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NASA

Procedural

Requirements

NPR 3713.1C 

Effective Date: April 22, 2019

Expiration Date: April 22, 2024

COMPLIANCE IS MANDATORY FOR NASA EMPLOYEES

Reasonable Accommodations Procedures for Individuals with

Disabilities

Responsible Office: Office of Diversity and Equal Opportunity

Table of Contents

Preface

P.1 Purpose

P.2 Applicability

P.3 Authority

P.4 Applicable Documents and Forms

P.5 Measurement/Verification

P.6 Cancellation 

Chapter 1. Policy 

1.1 NASA Policy 

Chapter 2. Roles and Responsibilities

2.1 Employees

2.2 Job Applicants

2.3 Decision Makers

2.4 Associate Administrator for Diversity and Equal Opportunity

2.5 Disability Program Managers

2.6 Human Resources Specialists

2.7 NASA Physicians

2.8 Reasonable Accommodations Team 

Chapter 3. The Reasonable Accommodations Process

NPR 3713.1C -- TOC

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

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this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 1 of 61 

NPR 3713.1C -- TOC Page 1 of 61 
3.1 Initiating the Request

3.2 Processing the Request

3.3 Processing When Medical Information Is Required

3.4 Granting the Reasonable Accommodation Request

3.5 Denying the Reasonable Accommodation Request

3.6 Appeal of Denials 

Chapter 4. Statutory and Collective Bargaining Claims

4.1 Relationship with Statutory and Collective Bargaining Protections 

4.2 Statutory Anti-Discrimination Remedies

4.3 Supervisory Recusals 

Chapter 5. Records Maintenance and Reporting

5.1 Records Maintenance

5.2 Reasonable Accommodations Reporting

5.3 Conformity with NASA Records Management Policy 

Chapter 6. Types of Reasonable Accommodations

6.1 Personal Assistance Services (PAS)

6.2 Travel Accommodations 

6.3 Parking

6.4 Building Facility Accommodations 

Chapter 7. Dissemination, Education, and Inquiries

7.1 Dissemination

7.2 Education and Awareness

7.3 Inquiries 

Appendix A. Definitions

Appendix B. Acronyms

Appendix C. Implementation Guide 

Appendix D. References

Appendix E. Resources 

Appendix F. Forms 

Appendix G. NASA Center POCs

NPR 3713.1C -- TOC

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

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Page 2 of 61 

NPR 3713.1C -- TOC Page 2 of 61 
Preface

P.1 Purpose

a. This directive establishes responsibilities and requirements for all NASA employees, including

managers, supervisors, and job applicants for employment with NASA, who request, receive,

coordinate, review, process, or decide requests for reasonable accommodations at NASA

Headquarters (HQ) and the NASA Centers, including Component Facilities. 

b. This NPR is intended to assist NASA in fulfilling its obligation to ensure that individuals with

disabilities who are qualified, that is, able to perform the essential functions of the job with or

without reasonable accommodation, and who request reasonable accommodation, receive a timely

and proper response. 1

1 See Appendix A for definitions of key terminology, such as reasonable accommodation, essential functions, qualified, and

individual with a disability. 

c. Further, this NPR establishes criteria for collecting and annually reporting data on the numbers

and types of reasonable accommodation requests received and processed at NASA Headquarters

and the NASA Centers, including Component Facilities. 

P.2 Applicability

a. This NPR is applicable to NASA HQ and NASA Centers, including Component Facilities and

Technical and Service Support Centers. 

b. In this directive, all mandatory actions (i.e., requirements) are denoted by statements containing

the term “shall.” The terms: “may” or “can” denote discretionary privilege or permission, “should”

denotes a good practice and is recommended, but is not required, “will” denotes expected outcome,

and “are/is” denotes descriptive material. 

c. In this directive, all document citations are assumed to be the latest version, unless otherwise

noted. 

P.3 Authority

a. Rehabilitation Act of 1973, Sections 501, 504, and 508 of, as amended, 29 U.S.C. §§ 791, 794,

794d. 

b. Americans with Disabilities Amendments Act of 2008, 42 U.S.C. § 12101. 

c. Requiring Federal Agencies To Establish Procedures To Facilitate the Provision of Reasonable

Accommodation, E.O. 13164, 3 CFR § 286 (2000). 

d. The Architectural Barriers Act (ABA) of 1968 (42 U.S.C. § 4151), et seq. 

NPR 3713.1C -- Preface

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incorporated into a contract. This document is uncontrolled when printed. Check

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Page 3 of 61 

NPR 3713.1C -- Preface Page 3 of 61 
P.4 Applicable Documents and Forms

a. Privacy Act of 1974, as amended, 5 U.S.C. § 552a. 

b. Genetic Information Nondiscrimination Act of 2008, 42 U.S.C. § 2000ff, et seq. 

c. Americans with Disabilities Act of 1990, as amended, 42 U.S.C. § 12101, et seq. 

d. Privacy Act-NASA Regulations, 14 CFR § 1212. 

e. Nondiscrimination on the Basis of Handicap, 29 CFR § 32. 

f. Regulations to Implement the Equal Employment Provisions of the Americans with Disabilities

Act, as amended, 29 CFR § 1630.2(p)(2). 

g. Regulations under the Genetic Information Nondiscrimination Act of 2008, 29 CFR § 1635. 

h. How must Federal agencies assign priority to parking spaces in controlled areas? 41 CFR §

102-74.285. 

i. How must Federal agencies assign available parking spaces to their employees? 41 CFR §

102-74.305. 

j. NPR 1441.1, NASA Records Management Program Requirements. 

k. NPR 3713.1C, Reasonable Accommodations Procedures. 

l. NASA Form (NF) 1534, Privacy Act Cover Sheet. 

m. NF 1699 or its equivalent, Confirmation of Request for Reasonable Accommodation. 

n. NF 1699A or its equivalent, Disposition of Reasonable Accommodation Request. 

o. NF 1699C or its equivalent, Reassignment Preference Form. 

p. NPR 9710.1, Travel Requirements. 

P.5 Measurement/Verification

Compliance with the requirements of this NPR shall be verified by: 

(1) The Agency’s Office of Diversity and Equal Opportunity (ODEO) shall prepare a reasonable

accommodations report annually, no later than October 31st of every calendar year, to be utilized in

NASA’s equal employment opportunity (EEO) strategic planning, for example, development of the

Model EEO Agency Plan (Management Directive-715 Report). 

(2) The report shall contain information regarding requests for reasonable accommodation,

presented in the aggregate, as detailed in Section 5.2. 

P.6 Cancellation

NPR 3713.1B, Reasonable Accommodations Procedures, dated March 2, 2015. 

NPR 3713.1C -- Preface

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 4 of 61 

NPR 3713.1C -- Preface Page 4 of 61 
NPR 3713.1C -- Preface

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 5 of 61 

NPR 3713.1C -- Preface Page 5 of 61 
Chapter 1. Policy 

1.1 NASA Policy

1.1.1 NASA is dedicated to improving the recruitment, promotion, and retention of qualified

individuals with disabilities by providing the information and resources necessary to support them

and to accomplish the Agency’s mission. The Agency is required to provide and is committed to

providing timely and effective reasonable accommodations to the known physical or mental

limitations of individuals (employees and job applicants) who meet the statutory definition of a

qualified individual with a disability, unless to do so would cause undue hardship to the Agency. 

1.1.2 A reasonable accommodation is any change made in the work environment to assist a qualified

individual with a disability to apply for a job, perform the essential functions of a job, or enjoy the

benefits and privileges of employment. 2 Definitions of this and other key terms associated with the

reasonable accommodations process are located in Appendix A. 

2 For requests relating to benefits and privileges of employment beyond supervisory control, such as use of fitness centers,

employees should direct their requests to the Center Disability Program Manager for processing.

1.1.3 All reasonable accommodation requests shall be considered and granted on a case-by-case

basis by NASA employees with delegated authority to serve as a NASA Decision Maker in this

process. 

1.1.4 The Agency is not obligated to provide requesting individuals with the accommodation of

his/her choice, but with one that is reasonable, effective, and does not impose an undue hardship on

the Agency. (See Section 3.4.2.) 

1.1.5 This policy applies to job applicants for employment and full-time and part-time employees. 3

3 NASA has obligations to ensure facilities and program accessibility to non-employees in some

circumstances. These obligations are addressed in other Agency policy (see NPD/NPR 2081.1). 

1.1.6 This policy also applies to individuals hired under disability-specific hiring authorities. 

NPR 3713.1C -- Chapter1

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NPR 3713.1C -- Chapter1 Page 6 of 61 
Chapter 2. Roles and Responsibilities

2.1 Employees

2.1.1 Employees may make a reasonable accommodation request to: (1) a supervisor or manager in

the individual’s chain of command; (2) the Center EEO Office; or (3) any other individual

designated by the Agency to accept such requests (e.g., the Center Disability Program Manager

(DPM)). (See 29 C.F.R. § 1614.203(d)(3)(i)(D) and Section 3.1.1.) 

2.1.2 Employees requesting a reasonable accommodation shall be responsible for: 

a. Notifying his/her supervisor, a supervisor or manager in his/her chain of command, Center EEO

Office, or the Center DPM of any disability or medical condition that may interfere with the

performance of the essential functions of his/her job, and making an oral or written request for a

reasonable accommodation. The decision whether to grant or deny an employee’s reasonable

accommodation request is made by the Decision Maker in consultation with the Center DPM. (See

Section 2.3.) 

b. Completing NASA Form (NF) 1699 or its equivalent and seeking assistance from his/her

supervisor, a supervisor or manager in his/her chain of command for this purpose, as necessary. (See

Appendix F.) If the employee does not complete NF 1699, it shall be completed by the Decision

Maker as prescribed in Section 3.1.8. The employee shall be responsible for promptly reviewing the

completed NF 1699 or its equivalent and signing it to acknowledge that the form accurately reflects

the requested accommodation. 4 (See Section 3.1.8.) 

4 All reference to NASA Forms or NFs refers to the forms or their electronic equivalents. NASA Forms are under revision by the

OCIO Information Management Program team, including NF 1699. In the future, this information may be collected using a

different format that will be made available to users.

c. Participating in the interactive process described in Section 3.2.2 with the Decision Maker

regarding his/her functional limitations and the need for an accommodation. The employee’s

responsibilities in the interactive process include: 

(1) Suggesting reasonable accommodation possibilities that can be explored; 

(2) Cooperating with management efforts to identify effective accommodations and/or alternate

placements, if necessary; and 

(3) Promptly providing reasonable supporting medical documentation on the physical and/or mental

impairment or medical condition to be accommodated and how it relates to the essential functions of

his/her position. 5 (See Appendix A for definition of "reasonable medical documentation.")

Employees should understand that if the Agency asks for reasonable supporting medical

documentation, their request for a reasonable accommodation shall not be processed until they

provide the supporting documentation. (See Sections 3.2.4, 3.2.7, and 3.3.) Failure to timely provide

reasonable supporting medical documentation shall likely result in the Decision Maker’s denial of

the request. (See Section 3.2.11 - Non-Responsiveness.) 

5 Employees or their representatives should let their supervisor know of any potential delays in providing adequate medical

NPR 3713.1C -- Chapter2

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incorporated into a contract. This document is uncontrolled when printed. Check

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Page 7 of 61 

NPR 3713.1C -- Chapter2 Page 7 of 61 
documentation.

2.1.3 Employees should understand that under Federal law they are not entitled to the

accommodation of their choice, but they are entitled to an effective accommodation that does not

impose an undue hardship on the Agency. 

2.2 Job Applicants

2.2.1 Job applicants may make a reasonable accommodation request to any Agency employee

connected with the Agency’s application process. (See 29 C.F.R. § 1614.203(d)(3)(i)(D) and Section

3.1.2.) 

2.2.2 Job applicants requesting a reasonable accommodation shall be responsible for: 

a. Notifying the Agency employee connected with the Agency’s application process of any disability

or medical condition that may need to be accommodated during this process. The NASA employee

receiving the request is responsible for communicating this request to the Human Resource

Specialist (HRS) identified on the vacancy announcement. The HRS (Decision Maker) is

responsible for determining whether to grant or deny a reasonable accommodation request from a

job applicant. This decision should be made in consultation with the Center DPM. An example

would be a request for sign language interpretation. (See 29 C.F.R. § 1614.203(d)(3)(i)(D); and

Section 3.1.1.) 

b. Completing NF 1699 or its equivalent and seeking assistance from the HRS or Center DPM, as

necessary. (See Appendix F.) If the job applicant does not complete NF 1699 or its equivalent, it

shall be completed by the HRS as prescribed in Section 3.1.8. The job applicant shall be responsible

for promptly reviewing the completed NF 1699 or its equivalent and signing it to acknowledge that

the form accurately reflects the requested accommodation. 6 (See Section 3.1.8.) 

6 All reference to NASA Forms or NFs refers to the forms or their electronic equivalents. NASA Forms are under revision by the

OCIO Information Management Program team, including NF 1699. In the future, this information may be collected using a

different format that will be made available to users. 

c. Participating in the interactive process described in Section 3.2.2 with the HRS regarding his/her

functional limitations and the need for an accommodation. 

2.3 Decision Makers

2.3.1 The Decision Maker shall be responsible for deciding whether to grant or deny a reasonable

accommodation request. For accommodation requests made by employees, the designated Decision

Maker is the employee’s supervisor or manager in the employee’s chain of command. For

accommodation requests made by job applicants, the designated Decision Maker is the HRS

identified on the vacancy announcement. (See Sections 3.1, 3.2 and 3.3.) 7

7 For requests relating to benefits and privileges of employment beyond supervisory control, such as use of fitness centers,

employees should direct their requests to the Center DPM for processing. (See also Section 2.5.3.)

