An HR Manager’s Role and Responsibility in Accommodating Employees

HR managers play an important role in ensuring that their organization complies with the Americans with Disabilities Act (ADA) and other disability laws, particularly with regards to providing reasonable accommodations for employees with disabilities. Here are a few key things that HR managers should know about disability accommodations:

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• The Interactive Process: The interactive process is a crucial aspect of compliance with the ADA, as it allows employers and employees to work together to identify and provide reasonable accommodations. HR managers should be familiar with the process and be able to guide both managers and employees through it.
• Reasonable accommodations: HR managers should have a good understanding of what constitutes a reasonable accommodation, and how to provide them in a way that does not impose an undue hardship on the organization. They should also be familiar with the various resources available to help them identify and provide accommodations.
• Confidentiality: HR managers should be aware that medical information and documentation provided by employees in relation to disability accommodations must be kept confidential, and should be stored separately from regular personnel files.
• Record-keeping: HR managers should keep accurate records of all requests for accommodations, accommodations provided, and any related documentation. This information should be stored in a secure and confidential manner, and for as long as necessary.
• Compliance: HR managers should be familiar with the applicable laws and regulations related to disability accommodations, such as the ADA and any state or local laws, and be able to ensure that their organization is in compliance with them.
• Communication: HR managers should be able to communicate effectively with employees, managers and other stakeholders, to ensure that everyone involved in the accommodation process is aware of their rights and responsibilities and how to request an accommodation.
• Providing support and education: HR managers should provide ongoing education, guidance and support to managers, supervisors and employees on disability accommodation matters to ensure a smooth and effective process.

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By keeping these key factors in mind, HR managers can help ensure that their organization is able to provide reasonable accommodations for employees with disabilities in a way that complies with the law and does not impose undue hardship on the organization.