Recognize the Accommodation Request
- Receive and acknowledge the request
- Note date and method of accommodation request (verbal, email, written)
- Confirm understanding of the employee's concern or limitation
- Acknowledge the request in writing (if not already documented)
- Begin an accommodation file (separate from personnel file)
Begin the Accommodation Process
- Schedule and document a meeting with the employee
- Discuss job duties and limitations
- Ask for employee input on accommodation solutions
- Keep a log of dates, participants, and summary notes
Request Information
- Determine whether documentation is necessary, if condition/accommodation need is not obvious
- Send written request outlining necessary information
- Receive and store medical documentation securely and separately
- Document summary of limitations (not diagnosis)
Explore and Choose Accommodation(s)
- Review potential accommodations for effectiveness and feasibility
- Consult with relevant departments (IT, facilities, legal, etc.)
- Make a decision and communicate it in writing to the employee
- Document the rationale (especially if denied or an alternative was approved)
Implement the Accommodation(s)
- Coordinate logistics and confidentially notify necessary personnel
- Provide instructions or training if needed
- Use a checklist to ensure completion of implementation steps
- Document the implementation date and steps taken
Monitor the Accommodation(s)
- Schedule a follow-up meeting (e.g., 1—2 weeks after implementation)
- Ask for feedback on the effectiveness of the accommodation
- Make adjustments if needed
- Log follow-up conversations and changes
- Monitor performance and any changes in condition or job duties
- Return to the accommodation process if accommodation becomes ineffective
- Continue documenting all updates and decisions