2.3.2 When employees or job applicants orally make a reasonable accommodations request and do

NPR 3713.1C -- Chapter2

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incorporated into a contract. This document is uncontrolled when printed. Check

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Page 8 of 61 

NPR 3713.1C -- Chapter2 Page 8 of 61 
2.3.2 When employees or job applicants orally make a reasonable accommodations request and do

not make the request in writing, the Decision Maker shall be responsible for ensuring that the

reasonable accommodation request is formally documented. The Decision Maker is responsible for

transferring the details of an oral request to NF 1699 or its equivalent, as soon as possible, but no

later than five calendar days from the date the request is received and promptly providing copies of

the NF 1699 or its equivalent to the requestor for review and signature. The processing date of an

oral request in the NF 1699 or its equivalent shall be the date that the request is made by the

employee or applicant. 

2.3.3 Throughout this process, the Decision Maker shall consult with the DPM. The DPM is highly

encouraged to consult with the Center Reasonable Accommodations Team throughout this process,

as appropriate. (See Section 2.8.) 

2.3.4 When a qualified individual with a disability requests a reasonable accommodation, the

appropriate accommodation may be obvious or the individual may suggest a reasonable

accommodation based upon his/her own life experience. When an appropriate accommodation is not

readily apparent, the Decision Maker shall make a reasonable effort to identify one or more

accommodations with the requestor in the interactive process 

2.3.5 The Decision Maker shall engage in the interactive process with employees and job applicants

to discuss the requestor’s limitations and the need for accommodation. The Decision Maker shall

communicate early and periodically throughout the process with individuals who have requested a

reasonable accommodation. This discussion is designed to allow the Decision Maker to determine

whether the employee is a qualified individual with a disability, and if so, what reasonable

accommodation would be appropriate that would not cause an undue hardship to the Agency. (See

Section 3.2.2.) 

2.3.6 The Decision Maker shall promptly notify the requestor in writing of the final decision to grant

or deny the reasonable accommodation request. 8

8 The Agency is only required to accommodate the known physical or mental limitations of a qualified individual with a disability,

unless the Agency can show an undue hardship. Employees must show a nexus between their disability and the need for an

accommodation. 

2.3.6.1 Where an accommodation is granted, the Decision Maker shall notify the requestor in writing

of when and how the accommodation shall be provided. 

2.3.6.2 Where an accommodation is denied, the Decision Maker shall notify the requestor in writing

and provide reconsideration rights, appeal rights, and rights to seek EEO counseling. Note:

Employees and job applicants have the right to contact an EEO counselor at any time during this

process to be advised of their rights. 

2.3.6.3 The Decision Maker shall consider all resources available to the Agency as a whole,

excluding those designated by statute for a specific purpose that does not include reasonable

accommodations. The Decision Maker shall be aware that to deny an accommodation request based

solely on cost is not acceptable when another less costly effective accommodation is available, and

may result in a violation of the Rehabilitation Act of 1973 and NASA policy. (See the EEOC’s

Enforcement Guidance: Reasonable Accommodation and Undue Hardship Under the Americans

with Disabilities Act (October 17, 2002) https://www.eeoc.gov/policy/docs/accommodation.html.) 

2.3.7 The Decision Maker shall consider requests for reconsideration, including any additional

NPR 3713.1C -- Chapter2

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Page 9 of 61 

NPR 3713.1C -- Chapter2 Page 9 of 61 
information provided by the requestor, and issue written decisions on such requests within ten

calendar days of the date that the request for reconsideration was submitted. 

2.3.8 The Decision Maker shall initiate the reasonable accommodations interactive process on their

own initiative without being asked, if the following circumstances exist: 

a. The requestor’s disability and/or medical condition and need for a reasonable accommodation are

obvious to the Decision Maker; 

b. If the Decision Maker knows, or has reason to know, that the requestor is experiencing workplace

problems because of the disability and/or medical condition; or 

c. If the Decision Maker knows, or has reason to know, that the disability and/or medical condition

prevents the requestor from requesting a reasonable accommodation. 

2.3.9 If based on the Decision Maker’s inquiry in Section 2.3.8, the individual with a disability states

that he/she does not need a reasonable accommodation, NASA shall have fulfilled its obligation.

The Decision Maker shall document the interactive discussion and the individual’s confirmation that

he/she does not need a reasonable accommodation and administratively close the case by completing

the NF 1699A or its equivalent, filling in the item pertaining to the reasons for the closure, and

providing a copy of the NF 1699A or its equivalent to the individual and the Center DPM. 9

9 See EEOC Enforcement Guidance: Reasonable Accommodation and Undue Hardship, Q&A No. 40. 

2.4 Associate Administrator for Diversity and Equal

Opportunity 

2.4.1 The Associate Administrator (AA), ODEO, shall be responsible for ensuring the effective

functioning of the reasonable accommodations policy and procedures, including the development

and coordination of information dissemination and training on reasonable accommodations for

managers, supervisors, and employees. 

2.5 Disability Program Managers 

2.5.1 The HQ and Center DPMs shall be responsible for overseeing, coordinating, tracking, and

providing advice on the reasonable accommodations process at the Center level. 

2.5.2 The DPM shall: 

a. Receive and maintain records related to all reasonable accommodation requests from employees,

job applicants, and Decision Makers. 

b. Notify the appropriate Decision Makers immediately when employees or job applicants make

reasonable accommodation request directly to the Center DPM. 

c. Facilitate the implementation of the accommodations process identified in this NPR and provide

technical assistance on this NPR to employees, applicants, managers, supervisors, and stakeholders

in this process. 

d. Process requests relating to the benefits and privileges of employment, such as use of fitness

NPR 3713.1C -- Chapter2

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 10 of 61 

NPR 3713.1C -- Chapter2 Page 10 of 61 
d. Process requests relating to the benefits and privileges of employment, such as use of fitness

centers, and employees should direct their requests to the Center DPM for processing. (See

Appendix A for a definition of benefits and privileges of employment.) 

e. Request and receive medical documentation in support of the reasonable accommodation request,

safeguard the documentation, and shall forward it to the NASA physician for medical evaluation,

when appropriate. (See Sections 2.7; 3.3.1.3.) 

f. Engage the Reasonable Accommodations Team (comprised of Center Subject Matter Experts), as

appropriate. (See Section 2.8.) 

g. Enter data related to reasonable accommodation requests into the NASA electronic tracking

system. 

h. Safeguard the privacy of reasonable accommodation records at all times. (See Section 3.3.4.) 

i. Conduct a periodic review of reasonable accommodation cases, including following up with the

Decision Makers and employees to ensure that the accommodation is effective; to confirm that the

need for the accommodation continues to exist; and to assure that the accommodation is not causing

an undue hardship. 

j. Provide ongoing technical assistance regarding this NPR to employees, applicants, supervisors,

managers, and the Center Reasonable Accommodations Team. 

2.6 Human Resources Specialists (HRS)

2.6.1 Job applicants may make a reasonable accommodation request to any Agency employee

connected with the Agency’s application process. (See 29 C.F.R. § 1614.203(d)(3)(i)(D) and Section

2.2 and 3.1.2.) The NASA employee receiving the request from the job applicant is responsible for

communicating this request to the HRS identified on the vacancy announcement. The HRS is

responsible for determining whether to grant or deny a reasonable accommodation request from a

job applicant. This decision should be made in consultation with the Center DPM. An example

would be a request for sign language interpretation. (See 29 C.F.R. § 1614.203(d)(3)(i)(D) and

Section 3.1.1.) 

2.6.2 The HRS shall ensure that all vacancy announcements include the following statement in

accordance with the U.S. Office of Personnel Management (OPM) guidelines: “Job applicants with a

disability who need a reasonable accommodation for any part of the application or hiring process

should notify the HRS. The decision on granting reasonable accommodations shall be made on a

case-by-case basis.” 

2.6.3 The HRS shall begin the interactive process with individuals offered employment under

Schedule A, or other disability specific hiring authority, inquiring as to whether the employee

requires a reasonable accommodation, prior to reporting to duty. 

2.6.4 The HRS shall notify the Center DPM regarding each request for reasonable accommodation

made by a job applicant or new hire and partner with the DPM to manage every request consistent

with Section 2.6.1 of this NPR. 

2.6.5 In employee requests for reasonable accommodation, the DPM shall consult with the HRS to

assist supervisors and other members of the Center’s Reasonable Accommodation Team in the

reasonable accommodation process, as appropriate based on the scope and the nature of the request. 

NPR 3713.1C -- Chapter2

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incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

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Page 11 of 61 

NPR 3713.1C -- Chapter2 Page 11 of 61 
reasonable accommodation process, as appropriate based on the scope and the nature of the request. 

2.6.6 The HRS shall research vacant, funded positions in support of accommodation cases that

involve reassignment as a potential accommodation. (See Section 6.5.) 

2.7 NASA Physicians

2.7.1 In cases in which a review of medical documentation is determined appropriate, the NASA

physician at each respective Center or a Federal Occupational Health (FOH) consultant 10 shall

review the medical documentation to: 

10 The term "NASA physician" refers to physicians employed by NASA or by a NASA contractor

a. Determine whether the requesting individual is able to perform the specific duties of the job held,

with or without an accommodation. 

b. Provide detailed information on the employee’s functional limitations to assist the Decision Maker

in identifying what types of accommodation(s) would be reasonable and effective. (See Section

3.3.3.3.) 

c. Assist the DPM, the Decision Maker, or the Center Reasonable Accommodations Team in

determining whether the requestor can perform the duties of the job held without posing a direct

threat to the health or safety of himself/herself or others. 

2.8 Reasonable Accommodations Team

2.8.1 This is a team of subject matter experts, including but not limited to the Center DPMs, the

Center EEO Directors, and representatives from various Center stakeholders such as the Human

Resources Office (HRO), Legal, NASA physicians, Office of the Chief Information Officer (OCIO),

Safety and Occupational Health, the Employee Assistance Program, and Facilities. The DPM is

highly encouraged to engage members of this team, as appropriate, based on the scope and nature of

the reasonable accommodations request. 

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

accommodation process must be kept confidential. All members of the Reasonable

Accommodations Team who obtain or receive such information are strictly bound by these

confidentiality requirements and the NASA Privacy Procedural Requirements. (See Section 3.3.3.4.) 

2.8.2 When this team is convened by the DPM to discuss reasonable accommodation requests, this

team shall determine whether supporting reasonable medical documentation is necessary and shall

advise the Decision Maker in determining whether to grant or deny the request. 

2.9 EEO Directors

2.9.1 The Center EEO Director is responsible for: 

a. Providing oversight and direction of Center reasonable accommodations programs and

procedures. 

NPR 3713.1C -- Chapter2

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incorporated into a contract. This document is uncontrolled when printed. Check

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Page 12 of 61 

NPR 3713.1C -- Chapter2 Page 12 of 61 
b. Developing and issuing guidance for the implementation of the reasonable accommodations

procedures. 

c. Providing technical assistance on this NPR to employees, applicants, managers, and supervisors. 

d. Conducting appropriate reviews of complaints relating to reasonable accommodations. 

e. Conducting periodic reviews of the process to ensure compliance with this NPR. 

NPR 3713.1C -- Chapter2

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incorporated into a contract. This document is uncontrolled when printed. Check

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Page 13 of 61 

NPR 3713.1C -- Chapter2 Page 13 of 61 
Chapter 3. The Reasonable Accommodations

Process

3.1 Initiating the Request

3.1.1 Employees may make a request for a reasonable accommodation to: (1) a supervisor or

manager in the individual’s chain of command; (2) the Center EEO Office; or (4) any other

individual designated by the Agency to accept such requests (e.g., the Center DPM). 11 (See 29

C.F.R. § 1614.203(d)(3)(i)(D) and Sections 2.1.) The decision whether to grant or deny an

employee’s reasonable accommodation request is made by the employee’s supervisor or manager in

his/her chain of command (“Decision Maker”) in consultation with the Center DPM. (See Section

2.1.) 

11 For purposes of this NPR, the term "Center DPM" is inclusive of the DPM for NASA Headquarters.

3.1.2 Job applicants may make a reasonable accommodation request to any Agency employee

connected with the Agency’s application process. (See 29 C.F.R. § 1614.203(d)(3)(i)(D) and Section

2.2.) The NASA employee receiving the request is responsible for communicating this request to the

Human Resource Specialist (HRS) identified on the vacancy announcement. The HRS (Decision

Maker) is responsible for determining whether to grant or deny a reasonable accommodation request

from a job applicant. This decision should be made in consultation with the Center DPM. An

example would be a request for sign language interpretation. 

3.1.3 An oral or written request starts the reasonable accommodations process. Oral requests for a

reasonable accommodation shall be processed from the date that the requesting individual makes a

request to the Agency personnel identified in Sections 3.1.1 and 3.1.2. of this NASA Procedural

Requirements (NPR). A request does not have to contain any special words, such as "reasonable

accommodation," "disability," or "Rehabilitation Act." A supervisor, manager, or the DPM should

ask individuals whether they are requesting a reasonable accommodation if the nature of the initial

communication is unclear, but the employee links a request or need for an accommodation to a

medical condition. 

3.1.3.1 Example A: An employee tells her supervisor, "I'm having trouble getting to work at my

scheduled starting time because of medical treatments I'm undergoing." This may be a request for a

reasonable accommodation. 

3.1.3.2 Example B: An employee tells his supervisor, "I need six weeks off to get treatment for a

back problem." This may be a request for a reasonable accommodation. 

3.1.3.3 Example C: A new employee, who uses a wheelchair, informs the employer that her

wheelchair cannot fit under the desk in her office. This is a request for reasonable accommodation. 

3.1.3.4 Example D: An employee tells his supervisor that he would like a new chair because his

present one is uncomfortable. Although this is a request for a change at work, his statement is

insufficient to put the employer on notice that he is requesting reasonable accommodation. He does

not link his need for the new chair with a medical condition. 

