Requesting a Reasonable Accommodation

 

Reasonable accommodation policy is contained in FAA Order 1400.12 and DOT Order 1011.1.

In order to minimize delays, employees should direct requests for accommodation to their first-line supervisor, designated as the reasonable accommodation decision maker in FAA Order 1400.12. A request may be made whenever the employee chooses, even if he or she has not previously disclosed the existence of a disability.

An employee may initiate a request for reasonable accommodation orally or in writing. However, oral requests should be followed up by a written confirmation of request. Requesting employees should also contact the People with Disabilities Program Manager, Timmy W Brown, Timmy.W.Brown@faa.gov, or (850-363-4373), to inform the Office of Civil Rights that an accommodation request is being made.

If an employee with a disability requires assistance with the written request requirement, the first-line supervisor will provide or arrange for assistance. An employee may also request a reasonable accommodation through a family member, health professional, or other designated representative.

The requesting employee and the decision maker shall engage in an interactive process to determine what, if any, accommodation is required. The goal of this process is to ensure that all parties understand how the request will be processed, to ensure that there is an opportunity for all relevant information to be exchanged, and to provide the requesting employee with an opportunity to propose and discuss potential accommodations.

When the disability and/or need for accommodation is not obvious and is not otherwise known, the requesting employee may be asked to provide reasonable information/documentation about the functional impairment at issue and the requested accommodation. Failure to submit properly requested information/documentation may result in denial of the request for reasonable accommodation.

The decision maker may ask the requesting employee to provide medical records relevant to the reasonable accommodation decision, describing:

  • The nature, severity, and duration or projected duration of the impairment;
  • One or more of the work activities that the impairment limits;
  • The extent or degree to which the impairment limits a work activity;
  • The reason the requesting employee requires reasonable accommodation or the particular reasonable accommodation requested; and/or
  • How the reasonable accommodation will assist the requesting employee perform the essential functions of a job or to enjoy the equal benefits and privileges of employment.

The law requires that medical information/documentation related to the reasonable accommodation process be kept confidential, therefore medical documentation will be kept in files separate and apart from an employee's personnel file(s).

 

Also reach out to your local HR servicing organization to obtain information too.

Other sources to find additional information are;

https://www.opm.gov/policy-data-oversight/employee-relations/reasonable-accommodation/

https://www.eeoc.gov/eeoc/internal/reasonable_accommodation.cfm

https://www.eeoc.gov/policy/docs/accommodation.html