Reasonable Accommodations

FREQUENTLY ASKED QUESTIONS (FAQ)

What is a Reasonable Accommodation?

In relation to the Rehabilitation Act/ADA, a reasonable accommodation is a modification or adjustment to the job, the work environment, or the way things are usually done. Reasonable accommodations are provided to ensure a qualified applicant or employee with a disability can participate in the application process, perform essential functions of the job, and enjoy the benefits and privileges of employment equal to those enjoyed by employees without disabilities. The Agency is required to provide an effective reasonable accommodation to qualified individuals with disabilities, unless doing so would impose an undue hardship to the agency.

What is a disability under the Rehabilitation Act/ADA?

Disability, with respect to an individual, means a physical or mental impairment that substantially limits one or more major life activities; a record of such an impairment; or being regarded as having such an impairment. For more information, see: (29 CFR § 1630.2(g))

What is a major life activity?

These activities include, but are not limited to:

1) Caring for oneself, performing manual tasks, seeing, hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning, reading, concentrating, thinking, communicating, and working; and

2) The operation of major bodily functions, including functions of the immune system, special sense 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.

What are some examples of a Reasonable Accommodation (RA)?

The following are some examples of RAs:

  • Job Restructuring

  • Leave

  • Flexible or Modified Work Schedules

  • Use of a Service Animal

  • Personal Assistance Services (PAS)

  • Equipment or Devices (i.e. ergonomic chairs/desks, readers); and

  • Telework.

Who is responsible for addressing a Reasonable Accommodation (RA) request?

Decisions on reasonable accommodation requests must always be made in the Operating Administrations (OA) (i.e. Specific organization) where the requesting employee works and by the individual or individuals designated in the OA reasonable accommodation procedures.

Can my manager ask me for medical information?

According to DOT policy the decision maker should contact the disability advisor(s) designated by the reasonable accommodation procedures to initiate a medical documentation request. Decision makers should not request medical information from the requestor directly.

7. POLICY(t) Medical Information Requests: When the medical impairment(s) or disability necessitating a reasonable accommodation is not obvious, or when the decision maker needs more information to determine what would be an effective reasonable accommodation, the decision maker should contact the disability advisor(s) designated by OA reasonable accommodation procedures to initiate a medical documentation request. Decision makers should not request medical information from the requestor directly. The designated disability advisor may request information such as:

I. Nature, severity, and duration of the impairment relevant to the request.

ii. One or more of the major life activities that the impairment limits.

iii. Extent or degree to which the impairment limits a major life activity.

iv. Explanation of how the impairment affects the performance of a skill or a function.

v. Explanation as to how an accommodation will help an individual apply for a job, perform the essential functions of a job, or enjoy the benefits and privileges of the workplace.

Will medical documentation/information be kept confidential?

Yes, all documents and information are confidential.

May telework be a Reasonable Accommodation?

Telework may be a reasonable accommodation depending on the essential functions of the position and the portability of the job. All reasonable accommodations decisions are made on a case-by-case basis.

May an employee request to bring a service animal or emotional support animal to work as a Reasonable Accommodation?

Yes, an employee may request to bring a service animal or emotional support animal (including a comfort or therapy animal) to work as a RA. Such requests will be considered on a case-by-case basis.

Who do I contact if I require reasonable accommodation?

Employees should direct requests for reasonable 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. Employees and job applicants seeking a reasonable accommodation should promptly follow an oral request with a written request to the decision maker.

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.

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