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3.1.4 An individual with a disability may request a reasonable accommodation at any time, even if

the existence of a disability has not been previously disclosed. 

3.1.5 A family member, friend, health professional, or other representative may also request a

reasonable accommodation on behalf of a NASA employee or applicant, subject to verification by

the employee or applicant, when able. 

3.1.6 Employees and job applicants are not required to initiate the accommodation request in

writing. It is the Agency’s preference that employees and job applicants, however, complete and

submit NF 1699 or its equivalent, when possible. (See Sec. 2.1.1a(2) and Appendix F.) 

3.1.7 If an employee or job applicant makes an oral accommodation request, the Decision Maker

shall transfer the request to NF 1699 or its equivalent, as soon as possible, but no later than five

calendar days from the date the request is received. The Decision Maker shall then request the

employee or applicant to promptly review the completed form and sign it, acknowledging that it

accurately represents the employee’s or applicant’s request. 

3.1.8 For reasonable accommodations needed on a repeated basis (e.g., the assistance of sign

language interpreters or readers), the NF 1699 or its equivalent should only be completed for the

initial request and should clarify that the accommodation is needed on a continuing basis. 

3.2 Processing the Request 

3.2.1 Timeframes. The supervisor shall process accommodation requests and provide

accommodations as expeditiously as possible. Failure to comply with the processing timeframes

identified throughout these procedures may result in a violation of the Rehabilitation Act of 1973

and NASA policy. 

3.2.1.1 NASA’s goal is that reasonable accommodation requests, if approved, shall be provided

within 30 calendar days of the date the request was made, unless there are extenuating

circumstances. However, the Agency recognizes that requests that need medical documentation or

involve other extenuating circumstances may take longer. (See Appendix C, Section C.3.) 

3.2.1.2 If extenuating circumstances exist, every effort should be made to ensure prompt processing,

such that processing time does not extend beyond 60 calendar days. In such cases, the Center DPM

should inform the Agency DPM of the delay for tracking purposes and document the delay in the

Agency’s Reasonable Accommodations Management System (RAMS). (See Appendix C, Section

C.3.) 

3.2.2 The Interactive Process. The supervisor and the employee requesting the accommodation shall

engage in an interactive discussion, or process, to determine whether the employee is a qualified

individual with a disability, and if so, what reasonable accommodation would be appropriate that

would not cause an undue hardship to the Agency. This means that the individual requesting the

accommodation and the supervisor shall communicate, preferably by discussing the request, the

potential accommodations, and how the requested accommodation shall enable the requester to

perform the essential functions of the job. The Center DPM will facilitate this process. (See Section

2.5 and 3.2.4.) 

3.2.3 Initial Supervisory Steps 

3.2.3.1 Within two calendar days of receipt of the request, the supervisor shall acknowledge the

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request in writing and respond to the requestor by explaining that he/she shall be the deciding

official on the request. Within this timeframe, the Decision Maker shall also notify the DPM of the

request. 

3.2.3.2 Within five calendar days of receipt of the request, the supervisor shall complete an NF 1699

or its equivalent, which shall be provided to the requestor for signature if the request is made in an

alternate format. (See Section 3.1.7.) 

3.2.3.3 Within ten calendar days of receipt of the individual’s request, the Decision Maker shall have

an initial discussion with the employee and/or his/her representative to discuss the processing of the

request. The Decision Maker shall also notify the Center DPM of the request. The DPM shall notify

the employee or applicant that supporting reasonable medical documentation is needed to process

the request. 

3.2.4 Communication as Priority. Communication is essential throughout the entire process. This

means that the applicant or employee requesting the accommodation should also participate, to the

extent possible, in helping to identify effective accommodations that are related to the application or

selection process and/or the essential functions of the job. Resources available to help both the

Decision Maker and the individual requesting the accommodation are listed in Appendix E. As part

of the interactive process, the supervisor (or HRS) and the employee (or applicant) requesting the

reasonable accommodation shall communicate to ensure a full exchange of relevant information. 

3.2.5 Third Party Requests. Prior to proceeding, the supervisor should, if practicable, confirm that

the individual with the disability does, in fact, want a reasonable accommodation. For example, it

may not be practicable to confirm the request if the individual has been hospitalized with an acute

condition. 12 In this situation, the Decision Maker shall process the third party’s request to the

extent possible and consult directly with the individual needing the accommodation as soon as it is

practicable. 

12 The employee should still be able to perform the essential functions of the job. 29 CFR § 1630.2(n). 

3.2.6 Case-by-Case Basis. Every reasonable accommodation request is processed on a case-by-case

basis. Where the disability, the need for accommodation, and the type of accommodation to be

provided are clear, extensive discussions may not be necessary. The accommodation that suits one

individual may not be suitable for another individual with the same disability. 

3.2.7 Cases In Which Medical Documentation Is Needed. In more complex cases, such as those

cases in which a disability and/or the need for reasonable accommodation are not obvious or

otherwise known to the DPM, the DPM shall seek additional information or clarification from the

individual requesting the accommodation. The DPM is highly encouraged to engage the Center

Reasonable Accommodations Team in complex cases of this nature, as appropriate. (See Section

3.3.) 

3.2.7.1 Examples where additional information is reasonably required include the following: where

the specific limitations, problems, or barriers are unclear; where there is more than one disability;

where an effective accommodation is not obvious; or where the parties are identifying different

possible reasonable accommodations. 

3.2.7.2 In such cases, the Decision Maker, through the DPM, may require supporting reasonable

medical documentation from the individual regarding the disability and any functional limitations

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NPR 3713.1C -- Chapter3 Page 16 of 61 
which are related to the essential functions of the job. (See Section 3.3; Appendix A for definition of

“reasonable medical documentation.”) The reasonable medical documentation should come from an

appropriate health care or rehabilitation professional. 

3.2.7.3 When additional medical information is reasonably necessary, the 30 calendar day time

requirement for processing requests for reasonable accommodations shall be put on hold until the

medical documentation is received. 

3.2.8 Expedited Processing. In certain circumstances, a request for reasonable accommodation

requires an expedited review and decision in a timeframe that is shorter than 30 calendar days. (See

Appendix A, “Expedited Processing” definition.) 

3.2.9 Interim or Partial Accommodations. If the reasonable accommodation shall be delayed and the

facts and circumstances make it reasonably likely that the employee shall be entitled to a reasonable

accommodation, the Decision Maker shall provide the requesting individual an interim or partial

accommodation, absent undue hardship. (See Section 3.2.1.2; Appendix A, “Extenuating

Circumstances” definition; Appendix C, Sections C.3. and C.4.) 

3.2.10 When a reasonable accommodation can be provided in less than the maximum time permitted

under this NPR for processing when extenuating circumstances exist (60 calendar days), failure to

provide the accommodation in a prompt manner may result in NASA’s violation of the

Rehabilitation Act. (See Section 3.2.1.2.) 

3.2.11 Non-Responsiveness 

3.2.11.1 To the extent that the Decision Maker fails to respond to a request for reasonable

accommodation within the prescribed timeframes (see Section 3.2.1), this may constitute a “denial”

of reasonable accommodation. In such cases, employees may appeal this “denial” to their

second-level supervisor. (See Section 3.6, regarding appeals of denials of reasonable

accommodation.) 

3.2.11.2 To the extent that an employee who has requested a reasonable accommodation becomes

non-responsive during the process, that is, does not respond to requests for requested documentation

after repeated attempts or otherwise fails to continue the interactive discussion, absent extenuating

circumstances, the Center DPM shall make reasonable efforts to contact the employee and determine

the reasons for the employee’s non-responsiveness. (See Section C.3.) If the employee remains

non-responsive 60 calendar days after the original request, the supervisor shall administratively

close the case by completing the NF 1699A or its equivalent filling in the item pertaining to the

reasons for the closure, and providing a copy of the NF 1699A or its equivalent to the employee. 13

13 If the request is administratively closed for non-responsiveness, the non-responsive 

3.2.12 Confidentiality. The supervisor or any other NASA official who receives information in

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

request with only those Agency officials with a need to know the information. The supervisor should

notify the Center DPM to obtain guidance to ensure that the proper confidentiality procedures have

been followed. Under the Rehabilitation Act, medical information obtained in connection with the

reasonable accommodation process must be kept confidential. All NASA employees or stakeholders

associated with this process who obtain or receive such information are strictly bound by these

confidentiality requirements. (See also Section 3.3.4.) 

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3.3 Processing When Medical Information Is Required

3.3.1 Requesting and Obtaining Medical Information 

3.3.1.1 The DPM shall consult with the Reasonable Accommodations Team to determine whether it

is necessary to obtain medical information to assess whether the requesting individual has a

disability and/or to identify the requesting individual's functional limitations consistent with rules of

construction set forth under 42 U.S.C. § 12101 et seq. and 29 CFR § 1630. (See Appendix A,

“Reasonable Accommodation Team” and “Substantially Limits” definitions.) 

3.3.1.2 In cases where medical documentation is necessary, the DPM shall: 

a. Make such request in writing to the requesting individual as soon as possible after receipt of the

request for reasonable accommodation. 

b. The written request shall describe the nature of the job and the essential functions the individual is

expected to perform. Additionally, the request shall include a copy of the individual’s position

description, any other relevant information about his/her job duties, and a limited medical release.

(See Sections 3.3.1.4(b), C.5.) 

c. The types of medical documentation that may be requested in connection with a request for

reasonable accommodation include: 

(1) The diagnosis; 

(2) The nature of the limitations imposed by the individual’s impairment, for example, the condition,

manner, duration, or severity of the individual's impairment; 14

14 See 29 CFR § 1630.2(j)(4)(ii), stating: "Consideration of facts such as condition, manner, or duration may include, among

other things, consideration of the difficulty, effort, or time required to perform a major life activity; pain experienced when

performing a major life activity; the length of time a major life activity can be performed; and/or the way an impairment affects the

operation of a major bodily function.")

(3) The activity or activities limited by the impairment; and 

(4) The reason(s) supporting the request for reasonable accommodation or the particular reasonable

accommodation requested – specifically, how the reasonable accommodation would assist the

individual in the position, or position applied for, to perform the essential functions of the job, or to

enjoy a benefit of the workplace. 15

15 See EEOC Policy Guidance on Executive Order 13164, Questions 17-18. 

d. Explain to the individual requesting the reasonable accommodation that the failure to timely

provide medical information or documentation or to cooperate with NASA's efforts to obtain such

documentation may result in a delay in processing the request for reasonable accommodation and

ultimately may result in a denial of the requested reasonable accommodation. 

e. Ensure consistency with requirements under the Genetic Information Nondiscrimination Act

(GINA) of 2008, 42 U.S.C. § 2000ff et seq., such that all requests for medical information warn the

employee and/or health care provider from whom the information is requested not to provide genetic

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NPR 3713.1C -- Chapter3 Page 18 of 61 
employee and/or health care provider from whom the information is requested not to provide genetic

information including family medical history. 16 (See Section C.6.) 

16 29 CFR § 1635.8(b)(1)(i)(A)-(D). 

f. Ensure that the individual knows all records pertaining to the request for reasonable

accommodation are protected by the Privacy Act. (See Section 3.3.3.4.) 

3.3.1.3 The DPM shall safeguard the medical documentation and forward the medical

documentation to the NASA physician responsible for review, if a review by a NASA physician is

necessary. (See Section 3.3.3.) 

3.3.1.4 If the medical documentation provided by the requestor is insufficient to allow the

supervisor, with appropriate consultation with the DPM and the Reasonable Accommodations Team,

to make an informed decision about whether to grant or deny the request, the Decision Maker may

request supplemental documentation through the DPM. The following applies to requests for

supplemental documentation: 

a. The DPM shall request this information in writing, explaining to the individual seeking the

reasonable accommodation, in specific terms, why the information provided is insufficient or

incomplete, what additional information is needed, and why it is necessary for a determination on

the reasonable accommodation request. 

b. The DPM may ask the individual to sign a limited release authorizing a NASA physician to

contact her or his health care provider directly and/or submit a list of specific questions to the

individual's health care professional if not already submitted with the initial request. 

c. If the medical documentation provided by the requester does not result in sufficient information,

NASA may require the requester to go to a health care provider of NASA's choice at NASA's

expense. 17 Consideration should be given to providing the employee interim or partial reasonable

accommodations during the time the additional documentation is being obtained. 

17 See EEOC: Practical Advice, "Drafting Tips: Address how and when to obtain review by the agency's own medical expert."

17-18.

d. The DPM is highly encouraged to consult with the Reasonable Accommodations Team throughout

this process, as appropriate. 

3.3.2 Timeframes Related to Medical Information 

3.3.2.1 If the DPM must request medical documentation from the individual requesting the

accommodation, the timeframe shall stop on the day that the DPM makes a request to the individual

to obtain medical information, and shall resume on the day that the information/documentation is

received by the DPM. 

3.3.2.2 After the DPM receives the medical information provided by the requestor or his/her

physician, the DPM shall review it and determine, in consultation with the Center Reasonable

Accommodations (RA) Team, whether it establishes that the requestor has a disability that

necessitates a reasonable accommodation or whether it warrants review by a NASA physician. If the

DPM determines that a review by a NASA physician is necessary, the NASA physician shall review

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NPR 3713.1C -- Chapter3 Page 19 of 61 
and evaluate the medical documentation. Once the review is completed, the NASA physician shall

notify the DPM and shall contact the requesting individual's physician if necessary. (See Appendix

A for definition of “reasonable medical documentation.”) 

3.3.2.3 The Decision Maker shall make a determination on the request for reasonable

accommodation in writing as soon as possible, but not later than 30 calendar days (or 60 calendar

days in extenuating circumstances). 

3.3.3 Evaluating Medical Documentation 

3.3.3.1 Once the requisite medical documentation is received by the DPM, if necessary, a NASA

physician shall evaluate it. 

