Reasonable Accommodation Process

Requesting an Accommodation and Understanding the Interactive Process

A.    Employees with Disabilities

To request a reasonable accommodation for a disability, an employee should take the following steps:

1.     The employee should make the request orally or in writing personally, or through a family member, friend, health professional or other representative, to his or her immediate supervisor or the Equal Opportunity Director. If the request is made to someone other than the immediate supervisor, that person must promptly notify the immediate supervisor of the request. The employee does not need to use the words, “reasonable accommodation,” but may simply state in plain English that s/he needs an adjustment or change at work; or in the application process due to the nature of his/her disability.

2.     If an accommodation is needed to participate in a specific agency activity, the accommodation needs to occur in sufficient time to allow the employee requesting the accommodation to participate in the activity.

3.     Within five (5) business days after making the request, the employee must complete and submit a Reasonable Accommodation Request Form to the Equal Opportunity Director.

4.     An employee who requests an accommodation must provide information regarding:

  • The nature, extent, and duration of the disability;
  • How the disability impairs the employee's ability to perform the essential functions of his or her job or to enjoy equal access to the benefits and privileges of employment; and
  • How the requested accommodation or any alternative accommodation would allow him or her to perform the essential functions of his or her job, or to enjoy the benefits and privileges of the job.

5.     In cases where the nature of the disability and the need for an accommodation are not obvious, or where the individual has not already provided the City with sufficient information to substantiate that s/he has a disability and needs an accommodation, then the employee shall promptly submit a limited medical release form and medical documentation to support the accommodation request.  (The Risk Management Department will provide additional guidance during the process.)

6.     This information should generally be provided to the supervisor; however, where the employee has concerns regarding such disclosure, the limited medical release form and the medical documentation may be provided directly to the Risk Management Department.

B.    Applicants with Disabilities

To request a reasonable accommodation to participate in the application process, an applicant should take the followings steps:

1.     The applicant should make the request orally or in writing personally, or through a representative, to the Equal Opportunity Director or other contact person listed on the vacancy announcement. If the request is made to someone other than the Equal Opportunity Director or other contact person listed on the vacancy announcement, that person must promptly notify the Equal Opportunity Director or other contact person of the request.    

2.     Within five (5) business days after making the request, the applicant must complete and submit to the Equal Opportunity Director or designee a Reasonable Accommodation Request Form. The Equal Opportunity Director will send the request to the Human Resources Director and appropriate parties for review.  If the applicant with disability requires assistance with completing the form, the staff member receiving the request will provide the required assistance. 

3.     An applicant who requests an accommodation must provide information regarding:

  • The nature, extent, and duration of the disability;
  • How the disability impairs the applicant's ability to perform the essential functions of his or her job or to enjoy equal access to the benefits and privileges of employment; and
  • How the requested accommodation or any alternative accommodation would allow the applicant to perform the essential functions of his or her job, or to enjoy the benefits and privileges of the job.

4.     Immediately after an applicant requests an accommodation, the Human Resources Director or designee shall decide whether to grant or deny the request or to offer an alternative accommodation.

5.     In cases where the nature of the disability and the need for an accommodation are not obvious, or where the individual has not already provided the agency with sufficient information to substantiate that s/he has a disability and needs an accommodation, then the applicant shall promptly submit a limited medical release form and medical documentation to support the accommodation request.

6.     The accommodation needs to occur in sufficient time to allow the applicant to participate in the application process.

C.    Building Facility Accommodation Requests

  • A citizen or employee shall make such requests directly to the Equal Opportunity Director utilizing the Reasonable Accommodation Request Form.  The Equal Opportunity Director or designee shall send the request to the lead building official for review.  The Equal Opportunity Director may work with the City Attorney’s Office, Facilities Management, Lead Building Official and other appropriate parties.
  • The lead building official shall notify the citizen or employee of his or her decision and provide the Equal Opportunity Director with a copy of the record.