How Do You Request Reasonable Accommodations?

How Do You Request Reasonable Accommodations?

Reasonable accommodations ensure that employees with disabilities have equal opportunities to succeed in the workplace. Under the Americans with Disabilities Act (ADA) and California law, employers are required to provide reasonable accommodations that allow individuals to perform essential job functions, as long as doing so does not impose an undue hardship. If you are an employee in need of an accommodation, it’s crucial to know your rights and responsibilities, and understand how to formally request the adjustments you need. The Law Offices of Jeannette A. Vaccaro PC helps you advocate for your right to reasonable accommodations.

What Are Reasonable Accommodations?

Reasonable accommodations are changes or adjustments to a job or work environment that make it possible for an employee with a disability to perform essential duties. Examples include modifications to work schedules, providing assistive technology, adjusting equipment or even altering physical spaces to ensure accessibility.

The key to accessing these accommodations is initiating the request process. You are encouraged to come forward as soon as you recognize that an adjustment is needed to carry out your job effectively.

Step 1: Identify Your Accommodation Needs

Start by evaluating your specific limitations and determining how they impact your ability to perform essential work functions. Think through the adjustments or tools that could help overcome these challenges. For example, if you have difficulty meeting early start times due to medical treatments, requesting schedule flexibility could be a reasonable accommodation. You might also consider accommodations like ergonomic office equipment, additional breaks or assistive software, depending on your situation.

Step 2: Communicate Your Request

Once you have identified your needs, it’s time to communicate them to your employer. Requests can be made verbally or in writing, though putting them in writing is often recommended to create a documented record of communication. Address the request to your direct supervisor, human resources department or another designated manager.

There’s no need for formal legal language, but explicitly stating that your request is being made under the ADA or California law can help clarify its purpose. For instance, you might say, “I am requesting a reasonable accommodation under the ADA to help me perform essential job functions.”

Step 3: Provide Supporting Documentation

While the law does not require detailed medical records to justify accommodations, employees may need to provide basic documentation from a healthcare provider that verifies their disability and its impact on their work. Employers typically cannot ask for more medical information than is necessary to support the accommodation request.

Make sure to retain copies of all documents you submit, as well as any forms your employer provides during the process. Documentation can be particularly useful if there is any delay or dispute regarding your request.

Understanding Employer and Employee Responsibilities

After you submit a request, your employer must engage in an “interactive process” with you to determine what accommodations are reasonable and effective. While the employer is not obligated to provide your exact request, they must offer alternative solutions that meet the same needs. For example, if a specific technology is too costly, they should explore other tools or adjustments.

You, as the employee, have a responsibility to proactively participate in the process, communicate openly and provide necessary information. Employers are prohibited from retaliating against you or denying accommodations based on biases or unreasonable grounds.

Contact Our San Francisco Employment Attorney Now

Advocating for reasonable accommodations can feel overwhelming, especially if an employer is unresponsive or disputes your request. At the Law Offices of Jeannette A. Vaccaro PC, we are dedicated to helping California employees fight for their rights. If you’re navigating workplace discrimination or struggling to request reasonable accommodations, contact us today. We’re here to guide you through the process.