3.3.3.2 The evaluation shall be conducted at NASA's expense. 

3.3.3.3 The NASA physician shall review the medical documentation to: 

a. Determine if it is sufficient for the Agency to decide whether the individual has a disabling

medical condition; 

b. Provide detailed information on the employee’s medical limitations to assist the supervisor in

identifying what types of accommodation(s) would be reasonable and effective; and 

c. Determine whether the requestor can perform the duties of the job held without posing a "direct

threat" to the health or safety of himself/herself or others. 

3.3.3.4 In general, it is not necessary for the NASA physician to inform the supervisor of the specific

medical condition, including diagnosis, but Decision Makers do need to know the individual’s

functional limitations. Medical diagnoses are considered private and confidential and shall be

disclosed to the supervisor only with the employee’s approval. 

3.3.4 Confidentiality of Medical Information 

3.3.4.1 All medical information obtained in connection with the reasonable accommodation process

shall be kept confidential and only shared on a need-to-know basis. (See NASA 10EEOR and

10RAR, Privacy Act System of Records Notices for Equal Opportunity Records and Reasonable

Accommodation Records,

https://www.nasa.gov/content/nasa-privacy-act-system-of-records-notices-sorns.) 

a. Accordingly, all medical information obtained in connection with the reasonable accommodation

process shall be securely kept by the Center DPM in files separate from the individual's personnel

file. 

b. Appropriate steps shall be taken by the Decision Maker to ensure consistency in accordance with

requirements under 42 U.S.C. § 2000ff et seq. and 29 CFR Part 1635. (See Appendix C.) 

c. Any authorized NASA employee who obtains or receives such information is subject to the

restrictions and requirements under 5 U.S.C. § 552a. 

3.3.4.2 Individuals and organizations to which information may be disclosed can include, but are not

limited to: 

a. Supervisors and managers who need to know about necessary restrictions on the work or duties of

the employee's position or the position for which the applicant has applied, and about the reasonable

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NPR 3713.1C -- Chapter3 Page 20 of 61 
accommodation(s); 

b. Emergency Preparedness, First Aid, and Occupational Health and Safety personnel, if the

disability may require emergency treatment or assistance with building evacuation during

emergencies; 

c. Federal Government officials who need the information to determine the Agency's compliance

with applicable law; or 

d. NASA contractors with a need to know, such as NASA physicians working under contract for the

Agency who are not Agency officials. 

3.3.4.3 Whenever medical information is disclosed, the individual disclosing the information shall

inform the recipient(s) of the information that they are strictly bound by the requirements of 5

U.S.C. § 552a. 

3.3.4.4 All correspondence protected under 5 U.S.C. § 552a and NPR 1450.10 shall have a NF

1534, Privacy Act Cover Sheet, and contain the statement, "Privacy Act Warning Document" on the

top of the document, outside the document package, or as a cover sheet for the correspondence. If

NF 1534 is unavailable, the records being protected by the Act shall be identified by using the

wording in NF 1534 and transmitted under the Privacy Act cover sheet. 

3.3.4.5 All transmissions, electronic and paper, regarding a reasonable accommodations request shall

be encrypted, in conformance with NASA policies, NPR 1382.1 (NASA Privacy Procedural

Requirements) and NPR 2810.1 (Security of Information Technology). 

3.4 Granting the Reasonable Accommodation Request

3.4.1 Upon determining that a reasonable accommodation will be provided, the Decision Maker

shall immediately communicate the decision orally and subsequently in writing using NF 1699A or

its equivalent (see Appendix F) to the requestor within five calendar days of approval. 

3.4.2 When the Decision Maker denies a specific requested accommodation, but offers to provide a

different one in its place, which was not agreed to during the interactive process, the NF 1699A or

its equivalent should be updated to 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 an effective alternative. 

3.4.3 Funding to support the provision of reasonable accommodation is a Center/Installation

determination, made consistent with requirements in this NPR. 

3.4.4 Reasonable accommodations that can be requested include, but are not limited to, the

following: 

a. Making existing facilities accessible; 

b. Restructuring the job; 18

18 NASA is under no obligation to eliminate essential job functions of an employee's position or provide the employee with a new

supervisor.

c. Utilizing part-time or modified work schedules (e.g., telework, etc.); 

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NPR 3713.1C -- Chapter3 Page 21 of 61 
c. Utilizing part-time or modified work schedules (e.g., telework, etc.); 

d. Adjusting or modifying tests, training materials, or policies; 

e. Providing qualified readers and interpreters; 

f. Acquiring or modifying equipment, technology, or furniture; or 

g. As a last resort, reassigning an individual to a vacant position for which the employee is qualified. 

3.5 Denying the Request for Reasonable Accommodation

3.5.1 Reasons for the denial of a request for reasonable accommodation may include, but are not

limited to, the following: 

a. It is determined, based on the interactive process and in consultation with relevant subject matter

experts, for example, the Reasonable Accommodations Team, the requested reasonable

accommodation would not be reasonable and/or effective; 19

19 EEOC Policy Guidance on Executive Order 13164, Section B (Processing Requests for Reasonable Accommodation),

Questions 10-11. 

b. Providing the requested accommodation would result in undue hardship to the Agency; 

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 elimination of an essential function of the

position; 

e. The requested accommodation would require the lowering of a performance standard (e.g., safety,

quality, reliability, etc.); or 

f. The requested accommodation would pose a direct threat to the health or safety of the individual

or others that cannot be eliminated or reduced by reasonable accommodation. (See also Appendix A,

“Direct Threat” definition.) 

3.5.2 Before denying the request, the Decision Maker shall consult with the DPM and the EEO

Director to determine whether other effective reasonable accommodations exist that would not

impose an undue hardship and, therefore, can be provided. 

3.5.3 When evaluating budgetary or administrative concerns to determine if undue hardship exists,

the Decision Maker, in consultation with the Center DPM, shall follow the regulatory standards in 29

CFR § 1630.2(p)(2). 

3.5.4 If the supervisor denies the reasonable accommodation request, the supervisor shall promptly

communicate this decision to the requester and complete NF 1699A or its equivalent. The supervisor

shall also provide a copy of the written denial to the individual who made the request and to the

DPM. 

a. In cases where an alternate format is appropriate, the information in NF 1699A or its equivalent

shall be provided in the relevant format. 

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b. The explanation for the denial shall be written in plain language, clearly stating the specific

reasons for the denial (e.g., why the reasonable accommodation would not be effective or why it

would result in undue hardship). 

3.5.5 Notification of Denial 

3.5.5.1 For any notification of denial of a request for reasonable accommodation, the Decision

Maker shall inform individuals of their right to: 

a. Engage in informal dispute resolution, including the right to request for reconsideration and appeal

to a manager in their chain of command (see Section 3.6), and 

b. Contact the EEO Office at the respective NASA Center within 45 days of receipt of the written

notice of denial, in accordance with 29 CFR § 1614.105(a)(1). 

3.5.5.2 If an employee elects to seek reconsideration and appeal of the denial, the 45-day time period

to contact the EEO Office is suspended until the final disposition of the request. 

3.6 Reconsiderations and Appeals

3.6.1 Within ten calendar days, individuals may request reconsideration of a denial of reasonable

accommodation to the Decision Maker or a manager in their chain of command. Additional

information may be presented to support this request. 

3.6.2 The Decision Maker shall make a determination on the request for reconsideration and notify

the employee in writing within ten calendar days of receiving the request, absent extenuating

circumstances. (See Appendix A, “Extenuating Circumstances” definition; see also Section C.3.) 

3.6.3 If the request for reconsideration is denied, employees may appeal the denial within ten

calendar days of receipt of denial to a manager in the individual’s chain of command. Additional

information may be provided to the manager in support of the appeal. 

3.6.4 The manager in the individual’s chain of command shall make a determination on the appeal

and notify the employee in writing within ten calendar days of receiving the request, absent

extenuating circumstances. 

3.6.5 Individuals have the right to contact an EEO Counselor at any stage of the process. With

regard to timeliness, an individual should contact the respective NASA Center EEO Office within 45

days of receipt of written notice of any decision issued at any stage of the process, in accordance

with 29 CFR § 1614.105(a)(1). 20

20 See also Section 3.2.10(a) for situations in which a supervisor is non-responsive. 

3.7 Annual Assessment of Approved Accommodation. 

3.7.1 The assessment process is intended to allow the Agency to ensure that a previously granted

accommodation continues to be effective, appropriate, and does not cause an undue burden to the

overall operation of the Agency or its operating components. 

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3.7.2 The annual assessment shall be conducted by each Center DPM. 

3.7.3. The assessment shall take into account the following factors: 

a. any change in the work environment; 

b. any change in business systems, operations, and mission; 

c. any change in the essential function of the position held; 

d. any change in the employee's medical condition; 

e. new IT technology and/or device that can meet the need; and 

f. any other factors that are deemed relevant and appropriate for this purpose. 

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Chapter 4. Statutory and Collective

Bargaining Claims

4.1 Relationship with Statutory and Collective Bargaining

Protections 

4.1.1. This NPR is in addition to statutory and collective bargaining protections for individuals with

disabilities qualified to perform the essential functions of a job, with or without reasonable

accommodation, and the remedies they provide for the denial of requests for reasonable

accommodation. Requirements governing the initiation of statutory and collective bargaining claims,

including timeframes for filing such claims, remain unchanged. 

4.2 Statutory Anti-Discrimination Remedies 

4.2.1 Individuals who choose to pursue statutory anti-discrimination remedies for denial of a request

for reasonable accommodation should contact an EEO counselor at their respective installation

within 45 days from the date of receipt of a written notice of denial or denial of appeal that has been

issued at any stage of this process. 21 (See 29 C.F.R. § 1614.105(a)(1).) 

21 See also Section 3.2.10(a) for situations in which a supervisor is non-responsive. 

4.3 EO Supervisory Recusals 

4.3.1 NASA EO Directors or designees shall recuse themselves from the processing of their

employees’ informal and/or formal EEO complaints on the same reasonable accommodation matter

that the EO Directors or designees decided. 

NPR 3713.1C -- Chapter4

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Page 25 of 61 

NPR 3713.1C -- Chapter4 Page 25 of 61 
Chapter 5. Records Maintenance and

Reporting

5.1 Records Maintenance

5.1.1 The NASA Center's EO Director/Officer, through the DPM, shall maintain custody of all

records obtained or created during the processing of a request for reasonable accommodation with

the exception of medical records (see Section 5.1.2) and Agency attorney work products (maintained

by the Office of the General Counsel or the Center Office of the Chief Counsel). Decision Makers

shall not maintain any documentation related to the reasonable accommodations process in an

employee’s official personnel file or an applicant’s interview file. 

5.2 Reasonable Accommodation Reporting 

5.2.1 ODEO shall prepare an annual report no later than October 31st of each calendar year,

containing the following information, presented in the aggregate: 

a. The number and type of reasonable accommodations, by job type, that have been requested by job

applicants in the Agency’s application process and whether those requests have been granted or

denied; 

b. The number and type of reasonable accommodations, by job type, requested by employees; 

c. The number and type of reasonable accommodations approved, by job type, and the number of

reasonable accommodations, by job type, that have been denied; 

d. The number of requests that required supporting medical information; 

e. Reasons for denial of requests identified in Section 5.2.1.3; 

f. Number and type of reasonable accommodations requested related to benefits or privileges of

employment; 

g. Amount of time (in calendar days) taken to process requests, including the time it takes for the

employee to provide the requested information; 

h. Sources of technical assistance consulted; and 

i. Numbers of new managers and supervisors trained. 

5.2.2 In addition, the report shall provide a qualitative assessment of the reasonable accommodation

program, including any recommendations for improvement of NASA's reasonable accommodation

policies and procedures to be utilized in NASA EEO strategic planning, such as the Model EEO

Plan. Qualitative assessment may include analysis and recommendations based on such factors as: 

a. Focus groups of individuals who have participated in the process, to learn more about their

experiences with and perceptions of the process. 

b. Responses to relevant questions on the EO Functional Review Customer Satisfaction Survey and

NPR 3713.1C -- Chapter5

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Page 26 of 61 

NPR 3713.1C -- Chapter5 Page 26 of 61 
the Diversity and Inclusion Assessment Survey. 

c. Course evaluations of reasonable accommodation training. 

d. Reporting of analytics (e.g., number of page views) for online technical assistance and training

tools relating to the provision of reasonable accommodations. 

5.3 Conformity with NASA Records Management Policy

5.3.1 ODEO and Center EO Offices shall maintain and safeguard all records and documents

following the requirements provided in NPR 1441.1. This includes proposing changes to current

retention schedules and developing new retention schedules when necessary. 

NPR 3713.1C -- Chapter5

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NPR 3713.1C -- Chapter5 Page 27 of 61 
Chapter 6. Types of Reasonable

Accommodations

The types of actions that can be taken in connection with reasonable accommodations can best be

determined on a case-by-case basis, taking into consideration the employee, his/her specific

disability and the resulting limitations, the essential duties of the particular job, the work

environment, and the feasibility of the proposed accommodation. Reasonable accommodations may

include, but are not limited to, the following: 

6.1 Personal Assistance Services (PAS)

6.1.1. Background. On January 3, 2017, the Equal Employment Opportunity Commission (EEOC)

amended the regulations implementing Section 501 of the Rehabilitation Act of 1973 (Section 501),

the law that prohibits the Federal Government from discriminating in employment on the basis of

disability and requires it to engage in affirmative action for people with disabilities. As part of the

Agency’s obligation to engage in affirmative action, Federal agencies are required by the new

regulations to provide Personal Assistance Services (PAS), in addition to reasonable

accommodations, to employees who need them because of certain disabilities. See 29 C.F.R. §

1614.203(d)(5). PAS are services that help individuals who, because of certain targeted disabilities,

require assistance to perform basic activities of daily living, such as eating and using the restroom, to

fully participate in the workplace. Beginning on January 3, 2018, Federal agencies are required to

provide PAS to both existing and new employees with targeted disabilities regardless of when the

employee was hired, provided the employee meets the criteria for PAS. 

