with Disabilities Act and Psychiatric 

Disabilities at 19-28, 8 FEP Manual (BNA) 405:7461, 7470-76 (1997);

(6) Fact Sheet on the Family and Medical Leave Act, the Americans with Disabilities Act, 

and Title VII of the Civil Rights Act of 1964 at 6-9, 8 FEP Manual (BNA) 405:7371, 

7374-76 (1995); and

(7) Enforcement Guidance: Disability-Related Inquiries and Medical Examinations of 

Employees Under the Americans with Disabilities Act at 20, 22, 23, 24-5, 8 FEP 

Manual (BNA) 405:7701, 7711, 7712-14, 7715-16 (2000).

You may refer to the EEOC's "Enforcement Guidance on Reasonable Accommodation and 

Undue Hardship Under the Americans with Disabilities Act" for additional information on 

the rights and responsibilities of applicants and employees requesting reasonable 

accommodation, and the responsibilities of Corporation personnel involved in responding to 

those requests

All of the above-listed documents, with the exception of the ADA Technical Assistance 

Manual and Resource Directory, are also available through the Internet at 

http://www.eeoc.gov.

b. Job Accommodation Network (JAN)

(800) 526-7234, Voice; (877) 781-9403, (TT) http://janweb.icdi.wvu.edu/

A service of the President's Committee on Employment of People with Disabilities. JAN 

can provide information, free-of-charge, about many types of reasonable accommodations.

c. www.disAbility.gov

d. U.S. Department of Labor, Office of Disability Employment Policy

(202) 376-6200 (voice); (202) 376-6205 (TDD); www.dol.gov/odep

e. Registry of Interpreters for the Deaf

(703) 838-0030 Voice (703) 838-0459 (TT); http://rid.org/

The Registry offers information on locating and using interpreters and transliteration 

services.

f. RESNA Technical Assistance Project

(703) 524-6686 (Voice) (703) 524-6639 (TT); http://www.resna.org/

25
RESNA, the Rehabilitation Engineering and Assistive Technology Society of North 

America, can refer individuals to projects in all 50 states and the six territories offering 

technical assistance on technology-related services for individuals with disabilities. 

Services may include: information and referral centers to help determine what devices may 

assist a person with a disability (including access to large data bases containing information 

on thousands of commercially available assistive technology products), centers where 

individuals can try out devices and equipment, assistance in obtaining funding for and 

repairing devices, and equipment exchange and recycling programs.

26
Appendix A

CONFIRMATION OF REQUEST

FOR REASONABLE ACCOMMODATION

[Employee or applicant completes Parts 1-3. Disability Program Manager completes Part 4.]

PART 1.

Name: ________________________________________ Phone: _______________________

Today's Date: __________________ Date of Request (if different): _________________

Position/Office: ___________________________ Email address:________________________

PART 2. Type of Accommodation You Are Requesting (Be as specific as possible, e.g., 

adaptive equipment, readers, interpreter)

PART 3. Reason for Request:

If accommodation is time sensitive, please explain:

Return this completed form to the Corporation's Disability Program Manager, Office of 

Human Capital. 

Disability Program Manager will assign tracking number.

PART 4. Tracking No.: _____________________________

27
Appendix B

DENIAL OF REQUEST FOR REASONABLE ACCOMMODATION

 

 [to be completed by the deciding official]

1. Name of individual requesting reasonable accommodation:

2. Type of reasonable accommodation requested:

3. Request for reasonable accommodation denied because: (may check more than one 

box)

 Accommodation Ineffective

 Accommodation Would Cause Undue Hardship

 Medical Documentation Inadequate

 Accommodation Would Require Removal of an Essential Function of Job

 Accommodation Would Require Lowering of Performance or Production 

Standard

 Other (Please identify) _____________________________________________

4. Detailed reason(s) for the denial of reasonable accommodation (must be specific, e.g., 

why accommodation is ineffective or causes undue hardship):

5. If the individual proposed one type of reasonable accommodation which is being 

denied, but rejected an offer of a different type of reasonable accommodation, explain 

both the reasons for denial of the requested accommodation and why you believe the 

chosen accommodation would be effective.

28
6. If an individual wishes to request reconsideration of this decision, he or she may take 

the following steps:

• First, ask the decision maker to reconsider the denial. Additional information may be presented 

to support this request for reconsideration.

• Second, if the decision maker does not reverse the denial, 

 and the decision maker was the individual's supervisor, the individual may ask the 

Office Director to do so.

 and the decision maker was the Office Director, the individual may ask the Disability 

Program Manager to do so.

 and the decision maker was the Disability Program Manager, the individual may ask the 

official designated by the Chief Operating Officer to do so.

7. If an individual wishes to file an EO complaint, or pursue MSPB or union grievance 

procedures, he or she must take the following steps:

For an EO complaint pursuant to 29 C.F.R. § 1614, contact an EO counselor in the Corporation's 

Office of Equal Opportunity within 45 days from the date of this notice of denial of reasonable 

accommodation; or

For a collective bargaining claim, file a written grievance in accordance with the provisions of the 

Collective Bargaining Agreement; or

Initiate an appeal to the Merit Systems Protection Board within 30 days of an appealable adverse 

action as defined in 5 C.F.R. §1201.3.

____________________________________ ____________________________________

Name of Deciding Official Signature of Deciding Official

Date reasonable accommodation denied _________________________________

29
Appendix C

REASONABLE ACCOMMODATION

INFORMATION REPORTING FORM

[to be completed by the deciding official]

Name of individual requesting reasonable accommodation: ___________________________

Office of requesting individual: ______________________________________

1. Reasonable accommodation: (check one)

______Approved

______Denied (If denied, attach copy of the written denial letter/memo -- See Section I,

pages 19-20, of the Reasonable Accommodation Policy.)

2. Date reasonable accommodation requested: _______________________

Who received request: ___________________________________________

3. Date reasonable accommodation request referred to decision maker (i.e., supervisor, 

office head, Disability Program Manager, Office of Human Capital staff person handling 

application process):

Name and title of decision maker: _________________________________

4. Job held or desired by individual requesting reasonable accommodation, if applicable

(including position title, pay band/grade, and office):

5. Reasonable accommodation needed for: (check one)

____Application Process (give job title and announcement number)

____Performing Job Functions or Accessing the Work Environment (give job title and 

office)

____Accessing a Benefit or Privilege of Employment (e.g., attending a training program or 

social event)

30
6. Type(s) of reasonable accommodation requested (e.g., adaptive equipment, interpreter, 

removal of architectural barrier):

7. Type(s) of reasonable accommodation provided (if different from what was requested)

8. Was medical information required to process this request? If yes, explain why.

9. Sources of technical assistance, if any, consulted in trying to identify possible 

reasonable accommodations (e.g., Job Accommodation Network, disability organization, 

Disability Program Manager):

10. Date reasonable accommodation ___approved or ____denied:__________________

11. Date reasonable accommodation provided (if different from date approved):

_______________________________

12. If time frames outlined in the Reasonable Accommodation Policy were not met, please 

explain why.

13. Comments:

Submitted by: __________________________________ 

Phone: __________________________________________

IMPORTANT: ATTACH all documents (originals and copies) obtained or developed in 

processing this request. The Office of Human Capital will maintain the 

records.

31