Requesting an Accommodation

Why

You should request a reasonable accommodation when there is a barrier that prevents you from performing your job or accessing other benefits of employment.

When

You can request an accommodation while applying for a job, after receiving a job offer, after acquiring a disability, or when the nature of your disability or job changes.

What

To request an accommodation, you should first think about your individual needs and then identify reasonable accommodations that meet those needs. An employer does not have to give you the exact accommodation you request. If more than one accommodation would work, the employer can choose which one to get.

Who

You or an advocate knowledgeable about your disability can ask your direct supervisor, human resources manager, or other management staff for an accommodation on your behalf.

How

You can request a reasonable accommodation from your employer either verbally or in writing. You can use plain English to make your request; and you don’t have to mention the ADA or use the phrase "reasonable accommodation." One way of requesting a reasonable accommodation is called the “interactive process.” The interactive process is discussed later in this article.

Verbal Accommodation Requests

Here are some examples of accommodation requests done verbally. They are all requests because they let the employer know that an accommodation is needed to enable the employee to complete his or her essential duties:

• An employee tells her supervisor, "I'm having trouble getting to work at my scheduled starting time because of medical treatments I'm undergoing. I’d like to have my starting time rescheduled.”
• An employee tells his supervisor, "I need 6 weeks off to get treatment for a back problem."
• A new employee who uses a wheelchair informs her employer that her wheelchair cannot fit under the desk in her office. She requests an adjustable desk as a reasonable accommodation.

Written Accommodation Requests

Although you don’t have to make your accommodation request in writing, it is always a good idea to document your accommodation requests in case there is a dispute about whether or when you requested accommodation. One way to document an accommodation request is to make a written request.

The ADA does not include specific guidelines or forms for requesting reasonable accommodations. Some employers have forms you should use to make your request.

If your employer doesn’t have a form, you can write a letter (or email) that clearly states your request and the medical condition that it is related to. The Job Accommodation Network (JAN) recommends that you do the following in your letter:

• Identify yourself as a person with a disability
• State that you are requesting an accommodation under the ADA (or the Rehabilitation Act of 1973, if you are a federal employee)
• Identify your specific problematic job tasks
• Identify your accommodation ideas
• Request your employer's accommodation ideas
• Refer to attached medical documentation, if appropriate
• Ask that your employer respond to your request in a reasonable amount of time

The Responsibilities of the Employer

After you request an accommodation and your employer agrees to your request, it is your employer’s responsibility to give you that accommodation. For example, if an employer requires employees to attend events outside the office and arranges transportation for those events, it is the employer's responsibility to make sure that the events are accessible, including the location and the transportation to the location. Reasonable accommodations must be given to qualified employees regardless of whether they have part-time, full-time, temporary, permanent, or probationary status.

If the accommodation you need is too difficult or too expensive to get (in relation to the employer's size, financial resources, and the needs of the business), then the employer does not have to give it to you. This is called “undue hardship.” The employer can also deny your request if the accommodation prevents you from completing the duties of the job.

An employer cannot refuse to give you an accommodation just because it involves some cost. Likewise, an employer cannot claim undue hardship based on employees' (or customers') fears or prejudices about your disability. Nor can an employer base a claim of undue hardship on the fact that giving you a reasonable accommodation might have a negative impact on the morale of other employees.

Paying for Accommodations

Many accommodations create no additional expense for your employer or are just a one-time cost, such as the purchase of additional equipment. Employers have to pay for the reasonable accommodation. They cannot pass the cost on to you by lowering your salary or paying you less than other employees in similar positions.

However, if an accommodation is found to be unreasonable because it is too expensive for the employer to get, it is possible for you, a government agency, or a private agency to help pay for the accommodation.

More information on where to find help to pay for accommodations can be found later in this article.

Resources for Disclosure and Reasonable Accommodations

The following resources can help you make informed decisions about disclosure and reasonable accommodations:

• The U.S. Department of Labor’s Office of Disability Employment Policy (ODEP) has a website called the Job Accommodation Network (JAN) that is an excellent place to start. JAN has information for jobseekers, employees, and employers. It also has links to local organizations. JAN also has a list of accommodations frequently used to help people with different disabilities and a database that can be searched.
• The National Collaborative on Workforce and Disability publishes The 411 on Disclosure: A Workbook for Families, Educators, Youth Service Professionals, and Adult Allies Who Care About Youth With Disabilities.
• Boston University’s Center for Psychiatric Rehabilitation has a website on reasonable accommodations and disability disclosure for people with psychiatric disabilities.
• The Institute for Community Inclusion has a fact sheet about Disclosure of Disability Information at a CareerForce location.