6.1.2 PAS is defined as assistance in the work environment with performing activities of daily living

that an individual with targeted disabilities would typically perform if he/she did not have a

disability and that is not otherwise required as a reasonable accommodation (e.g., providing

assistance with removing and putting on clothing, eating, using the restroom, getting into or out of a

vehicle at the worksite). 

6.1.3 Targeted disabilities are a subset of conditions that would be considered disabilities under the

Rehabilitation Act and for which qualified individuals with certain disabilities (e.g., such as

blindness, deafness, paralysis, cerebral palsy, convulsive disorders, and mental illnesses, among

others) have faced significant barriers to employment that are above and beyond the barriers faced

by people with the broader range of disabilities. (See the Office of Personnel Management,

Self-Identification of Disability Form (SF 256, Oct 2016) for a complete list of targeted disabilities.) 

6.1.4 PAS is provided, in addition to reasonable accommodations, to employees with targeted

disabilities as defined by EEOC unless doing so would impose an undue hardship on the Agency. 22

The Agency’s process for requesting PAS, the process for determining whether such services are

required, and the Agency's right to deny such requests when provision of the services would pose an

undue hardship, is identical to the interactive accommodation process described in Chapter 3. 

22 The term "targeted disability" is defined in Appendix A.

6.1.5 PAS do not help employees with targeted disabilities perform their specific job functions, such

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Page 28 of 61 

NPR 3713.1C -- Chapter6 Page 28 of 61 
6.1.5 PAS do not help employees with targeted disabilities perform their specific job functions, such

as services required as a reasonable accommodation to help an individual perform job-related tasks.

For example, services provided as a reasonable accommodation, but not PAS, are sign language

interpreters who enable individuals who are deaf to communicate with coworkers and readers who

enable individuals who are blind or have learning disabilities to read printed text. These services are

required as reasonable accommodations if the individual needs them because of a disability and

providing them does not impose undue hardship on the Agency. 

6.1.6 As noted above, the provision of PAS for activities of daily living is not considered a

reasonable accommodation, but PAS requests are processed like accommodation requests. An

employee with a targeted disability may request PAS by informing his/her immediate supervisor or

the DPM that he/she needs assistance with daily life activities because of a medical condition. The

employee does not need to mention Section 501 or the EEOC's regulations explicitly, or use terms

such as "PAS" or "affirmative action" to trigger the Agency's obligation to consider the request. 

6.1.7 When an employee makes a request for PAS, the interactive process described in Chapter 3 is

initiated. 

6.1.8 PAS is only provided to an employee if all of the following criteria are met: 

a. The individual is an employee of the Agency; 

b. The individual has a targeted disability; 

c. The individual requires the services because of his/her targeted disability 23 ; 

23 Not all employees with a targeted disability are entitled to PAS. Generally, such assistance is only necessary when it is obvious

that an employee has a targeted disability (e.g., paralysis or missing limbs) and requires assistance with basic activities, such as

eating and using the restroom. In these situations, the Decision Maker may not require the individual to provide medical

documentation in support of their request. However, to determine whether a requesting individual is entitled to PAS and, if so, the

nature of the required services, the DPM should ask the employee what types of PAS he/she needs using the same type of

informal, interactive process used for reasonable accommodations. (See Chapter 3 - The Reasonable Accommodations Process.) 

d. The individual shall be able to perform the essential functions of his/her job, without posing a

direct threat to safety, once PAS and any required reasonable accommodations have been provided;

and 

e. Providing PAS shall not impose undue hardship on the Agency. 

6.1.9 The Agency is not required to provide medical care, for example, performing medical

procedures (e.g., administering shots) or medical monitoring (e.g., monitoring blood pressure). 

6.1.10 The Agency recognizes the sensitive nature of these personal services and any requests for

personal care can be discussed in a confidential consultation with the employee’s supervisor or the

DPM. 

6.1.11 The individual who provides PAS is referred to as a Personal Attendant (PA). The Agency

may use Federal employees, independent contractors, or a combination of employees and

contractors as a PA. The PA shall not perform any of the employee’s essential or non-essential

duties. 6.1.12 NASA employees should not independently provide PAS for a co-worker, unless

approval has been provided by the supervisor in consultation with the Center EEO, HR, and legal

offices. 

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NPR 3713.1C -- Chapter6 Page 29 of 61 
6.1.13 If the employee prefers a particular provider (e.g., because the provider has worked with the

employee in the past), the Agency shall give primary consideration to the employee's choice to the

extent permitted by law. It may not, however, be possible to honor the employee’s preferences in all

cases. 

6.1.14 An employee may request permission to bring his/her own PAS provider to work as a

reasonable accommodation if the employee does not request that the Agency assume the cost of

providing the services. If the employee wants the Agency to assume the cost of providing the

services, however, the Agency may have reasons to choose a different provider. 

6.1.15 Once the PAS services have been put in place, an employee shall notify their supervisor or

the DPM if there are any changes needed to the services. The supervisor or DPM shall work with the

employee to address the needed changes. Changes in the type, manner, or frequency of service

cannot be made without consultation with and approval of the DPM. 

6.1.16 When the Agency's assignment of work-related travel results in an employee's inability to

rely on his/her usual source of PAS, the Agency shall provide PAS during that work-related travel as

a reasonable accommodation, unless doing so would impose an undue hardship on the Agency.

Additionally, even if an employee's usual PAS provider is available during work-related travel, the

Agency shall pay any additional costs related to providing PAS while on travel, such as

transportation costs for the PAS provider, as a reasonable accommodation. 

6.1.17 When an employee who has been approved to receive PAS makes a new request for PAS as

an accommodation while on travel, the interactive accommodation process described in Chapter 3 is

initiated. Subsequent requests by the same employee shall be reviewed for any changes, and if there

are any changes, the description of the reasonable accommodation provided shall be updated. 

6.1.18 Putting PAS in place for an employee on official government travel requires sufficient lead

time prior to the date of travel. Once the analysis and interactive process has taken place and the

services are agreed upon, the vendor shall put the services in place in compliance with the terms of

the agreement. 

6.1.19 The employee shall notify the DPM immediately if there are any changes to the travel

itinerary or the services requested. The DPM shall work with the employee and PAS provider to

address these changes. 

6.1.20 The Agency has the discretion to authorize the use of its funds for payment of salary and

other necessary expenses that may be incurred by a family member or PA, who accompanies an

employee with a disability on official travel, and who meets the identified criteria for PAS in Section

6.1.6. Any action taken under this section of the NPR by the Decision Maker shall be taken in

coordination with the Center’s Chief Financial Office. 

6.1.21 Each trip taken by an employee is considered a unique event and is carefully considered to

determine how to best provide an accommodation. For example, one trip might involve a single

overnight stay and accommodation, while another might involve multiple weeks of travel and

accommodations. 

6.2 Travel Accommodations

6.2.1 The Agency’s travel accommodations are provided in “Travel Requirements” (NPR 9710.1),

which covers travel accommodations for individuals with disabilities and special needs based on the

NPR 3713.1C -- Chapter6

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NPR 3713.1C -- Chapter6 Page 30 of 61 
Government-wide travel regulation (41 C.F.R. § 301-70.400). (See NPR 9710.1.) 

6.3 Parking

6.3.1 Under the Federal Management Regulations (FMR), employees with severe disabilities have

first priority for employee parking spaces in federally controlled areas. 41 CFR § 102–74.285 and 41

CFR § 102–74.305. Therefore, Federal agencies such as NASA shall assign available parking spaces

to employees with severe disabilities first. The FMR defines “severe disability” as a severe,

permanent impairment that for all practical purposes precludes the use of public transportation, or an

employee who is unable to operate a car as a result of permanent impairment, or who is driven to

work by another individual. At NASA, parking spaces may also be for employees and job applicants

with disabilities, permanent and temporary, that don’t qualify as severe under the FMR, based on the

availability of parking spaces at a facility. 

6.3.2 Reasonable accommodations for parking may include an assigned parking space that is: 

a. Close to the entrance of the building; 

b. On an accessible route; 

c. Close to the employee’s office; 

d. Next to an access aisle to allow the employee to exit the vehicle; 

e. In an otherwise first-come, first-served parking lot; 

f. Available for a van with a wheelchair ramp or lift; and/or 

g. Covered or inside. 

6.3.3 Making a Request. Under most circumstances, an employee should submit a written request

for a parking reasonable accommodation using NF 1699 - Reasonable Accommodations Request

Form (Appendix F) or its equivalent to the DPM. To receive guidance relating to functional

limitations or alternatives based on the type of disability, the DPM shall consult with the NASA

Physician and the building/parking office, when appropriate. 

6.3.4 In accordance with Section 2.5.3 of this NPR, the DPM in consultation with the

building/parking office shall process parking-related accommodations. The employee may be

required to provide medical documentation or additional information consistent with Chapter 3 of

this NPR. 

6.3.5 Payment for Parking. If employees are generally required to pay for parking, individuals with

disabilities who receive a parking priority or reasonable accommodation are also required to pay

such fees. 

6.4 Building Facility Accommodations

6.4.1 The Architectural Barriers Act (ABA) of 1968 requires that buildings or facilities that were

designed, built, or altered with Federal dollars or leased by Federal agencies be accessible. 

6.4.2 The procedures for processing a request relating to the accessibility of a NASA facility shall

follow the interactive accommodation process described in Chapter 3 of this NPR. 

NPR 3713.1C -- Chapter6

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NPR 3713.1C -- Chapter6 Page 31 of 61 
6.4.3 This type of accommodation is available to NASA employees and in certain instances

contractors who may be located in premises owned and/or operated by NASA. In the event that an

individual has a reasonable accommodations request that requires making physical changes to a

NASA building or work space utilized by that individual, the individual shall make the request

directly to the DPM. The DPM shall collaborate with the appropriate building facility office and the

contractor employer, as appropriate under the circumstances, to review the request. The EEO

Director shall be consulted before any decision is made regarding the accommodations request. 

6.4.4 The individual may be required to provide medical documentation or additional information

consistent with Chapter 3 of this NPR. 

6.4.5 The DPM in consultation with the building facility office shall provide the requestor with a

written decision using NF 1699A or its equivalent and provide the EEO Director with a copy of the

record. 

6.4.6 For NASA employees who may be located in premises not owned and/or operated by NASA,

requests for accommodation dealing with these building facilities should be directed to the

appropriate personnel that manages and/or operates those premises, and a copy should be provided

to the EEO Director and DPM. Complaints related to building accessibility shall be processed under

29 CFR § 32, which covers Federally-assisted programs receiving financial assistance. (See

Nondiscrimination in Federally Assisted Programs of NASA, 14 CFR § 1250.) 

6.4.7 The DPM shall monitor requests for building-related accommodations. 

6.5 Reassignment

6.5.1 Reassignment shall be considered as a reasonable accommodation of last resort – i.e., only if

no other accommodation enables an employee to perform the essential functions of his/her current

position. This type of accommodation is available only to NASA employees, including in certain

instances probationary employees, but not applicants. An employee’s rejection of a reasonable

accommodation or effective alternative accommodation does not make an employee eligible for

reassignment. The Agency is not required to create new positions or move employees to create a

vacancy. 

6.5.2 The DPM in consultation with the Reasonable Accommodations Team shall determine if an

employee’s reasonable accommodation request qualifies for consideration for reassignment. If the

determination is made that the employee qualifies for reassignment, the DPM shall provide the

employee with the written Employee Notification Letter stating that no other reasonable

accommodation has been effective in assisting the employee in performing the essential functions of

his/her position without causing an undue hardship for the Agency. The DPM shall provide the

Employee Notification Letter to the employee within five calendar days of this determination. (See

Appendix F, Forms - Sample Employee Notification Letter.) 

6.5.3 Employees seeking reassignment shall complete NF 1699C, Reassignment Preference Form or

its equivalent and submit it along with an updated resume, supporting medical documentation, and a

medical release (if appropriate) to the DPM within ten calendar days of receipt of the Employee

Notification Letter referenced in Section 6.5.2. (See Appendix F, Forms.) 

6.5.4 Upon receipt of the employee’s Reassignment Preference Form, the DPM shall collaborate

with the Center’s HRO and the Reasonable Accommodations Team to assess the employee’s request

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NPR 3713.1C -- Chapter6 Page 32 of 61 
for reassignment to a vacant, funded position. A position is considered “vacant, funded” when a

request to initiate a recruitment action has been received in the Center’s HRO. The DPM shall

review the employee’s Reasonable Accommodation file and shall contact the employee’s supervisor

to confirm that the reasonable accommodation process occurred consistent with Chapter 3 of this

NPR. The DPM shall follow the process outlined in Chapter 3 for processing accommodation

requests prior to processing the employee’s request for reassignment. If the employee has

participated in the reasonable accommodation process, the HRS in partnership with the DPM shall

promptly notify the Office of Human Resources at each Center to initiate a Vacant Funded Search

(VFS) within ten calendar days of notice of the employee’s request. 

6.5.5 The Vacant Funded Search (VFS) 

6.5.5.1 The VFS shall conclude after 60 calendar days from the date that the search began. The goal

is to identify vacant, funded positions that would be suitable for the employee. The search process

ends when the employee either accepts or declines a position or upon the passage of 60 calendar

days from the date that the search began. 

6.5.5.2 An employee must be qualified for the new position. An employee is qualified for a position

if he/she: satisfies the requisite skill, experience, education, and other job-related requirements of the

position, and can perform the essential functions of the new position, with or without reasonable

accommodation. The employee does not need to be the best qualified individual for the position in

order to obtain it as a reassignment. There is no obligation for the employer to assist the individual to

become qualified or to provide training so that the employee acquires necessary skills to take a job.

