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Interactive Process Template | ADA Accommodations

This template serves as a basic outline for your interactive ADA accommodations process. Download, add to, and tailor this template to your company’s policies, employee handbook, and/or training material. Please refer to your organization’s legal counsel and HR team to ensure you follow internal policies.

Team Disclo
March 26, 2024

Step 1: Request for Accommodation

  • The employee initiates the accommodation request by contacting the appropriate HR representative or designated ADA coordinator. 
  • HR or ADA coordinator responds to acknowledge the request and provides the employee with the ADA accommodation request form if it still needs to be completed. 

Note: An employee doesn’t need to mention the ADA or use the phrase "reasonable accommodation" when requesting an accommodation. According to the EEOC, an individual may use "plain English.” Therefore, any time an employee indicates they are having a problem related to a medical condition, the employer should consider whether the employee is requesting accommodation under the ADA.

Step 2: Accommodation Request Form

  • Employee completes the ADA accommodation request form, providing details about their limitations and the specific accommodation(s) requested.
  • Employees may be required to submit medical documentation to support their request.

Note: Under the ADA, when an employee’s disability and need for accommodation is not obvious, the employer can request limited medical documentation to help determine that the employee has a disability and needs the requested accommodation.

Step 3: Review and Assessment

  • The HR or ADA coordinator reviews the accommodation request, including medical documentation, if provided.
  • HR or ADA coordinator schedules an interactive discussion with the employee to understand their needs better and explore potential accommodations.

Note: If the employer finds the requested accommodation not to be “reasonable,” they should discuss this with the employee and work together on alternate accommodations that can support the employee in performing the essential functions of their job. 

Step 4: Accommodation Decision

  • HR or ADA coordinator, in consultation with relevant stakeholders, makes a decision regarding the requested accommodation.
  • HR or ADA coordinator communicates the decision to the employee in writing, explaining whether the accommodation is approved or denied, and provides the next steps.

Note: Before denying an accommodation request, an employer should examine all possible accommodations, getting input from the employee, their manager, and other stakeholders.

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