The employer would have to provide an employee with any training that is normally provided to

anyone hired for or transferred to the position. 

6.5.6 For purposes of these procedures, there are three types of reassignments for which an

employee may be eligible: 

a. Reassignment to a vacant, funded equivalent position at the same Center. The Center’s Office of

Human Resources shall first consider vacant, funded positions, for which the employee is qualified,

in the same Center that are equivalent to the employee’s current position in terms of pay, grade,

status, and other relevant factors (e.g., benefits). This process factors in the employee’s completed

Reassignment Preference Form (Appendix F). 

b. Reassignment to a vacant, funded equivalent position at a different Center. If there is no vacant,

funded equivalent position at the same Center, the Center’s Office of Human Resources shall

consider vacant, funded equivalent positions for which the employee is qualified at a different

Center. This option will only be considered if the employee indicated a willingness to consider such

positions on the Reassignment Preference Form. 

c. Reassignment to a lower-graded position at the same Center or a different Center. Employees who

elect to accept a position at a lower grade or pay as a reasonable accommodation are not eligible for

grade or pay retention. 

6.5.7 Reassignment may be made to a vacant, funded position outside of the employee’s commuting

area if the employee has indicated a willingness to relocate on the Reassignment Preference Form. If

an employee is being reassigned to a different geographical area, the employee must pay for any

relocation expenses unless the Agency routinely pays such expenses when granting voluntary

transfers to other employees. 

6.5.8 If a vacant, funded position is identified during the search, the DPM shall collaborate with the

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NPR 3713.1C -- Chapter6 Page 33 of 61 
Center’s Office of Human Resources and the Reasonable Accommodations Team (at both the

requesting and receiving Centers, if an inter-Center reassignment is being considered) to: 

a. Compare the essential functions of the position(s), with or without accommodation, to the

employee’s demonstrated skills, experience, and knowledge reflected in his/her resume; and 

b. Obtain a medical assessment, if necessary, to determine whether the requirements of the position

exceed the limitation of the employee, physically or psychologically. 

6.5.8.1 The determination of the minimum qualification standards for the position resides with the

Center’s Office of Human Resources. 

6.5.9 If an inter-Center reassignment is being considered, the Agency’s DPM shall assist in the

facilitation of this collaborative process with the Center DPM, the OHR, and the Reasonable

Accommodations Team at both the requesting and receiving Centers. 

6.5.10 If more than one one vacant, funded position is identified, the DPM in collaboration with the

Center’s Office of Human Resources and the Reasonable Accommodations Team shall consider the

employee's preferences and the Agency’s needs in determining which position to offer the employee.

In all cases, however, the Assistant Administrator, Chief Human Capital Officer (CHCO) or his/her

designee has the ultimate discretion to determine which position to offer the employee. 

6.5.11 If the DPM, the Center’s Office of Human Resources, and the Reasonable Accommodations

Team determines that the employee meets the qualifications for the identified position; that the

employee can perform the essential functions of the identified position with or without

accommodation; and that there is no undue hardship to the Agency, the DPM shall share a written

offer for the position and the position description with the employee within five calendar days of this

determination. The employee has up to ten calendar days from the date of the offer to accept or

refuse. 

6.5.12 If the DPM, the Center’s Office of Human Resources, and the Reasonable Accommodations

Team determine that the employee does not meet the qualifications for the identified position; that

the employee cannot perform the essential functions of the identified position with or without an

accommodation; or that there is an undue hardship to the Agency, the employee’s request for

reassignment shall be denied and documented by the employee’s supervisor on NASA Form 1699A.

The DPM shall provide this document to the employee accompanied by a notice of the employee’s

rights and avenues for redress. 

6.5.13 If the employee declines a position, the search is closed and the reassignment efforts are

concluded as described in Section 6.5.16. 

6.5.14 If the employee fails to respond within ten calendar days upon receipt of the notice described

above in Section 6.5.11, the DPM shall administratively close the reasonable accommodation

process in accordance with Section 3.2.11 of this NPR. 

6.5.15 In the event that there are conflicting determinations between the requesting and receiving

Center regarding whether an employee is qualified for a position and can perform the essential

functions of a position or whether a position is offered to an employee under these procedures, the

Assistant Administrator for NASA’s Office of the Chief Human Capital Officer (OCHCO) or his/her

designee shall make the final determination. 

6.5.16 At the conclusion of the search period, one of the following shall occur: a. If the employee

has accepted a position, the DPM shall provide the employee with a written decision using NF

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NPR 3713.1C -- Chapter6 Page 34 of 61 
has accepted a position, the DPM shall provide the employee with a written decision using NF

1699A or its equivalent. This decision shall be drafted by the employee’s supervisor in consultation

with the DPM and the Office of Human Resources of the requesting Center. Once an employee

accepts a position, the DPM and the Office of Human Resources of the receiving Center shall

collaborate to place the employee in the new position. No one should be told that the employee was

placed in the new position as a reasonable accommodation and/or that the employee has a disability,

except on a need to know basis for purposes of implementing the reasonable accommodation process

outlined in Chapter 3 of this NPR. 

b. If the employee has not accepted any position or no vacant, funded position has been identified,

the Center’s Office of Human Resources shall summarize the search results on NF 1699A or its

equivalent, provide the date that reassignment efforts closed, and identify remaining options for the

employee and the Agency to consider. Under these circumstances, the Agency may determine that

the employee is medically unable to perform the essential functions of the current position and

propose the employee's removal on this basis. 

6.5.17 All management decisions in the reassignment process shall be provided by the employee’s

first-level supervisor or a manager in the employee’s chain of command to the employee on NF

1699A or its equivalent and accompanied by a notice of the employee’s rights and avenues for

redress. 

6.5.18 Employees are expected to participate in the reassignment process in good faith. An

employee’s failure to respond and provide the requested information within the prescribed

timeframes in these procedures, absent extenuating circumstances, shall result in the administrative

closure of the employee’s request for reasonable accommodation or other action in accordance with

Section 3.2.11 of this NPR. The DPM should make reasonable efforts to contact the employee and

determine the reasons for the employee’s non-responsiveness to the extent possible. 

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NPR 3713.1C -- Chapter6 Page 35 of 61 
Chapter 7. Dissemination, Education, and

Inquiries

7.1 Dissemination

7.1.1 These procedures are available to all NASA employees upon issuance by electronic posting in

the NASA Online Directives Information System (NODIS). 

7.1.2 These procedures are available to all NASA job applicants and student interns upon posting on

the Agency and Centers’ Equal Employment Opportunity Web sites, which are accessible to the

general public. 

7.1.3 They shall also be distributed to all new employees as part of orientation on the first day of

work. 

7.1.4 These procedures shall be provided in alternative formats, including simplified format, when

requested by, or on behalf of, any NASA employee or applicant. 

7.2 Education and Awareness

7.2.1 NASA managers and supervisors shall be required to participate in training on the provision of

reasonable accommodations within 90 days of being appointed to a supervisory position and/or a

team lead role. 

7.2.2 All NASA employees, including managers and supervisors, are strongly encouraged to

participate in reasonable accommodations training on an ongoing basis. 

7.2.3 The NASA ODEO and the NASA Center Equal Employment Opportunity offices are

responsible for providing ongoing training and awareness programs and materials related to this

NPR for the Agency’s workforce. 

7.3 Inquiries

7.3.1 Any individual wanting further information concerning these procedures may contact the

Center DPM. They may also contact the Agency DPM at NASA Headquarters in Washington, DC,

at (202) 358-2167 or TTY (202) 358-1062. 

7.3.2 Additional information regarding reasonable accommodation matters can also be obtained by

accessing the U.S. EEOC's Web site, www.eeoc.gov. As of the effective date of this NPR, the URL

is http://www.eeoc.gov/policy/docs/accommodation.html. 

NPR 3713.1C -- Chapter7

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 36 of 61 

NPR 3713.1C -- Chapter7 Page 36 of 61 
Appendix A. Definitions

Benefits and Privileges of Employment 

These include, but are not limited to, employer-sponsored: (1) training; (2) services, e.g., employee

assistance programs (EAPs), credit unions, cafeterias, lounges, gymnasiums, auditoriums,

transportation; and (3) parties or other social functions, e.g., parties to celebrate retirements,

birthdays, and company outings. 24

24 U.S. EEOC, Enforcement Guidance: Reasonable Accommodation and Undue Hardship Under the Americans with Disabilities

Act (Oct. 17, 2002), "Reasonable Accommodation Related to the Benefits and Privileges of Employment," accessible at 

http://www.eeoc.gov/policy/docs/accommodation.html#N_17 (hereafter cited as EEOC Enforcement Guidance: Reasonable

Accommodation and Undue Hardship). 

Direct Threat

Direct Threat means a significant risk of substantial harm to the health or safety of the individual or

others that cannot be eliminated or reduced by reasonable accommodation. The determination that

an individual poses a direct threat is based on an individualized assessment of the individual's

present ability to safely perform the essential functions of the job. This assessment is based on a

reasonable medical judgment that relies on the most current medical knowledge and/or on the best

available objective evidence. In determining whether an individual would pose a direct threat, the

factors to be considered include: (1) the duration of the risk; (2) the nature and severity of the

potential harm; (3) the likelihood that the potential harm will occur; and (4) the imminence of the

potential harm. 25

25 29 CFR § 1630.2(r).

Disability Program Manager (DPM) 

The DPM is a member of the Agency's ODEO or Center EEO Office staff whose responsibilities

include administering the Special Emphasis Program (SEP) for individuals with disabilities. In some

cases, the duties of a DPM may be performed on a collateral duty basis by an individual permanently

assigned to an operational component other than the HQ or Center EEO Offices. 

Essential Functions

Essential functions are those job duties that are so fundamental to the position that the individual

holding or desiring the position 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 if it were assigned to them, or

if the function is specialized and the individual is hired based on the individual's ability to perform it.

26

26 EEOC Policy Guidance, § I(A). 

The supervisor, in consultation with HR, determines the essential functions of a position.

NPR 3713.1C -- AppendixA

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incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 37 of 61 

NPR 3713.1C -- AppendixA Page 37 of 61 
Determination of the essential functions of a position shall be made on a case-by-case basis so that

the current duties of the position reflect the job as actually performed, and not simply the

components of a generic position description. The determination is to be made based on a classified

position description and NASA's judgment as to which functions are essential, and other

considerations as appropriate, to include: the actual work experience of present or past employees in

the job, the time spent performing a function, the consequences of not requiring that an employee

perform a function, and the terms of a collective bargaining agreement. 

Expedited Processing 

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

decision in a timeframe that is shorter than 30 calendar days. For example, an employee may need a

sign language interpreter for a meeting scheduled to take place in five calendar days due to the

timetable for processing a vacancy (e.g., conducting interviews and making hiring decisions). An

example, in the context of an applicant, might involve a need to expedite a request for reasonable

accommodation to ensure that the applicant has an equal opportunity to apply for a job. Therefore,

the HRS working the staffing action shall make a decision as quickly as possible and, if appropriate,

provide a reasonable accommodation. 

Extenuating Circumstances 

Extenuating circumstances are factors that could not reasonably have been anticipated or avoided in

advance of the request for reasonable accommodation. The term covers those limited situations in

which unforeseen or unavoidable events prevent prompt processing and delivery of a reasonable

accommodation. (See also Section C.3.) 

Individual with Disability

With respect to an individual, disability means: 

A physical or mental impairment that substantially limits one or more of the major life

activities of such individual;

A record of such an impairment; or

Being regarded as having such an impairment. This means that the individual has been

subjected to a prohibited action, because of an actual or perceived impairment that is not both

‘‘transitory and minor.’’ 27 (See also, definition of “substantially limits.”) 

NASA is required to provide a reasonable accommodation to an otherwise qualified individual who

meets the definition of disability under the ‘‘actual disability’’ prong, or ‘‘record of’’ prongs, but is

not required to provide a reasonable accommodation to an individual who meets the definition of

disability solely under the ‘‘regarded as’’ prong. 28

27 29 CFR § 1630.2(g)(iii).

28 29 CFR § 1630.9(e).

Major Life Activities

Major life activities include, but are not limited to: 

• 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, and working; and 

NPR 3713.1C -- AppendixA

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 38 of 61 

NPR 3713.1C -- AppendixA Page 38 of 61 
• The operation of a major bodily function, including functions of the immune system, special

sensory organs and skin; normal cell growth; and digestive, genitourinary, bowel, bladder,

neurological, brain, respiratory, circulatory, cardiovascular, endocrine, hemic, lymphatic,

musculoskeletal, and reproductive functions. The operation of a major bodily function includes the

operation of an individual organ within a body system. 29

29 29 CFR § 1630.2(h)(2)(ii).

Mitigating Measures

The non-ameliorative effects of mitigating measures, such as negative side effects of medication or

burdens associated with following a particular treatment regimen, may be considered when

determining whether an individual’s impairment substantially limits a major life activity. Mitigating

measures include, but are not limited to: 

Medication, medical supplies, equipment, or appliances, low-vision devices (defined as

devices that magnify, enhance, or otherwise augment a visual image, but not including

ordinary eyeglasses or contact lenses), prosthetics including limbs and devices, hearing aid(s)

and cochlear implant(s) or other implantable hearing devices, mobility devices, and oxygen

therapy equipment and supplies;

Use of assistive technology;

Reasonable accommodations or ‘‘auxiliary aids or services’’ (as defined by 42 U.S.C. § 12101

et seq.);

Learned behavioral or adaptive neurological modifications; or

Psychotherapy, behavioral therapy, or physical therapy. 30

30 29 CFR § 1630.2(j)(4)-(5).

Physical or Mental Impairment

A physical impairment is any physiological disorder or condition, cosmetic disfigurement, or

anatomical loss affecting one or more of the following body systems: neurological, musculoskeletal,

special sensory organs, respiratory (including speech organs), cardiovascular, reproductive,

digestive, genitourinary, hemic and lymphatic, skin, and endocrine. 

A mental impairment is any mental or psychological disorder, such as an intellectual disability

(formerly “mental retardation”), organic brain syndrome, traumatic brain injury, emotional or mental

illness, and specific learning disabilities. 31

31 29 CFR § 1630.2(h)(2).

Qualified 

The term ‘‘qualified,’’ with respect to an individual with a disability, means that the individual

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

employment position such individual holds or desires and can perform the essential functions of such

position with or without reasonable accommodation. 32

NPR 3713.1C -- AppendixA

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incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 39 of 61 

NPR 3713.1C -- AppendixA Page 39 of 61 
32 29 CFR § 1630.2(m). 

Reasonable Accommodation

A reasonable accommodation is any change made in the work environment to assist an individual

with a disability to apply for a job, perform the essential functions of a job, or enjoy the benefits and

privileges of employment. 33 There are three categories of reasonable accommodations: 

Modifications or adjustments to an application or selection process to permit an individual

with a disability to be considered for a job (such as providing application forms in alternative

formats like large print or Braille).

Modifications or adjustments necessary to enable an individual with a disability to perform the

essential functions of the job (such as providing sign language interpreters).

Modifications or adjustments that enable employees with disabilities to enjoy equal benefits

and privileges of employment (such as removing physical barriers in an office or common

area such as a cafeteria). 34

33 EEOC Enforcement Guidance), "General Principles: Reasonable Accommodation," citing 29 CFR pt. 1630 app. § 1630.2(o). 

34 EEOC Enforcement Guidance, "General Principles: Reasonable Accommodation;" see also U.S. Office of Personnel

Management, Federal Employment of People with Disabilities, HR Professionals and Reasonable Accommodation, accessible at 

http://www.opm.gov/disability/hrpro_6-01-C.asp (hereafter cited as OPM Guidance).

Reasonable Accommodations Team

This is a team of subject matter experts, including but not limited to, NASA physicians, Center

DPMs, and representatives from the Center’s HRS, Office of the General Counsel/Center Office of

the Chief Counsel, IT, and Facilities. When convened by the DPM to discuss reasonable

accommodation requests, members of this team advise the supervisor in helping make the decision

on whether to grant or deny the request. All members of the Reasonable Accommodations Team

who obtain or receive such information are strictly bound by the confidentiality requirements under

the Rehabilitation Act and the NASA Privacy Procedural Requirements. 

Reasonable Medical Documentation

The employer may require only the documentation that is needed to establish that an individual has

a disability that necessitates a reasonable accommodation. Therefore, an employer, in response to a

request for reasonable accommodation, cannot ask for documentation that is unrelated to

determining the existence of a disability and the necessity for an accommodation. In addition, all

medical documentation shall be treated confidentially and the employer shall observe all

requirements of the Privacy Act and other appropriate legal authorities. 

Reassignment

Reassignment is a form of reasonable accommodation that may be provided, absent undue hardship,

to an employee who, because of a disability, can no longer perform the essential functions of the

position, with or without reasonable accommodation. Reassignment is a “last resort”

accommodation that must be considered if there is no other effective accommodation(s) that would

enable the employee to perform the essential functions of the current job, or if all other possible

accommodation(s) would impose an undue hardship on the organization. 35

NPR 3713.1C -- AppendixA

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 40 of 61 

NPR 3713.1C -- AppendixA Page 40 of 61 
35 EEOC Enforcement Guidance: "Types of Reasonable Accommodation Related to Job Performance: Reassignment."

Substantially Limits

In order for a physical or mental impairment to be a “disability” under 42 U.S.C. § 12101 et seq., as

amended, the impairment has to “substantially limit” a major life activity. The term “substantially

limits” is construed broadly, utilizing nine rules of construction that are applied in determining

whether an impairment substantially limits (or substantially limited) a major life activity. 36 These

are: 

The term ‘‘substantially limits’’ is construed broadly in favor of expansive coverage, to the

maximum extent permitted by law. ‘‘Substantially limits’’ is not meant to be a demanding

standard.

An impairment is a disability within the meaning of the law 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 within the meaning of

the law.

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’’ is interpreted and applied to require a degree of functional limitation that is lower than

the standard for ‘‘substantially limits’’ applied by the Supreme Court prior to the 2008

amendments to 42 U.S.C. § 12101 et seq. 

36 29. CFR § 1630.2(j)(1)(i)-(ix).

The comparison of an individual’s performance of a major life activity to the performance of the

same major life activity by most people in the general population usually will not require scientific,

medical, or statistical analysis. This is not intended, however, to prohibit the presentation of

scientific, medical, or statistical evidence to make such a comparison where appropriate. 

The determination of whether an impairment substantially limits a major life activity will be

made without regard to the ameliorative effects of mitigating measures such as: medication;

medical supplies; equipment; appliances; low-vision devices (i.e., devices that magnify,

enhance, or otherwise augment a visual image (does not include ordinary eyeglasses or contact

lenses)); prosthetics, including limbs and devices; hearing aids and cochlear implants or other

implantable hearing devices; mobility devices; oxygen therapy equipment; supplies; use of

assistive technology; reasonable accommodations or auxiliary aids or services; or learned

behavioral or adaptive neurological modifications. The ameliorative effects of the mitigating

measures of ordinary eyeglasses or contact lenses (lenses that are intended to fully correct

visual acuity or eliminate refractive error) will be considered in determining whether an

impairment substantially limits a major life activity.

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.

An impairment that is episodic or in remission is a disability if it would substantially limit a

major life activity when active.

NPR 3713.1C -- AppendixA

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 41 of 61 

NPR 3713.1C -- AppendixA Page 41 of 61 
The six-month ‘‘transitory’’ part of the ‘‘transitory and minor’’ exception to ‘‘regarded as’’

coverage does not apply to the definition of ‘‘disability’’ under . . . the ‘‘actual disability’’

prong . . . or the ‘‘record of’’ prong of [the regulations]. The effects of an impairment lasting

or expected to last fewer than six months can be substantially limiting within the meaning of

the regulations. 37

37 29 CFR § 1630.2(j)(1)(ix). 

Decision Maker

For purposes of this NPR, the Decision Maker is the individual who has responsibility and authority

to make certain determinations and decisions relative to an employee’s request for reasonable

accommodation. This individual initiates the interactive process in a timely fashion to find an

accommodation that balances the legitimate needs of both the employee and the Agency. 

For accommodation requests made by employees, the designated Decision Maker is the employee’s

supervisor or manager in the employee’s chain of command. For accommodation requests made by

job applicants, the designated Decision Maker is the HRS identified on the vacancy announcement. 

Targeted Disability

Targeted disabilities are a subset of the larger disability category. The Federal Government has

recognized that qualified individuals with certain disabilities, particularly manifest disabilities, face

significant barriers to employment, above and beyond the barriers faced by people with the broader

range of disabilities. These barriers are often due to myths, fears, and stereotypes about such

disabilities. The Federal Government calls these "targeted disabilities." 

Targeted disabilities may include, but are not limited to, the following: developmental disabilities

(i.e., cerebral palsy; autism spectrum disorder; traumatic brain injuries; deafness or serious difficulty

hearing); blindness; missing extremities (arm, leg, hand and/or foot); significant mobility

impairments; partial or complete paralysis; epilepsy and other seizure disorders; intellectual

disabilities; psychiatric disorders (e.g., bipolar disorder, schizophrenia, post traumatic stress disorder

(PTSD), major depression); dwarfism; and significant disfigurement (e.g., disfigurements caused by

burns, wounds, accidents, or congenital disorders). 

Undue Hardship

A significant difficulty or expense focused on the resources and circumstances of the Agency in

relationship to the cost or difficulty of providing a specific reasonable accommodation. Undue

hardship refers not only to financial difficulty, but to reasonable accommodations that are unduly

extensive, substantial, or disruptive or those that would fundamentally alter the nature or operations

of the Agency. 

The Agency shall assess on a case-by-case basis whether a particular reasonable accommodation

would cause undue hardship. 38 In making the determination as to "significant difficulty or expense"

the Agency shall consider: 

Overall size of the Agency's program with respect to the number of employees, number and

type of facilities, and size of budget.

Type of operation, including the composition and structure of the Agency's workforce.

Nature and cost of the reasonable accommodation.

NPR 3713.1C -- AppendixA

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 42 of 61 

NPR 3713.1C -- AppendixA Page 42 of 61 
38 EEOC Enforcement Guidance, Reasonable Accommodation and Undue Hardship Under the Americans with Disabilities Act,

"General Principles: Undue Hardship," Oct. 17, 2002. 

NPR 3713.1C -- AppendixA

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 43 of 61 

NPR 3713.1C -- AppendixA Page 43 of 61 
Appendix B. Acronyms

AA Associate Administrator 

CAP Computer/Electronics Accommodations Program

DPM Disability Program Manager 

EO Equal Opportunity 

EEO Equal Employment Opportunity 

FOH Federal Occupational Health 

FTR Federal Travel Regulations

GINA Genetic Information Nondiscrimination Act 

HRS Human Resources Office

HRS Human Resources Specialist 

HQ Headquarters

IT Information Technology 

NF NASA Form 

NODIS NASA Online Directives Information System 

NPR NASA Procedural Requirements

OHUMR Occupational Health Unit Medical Records 

ODEO Office of Diversity and Equal Opportunity 

OHCM Office of Human Capital Management 

OIC Official-In-Charge

OPM Office of Personnel Management 

PA Personal Attendant

PAS Personal Assistance Services

RAMS Reasonable Accommodation Management System 

SEP Special Emphasis Program 

SMEs Subject Matter Experts 

VFS Vacant Funded Search

NPR 3713.1C -- AppendixB

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 44 of 61 

NPR 3713.1C -- AppendixB Page 44 of 61 
Appendix C. Implementation Guide

C.1 Introduction

C.1.1 This Implementation Guide provides supporting information on the Agency procedures for

processing reasonable accommodation requests to assist in ensuring appropriate and effective

reasonable accommodation processing pursuant to the NPR. 

C.1.2 The guide is designed as an educational tool and desk-reference for managers, supervisors, and

employees, especially individuals with formal roles and responsibilities in the process, for example,

Center DPMs. 

C.1.3 To this end, the Guide provides additional, more detailed information on topics addressed or

touched on in the body of the NPR, including: 

a. Common Types of Accommodations; 

b. Extenuating Circumstances; 

c. Interim or Partial Accommodations; 

d. Parameters on Medical Information Requests; or 

e. Standard Language for GINA Warnings. 

C.1.4 This Implementation Guide also provides a flowchart of the process. (See Section C.7.) 

C.2 Common Types of Accommodations. These may include:

a. Modifying work schedules or supervisory methods; 

b. Granting breaks or authorizing leave; 

c. Altering how or when job duties are performed; 

d. Removing and/or substituting a non-essential job function; 

e. Moving to different office space; 

f. Providing telework beyond that provided by a specific collective bargaining agreement or relevant

Memorandum of Understanding; 

g. Making changes in workplace policies; 

h. Providing adaptive or assistive technology, including information technology and

communications equipment or specially designed furniture; 

i. Providing a reader, sign language interpreter, or other staff assistant to enable employees to

perform their job functions; 

j. Removing an architectural barrier, including reconfiguring work spaces; 

NPR 3713.1C -- AppendixC

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 45 of 61 

NPR 3713.1C -- AppendixC Page 45 of 61 
k. Providing accessible parking; 

l. Providing materials in alternative formats (e.g., Braille, large print); or 

m. Providing a reassignment to another job (see Section 3.4.5). 

C.3 "Extenuating Circumstances" to Timeframes 

C.3.1 If a request for a reasonable accommodation requires no supporting medical information and

no extenuating circumstances apply, the request is processed and the reasonable accommodation

provided in no more than 30 calendar days from the date that the request was first made. 

C.3.2 Where extenuating circumstances are present, the supervisor notifies the individual in writing

and apprises appropriate stakeholders (e.g., management, EO, HR, DPM) of the reason for the delay

and the approximate date on which a decision or the provision of the reasonable accommodation is

expected. 

C.3.3 "Extenuating circumstances" covers limited situations in which unforeseen or unavoidable

events prevent prompt processing and delivery of a reasonable accommodation. 

C.3.3.1 For example, NASA may not delay processing or providing a reasonable accommodation

because a particular staff member is unavailable. NASA staff is expected to act as quickly as

possible, but not take longer than 30 calendar days to process requests and provide reasonable

accommodations, absent extenuating circumstances. Even with extenuating circumstances, every

effort should be made to ensure prompt processing, such that processing time does not extend

beyond 60 calendar days. 

C.3.3.2 When extenuating circumstances are present, the time for processing a request for reasonable

accommodation and providing the reasonable accommodation is extended, as necessary, at the

discretion of the supervisor with the following rules applying: 

a. Extensions based on extenuating circumstances are limited; 

b. The reasons for such extensions shall be in writing; and 

c. The supervisor's response, regardless of whether the extension is granted, shall also be

documented. 

C.3.3.3 Some examples of extenuating circumstances: 

a. There is an outstanding initial or followup request for medical information; 

b. The purchase of equipment may take longer than 30 calendar days because of requirements under

the Federal Acquisition Regulations; 

c. Equipment has to be back-ordered because the vendor typically used by NASA 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 work with equipment on a trial basis to ensure that it is

effective before NASA executes a final purchase; 

e. New staff needs to be hired or contracted for, or a reasonable accommodation involves the

NPR 3713.1C -- AppendixC

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incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 46 of 61 

NPR 3713.1C -- AppendixC Page 46 of 61 
removal of architectural barriers; or 

f. The acquisition of assistive technology may take time to obtain. 

C.3.4 Any further developments or changes are also to be communicated promptly by the supervisor

to the individual in writing, including other extenuating circumstances that would modify or limit

the Agency's ability to provide the reasonable accommodation. 

C.4 Interim or Partial Accommodations 

C.4.1 If the reasonable accommodation is delayed and the facts and circumstances make it

reasonably likely that the employee shall be entitled to a reasonable accommodation, the Decision

Maker shall provide an interim or partial accommodation, absent undue hardship. (See Section

3.2.1.2; Appendix A, “Extenuating Circumstances” definition; Appendix C, Sections C.3.) 

C.4.2 The supervisor or manager in the employee’s chain of command shall consult with the Center

to identify what interim or partial accommodations can be taken to assist the employee. (Note:

Generally, this section refers to employees rather than job applicants.) 

C.4.3 This could include providing the requested reasonable accommodation on a temporary basis or

providing a less effective form of reasonable accommodation. 

C.4.3.1 This temporary measure may not be as effective as the adaptive equipment, but it will at

least allow the employee to perform as much of the job as possible until the equipment arrives. 

C.4.3.2 In addition, the supervisor may provide, although is not required to provide, measures that

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

essential function) if: 

a. They do not interfere with the operations of the Agency, and 

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

C.4.3.3 If a delay is attributable to the need to obtain or evaluate medical documentation and NASA

has not yet determined that the individual is entitled to a reasonable accommodation, NASA may

also provide interim or partial accommodations. 

a. In such a case, the supervisor is to notify the individual in writing that the measures are temporary,

pending a decision on the reasonable accommodation request. 

b. Decision Makers who approve such interim or partial accommodations are responsible for

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

necessary steps to secure the permanent reasonable accommodation are taken. 

C.5 Parameters on Medical Information Requests

C.5.1 The supervisor, with appropriate consultation and through the DPM, may seek information or

documentation only about the disability and/or functional limitations and/or ask the individual to

obtain such information from an appropriate professional, such as a treating or attending physician,

psychiatrist, nurse, rehabilitation therapist, or counselor. 

C.5.1.1 More specifically, NASA may only seek medical documentation that is reasonably

NPR 3713.1C -- AppendixC

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incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 47 of 61 

NPR 3713.1C -- AppendixC Page 47 of 61 
necessary to establish that the individual requesting the reasonable accommodation has a disability

and needs the reasonable accommodation requested. 39

39 See EEOC: Practical Advice For Drafting And Implementing Reasonable Accommodation Procedures Under Executive Order

13164 (July 2005), "Drafting Tips: Expressly warn against asking for medical information in support of every accommodation

request." (hereafter cited as EEOC: Practical Advice). 

C.5.1.2 Therefore, the medical documentation shall be limited to determining the existence of a

disability and/or the functional limitations that require reasonable accommodation. 

C.5.1.3 To obtain the most helpful information possible, all requests for medical information to the

individual requesting the accommodation or to the individual’s medical provider should describe the

nature of the job, the essential functions the individual is expected to perform, and include a copy of

the individual’s position description and any other relevant information about job duties. 

C.6 Standard Language for GINA Warnings

C.6.1 As stated in Section 3.3.1.2(c), all requests for medical information shall warn the employee

and/or health care provider from whom the information is requested not to provide genetic

information – to ensure consistency with GINA. This would include any information related to

family medical history, genetically-related disorders or diseases, or other information on genetic

tests or services. 

C.6.2 The warning should be in writing and should state the following: 

“The Genetic Information Nondiscrimination Act of 2008 (GINA) prohibits employers and other

entities covered by GINA Title II from requesting or requiring genetic information of an individual

or family member of the individual, except as specifically allowed by this law. To comply with this

law, we are asking that you 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 an

individual 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.” 40

40 29 C.F.R. § 1635.8(b)(1)(i). 

NPR 3713.1C -- AppendixC

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 48 of 61 

NPR 3713.1C -- AppendixC Page 48 of 61 
Appendix D. References

D.1 The National Aeronautics and Space Act, 51 U.S.C. § 30113(a). 

D.2 Vietnam Era Veterans' Readjustment Assistance Act of 1974, as amended, 38 U.S.C. § 4214,

Section 403. 

D.3 Transfer of Certain Equal Employment Enforcement Functions, E.O. 12106, 3 CFR 263 (1978). 

D.4 Medical Qualifications Determinations, 5 CFR § 339. 

D.5 Federal Sector Equal Employment Opportunity, 29 CFR § 1614. 

D.6 NPR 1840.1, Management of Workers' Compensation Injuries and Illnesses. 

D.7 NPR 1382.1, NASA Privacy Procedural Requirements. 

D.8 EEOC Policy Guidance on Executive Order 13164: Establishing Procedures to Facilitate the

Provision of Reasonable Accommodation (2000). 

D.9 EEOC Enforcement Guidance: Reasonable Accommodation and Undue Hardship Under the

Americans with Disabilities Act (1999; rev. 2002). 

D.10 EEOC Enforcement Guidance on Disability-Related Inquiries and Medical Examinations of

Employees Under the Americans with Disabilities Act (2000). 

D.11 EEOC Management Directive (MD) 715 (2003). 

D.12 EEOC Office of Federal Operations, Practical Advice for Drafting and Implementing

Reasonable Accommodation Procedures Under Executive Order 13164 (2005). 

NPR 3713.1C -- AppendixD

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 49 of 61 

NPR 3713.1C -- AppendixD Page 49 of 61 
Appendix E. Resources

E.1 Job Accommodation Network (JAN):

a. 1-800-232-9675 (Voice/TTY) 

b. http:askjan.org

A service of the U.S. Department of Labor, Office of Disability Employment Policy (ODEP)

formerly the President's Committee on Employment of People with Disabilities. JAN can provide

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

E.2 Americans with Disabilities Act (ADA) Disability and

Calendar Technical Assistance Centers (DBTACs):

a. 1-800-949-4232 (Voice/TTY) 

b. The DBTACs consist of ten federally funded regional centers that provide information, training,

and technical assistance on the Americans with Disabilities Act of 1990. Each Center works with

local businesses, disability, governmental, rehabilitation, and other professional networks to provide

current ADA information and assistance and places special emphasis on meeting the needs of small

businesses. The 

DBTACs can make referrals to local sources of expertise in reasonable accommodations. 

E.3 Registry of Interpreters for the Deaf:

a. (703) 838-0030 (Voice/TTY) 

b. The registry offers information on locating and using interpreters and transliteration services. 

E.4 Rehabilitation Engineering and Assistive Technology

Society of North America (RESNA) Technical Assistance

Project:

a. (703) 524-6686 (Voice) (703) 524-6639 (TTY) 

b. http://www.resna.org/

c. RESNA can refer individuals to projects throughout the United States 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 an individual 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. 

NPR 3713.1C -- AppendixE

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 50 of 61 

NPR 3713.1C -- AppendixE Page 50 of 61 
E.5 Selected Equal Employment Opportunity Commission

Resources 

E.5.1 Regulations to Implement the Equal Employment Provisions of the Americans with

Disabilities Act

http://www.gpo.gov/fdsys/pkg/CFR-2011-title29-vol4/pdf/CFR-2011-title29-vol4-part1630.pdf

E.5.2 Notice Concerning The Americans With Disabilities Act (ADA) Amendments Act of 2008

http://www.eeoc.gov/laws/statutes/adaaa_notice.cfm

E.5.3 Questions and Answers on the Final Rule Implementing the ADA Amendments Act of 2008

http://www.eeoc.gov/laws/regulations/ada_qa_final_rule.cfm

E.5.4 Fact Sheet on the EEOC's Final Regulations Implementing the ADAAA

http://www.eeoc.gov/laws/regulations/adaaa_fact_sheet.cfm

E.5.5 Policy Guidance on Executive Order 13164: Establishing Procedures to Facilitate the

Provision of Reasonable Accommodation

http://www.eeoc.gov/policy/docs/accommodation_procedures.html

E.5.6 Enforcement Guidance: Reasonable Accommodation and Undue Hardship Under the ADA

(as revised, 10/17/02)

http://www.eeoc.gov/policy/docs/accommodation.html

E.5.7 Enforcement Guidance: Disability-Related Inquiries & Medical Examinations of Employees

Under the ADA

http://www.eeoc.gov/policy/docs/guidance-inquiries.html 

E.5.8 Policy Guidance on Executive Order 13145: To Prohibit Discrimination in Federal

Employment Based on Genetic Information

http://www.eeoc.gov/policy/docs/guidance-genetic.html

E.5.9 Enforcement Guidance on Application of the ADA to the Contingent Workers Placed By

Temporary Agencies & Other Staffing Firms

http://www.eeoc.gov/policy/docs/guidance-contingent.html

E.5.10 Enforcement Guidance on the ADA and Psychiatric Disabilities

http://www.eeoc.gov/policy/docs/psych.html

E.5.11 Enforcement Guidance on the Effect of Representations Made in Applications for Benefits

on the Determination of Whether a Person is a "Qualified Individual with a Disability" Under

the ADA

http://www.eeoc.gov/policy/docs/qidreps.html

NPR 3713.1C -- AppendixE

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 51 of 61 

NPR 3713.1C -- AppendixE Page 51 of 61 
E.5.12 Enforcement Guidance: Workers' Compensation & the ADA:

http://www.eeoc.gov/policy/docs/workcomp.html

E.5.13 Enforcement Guidance: Preemployment Disability-Related Questions & Medical

Examinations

http://www.eeoc.gov/policy/docs/guidance-inquiries.html

E.5.14 Interim Enforcement Guidance on the Application of the ADA to Disability-Based

Distinctions in Employer Provided Health Insurance

http://www.eeoc.gov/policy/docs/health.html

E.5.15 FMLA, ADA, and Title VII

http://www.eeoc.gov/policy/docs/fmlaada.html

E.5.16 Q&A: Intellectual Disabilities in the Workplace & the ADA

http://www.eeoc.gov/laws/types/intellectual_disabilities.cfm

E.5.17 Q&A: Epilepsy in the Workplace & the ADA

http://www.eeoc.gov/laws/types/epilepsy.cfm

E.5.18 Q&A: Diabetes in the Workplace & the ADA

http://www.eeoc.gov/laws/types/diabetes.cfm

E.5.19 Job Applicants and the ADA

http://www.eeoc.gov/facts/jobapplicant.html

E.5.20 Work at Home/Telework as a Reasonable Accommodation

http://www.eeoc.gov/facts/telework.html

E.5.21 The ADA: A Primer for Small Business

http://www.eeoc.gov/eeoc/publications/adahandbook.cfm

E.5.22 Obtaining and Using Employee Medical Information as Part of Emergency Evacuation

Procedures

http://www.eeoc.gov/facts/evacuation.html

E.5.23 How to Comply with the ADA: A Guide for Restaurants & Other Food Service Employers

http://www.eeoc.gov/facts/restaurant_guide.html

E.5.24 Q&A for Parties to Mediation: Mediation and the ADA

http://www.eeoc.gov/eeoc/mediation/ada-parties.cfm

NPR 3713.1C -- AppendixE

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 52 of 61 

NPR 3713.1C -- AppendixE Page 52 of 61 
Appendix F. Forms

F.1 NF1699 Confirmation of Request for Reasonable Accommodation:

NPR 3713.1C -- AppendixF

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 53 of 61 

NPR 3713.1C -- AppendixF Page 53 of 61 
F.2 NF1699A Disposition of Reasonable Accommodation Request 

NPR 3713.1C -- AppendixF

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 54 of 61 

NPR 3713.1C -- AppendixF Page 54 of 61 
NPR 3713.1C -- AppendixF

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 55 of 61 

NPR 3713.1C -- AppendixF Page 55 of 61 
F.3 NF1699B Denial of Reasonable Accommodation Request 

NPR 3713.1C -- AppendixF

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 56 of 61 

NPR 3713.1C -- AppendixF Page 56 of 61 
NPR 3713.1C -- AppendixF

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 57 of 61 

NPR 3713.1C -- AppendixF Page 57 of 61 
F.4 NF1699C Reassignment Preference Form 

NPR 3713.1C -- AppendixF

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 58 of 61 

NPR 3713.1C -- AppendixF Page 58 of 61 
NPR 3713.1C -- AppendixF

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 59 of 61 

NPR 3713.1C -- AppendixF Page 59 of 61 
NPR 3713.1C -- AppendixF

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 60 of 61 

NPR 3713.1C -- AppendixF Page 60 of 61 
Appendix G. List of NASA Center POCs for

Reasonable Accommodations

NASA CENTER EEO OFFICE

Ames Research Center Telephone: (650) 604-0783

Fax: (650) 604-2720

Armstrong Flight Research Center Telephone: (661) 276-3033

Fax: (661) 276-3033

Glenn Research Center Telephone: (216) 433-2463

Fax: (216) 433-6024

Goddard Space Flight Center Telephone: (301) 286-7348

Fax: (301) 286-1712

Headquarters Telephone: (202) 358-1228

Fax: (202) 358-2742

Johnson Space Center Telephone: (281) 483-0603

Fax: (281) 483-0609

Kennedy Space Center Telephone: (321) 867 9171

Fax: (321) 867-1066

Langley Research Center Telephone: (757) 864-4240 

Fax: (757) 864-8832

Marshall Space Flight Center Telephone: (256) 544-6764

Fax: (256) 544-2411

NASA Shared Services Center Telephone: (228) 688-2210

Fax: (228) 688-1284

Stennis Space Center Telephone: (228) 688-2210

Fax: (228) 688-1284

NPR 3713.1C -- AppendixG

This document does not bind the public, except as authorized by law or as

incorporated into a contract. This document is uncontrolled when printed. Check

the NASA Online Directives Information System (NODIS) Library to verify that

this is the correct version before use: https://nodis3.gsfc.nasa.gov. 

Page 61 of 61 

NPR 3713.1C -- AppendixG Page 61 of 61