On July 16, the Job Accommodation Network (JAN) discussed the 3 main reasons you might choose to disclose your disability to your employer or to a potential employer. Today, JAN returns to offer more information and some guidance on how to disclose your disability and request accommodations.
Even though many people struggle with the idea of disclosing a disability, disclosure can be quite simple and it can help you secure accommodations to help you succeed in the workplace. Under the Americans with Disabilities Act (ADA), there is no specific time frame for requesting an accommodation, but we recommend that you disclose your disability and request accommodations before you have difficulties on the job, or at least before they become serious and affect your performance. Open communication during disclosure and the accommodation process is probably the most direct and effective tool for handling the issues that arise and getting back on track to completing workplace assignments or starting a new job with the tools you need. Once youre ready, follow these tips to help you through the process.
Our recent WISE webinar, Ticket to Work and Reasonable Accommodations, can help you learn more! Experts from JAN joined us to discuss more details about reasonable accommodations, including types of accommodations, disclosing your disability, and more.
You can tell your employer that you need an adjustment or change because of a medical condition. You may use plain English. You do not have to mention the ADA or use the phrase “reasonable accommodation.” It can be as easy as saying to your employer, “I need to talk to you about the difficulty I have when trying to get to work on time due to the medication I take.”
Navigating reasonable accommodations in the workplace can seem daunting But having an impairment or disability should not preclude you from succeeding at your job.
The Americans with Disabilities Act (ADA) protects employees with disabilities and mandates that employers provide reasonable accommodations to allow you to perform essential job functions
In this comprehensive guide, I’ll demystify the accommodation process. You’ll learn
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Key ADA definitions
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Types of reasonable accommodations
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How to request accommodations
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Steps for implementing accommodations
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Strategies for maintaining open communication
Let’s get started!
Understanding Your Rights and Employer Obligations
The ADA requires employers with 15 or more employees to provide reasonable accommodations for employees with disabilities. This allows you to enjoy equal employment opportunities.
To be eligible, you must have a physical or mental impairment that substantially limits one or more major life activities.
Once you request an accommodation, your employer should engage in an “interactive process” with you. The goal is to discuss your needs, limitations, and possible accommodations.
Accommodations that don’t impose an undue hardship or direct threat are considered reasonable.
Examples of Reasonable Accommodations
Accommodations vary based on your limitations and essential job duties. But here are some common examples:
- Modified work schedules or telework options
- Reassignment to a vacant position
- Providing computer screen readers or other assistive technology
- Adjusting training materials or procedures
- Allowing service animals in the workplace
- Installing grab bars, ramps, or automatic door openers
The best solution will remove barriers so you can perform your essential duties successfully.
How to Request Accommodations at Work
Don’t be afraid to exercise your ADA rights. Here are tips for requesting accommodations:
Disclose your needs – Explain how your disability limits you and what accommodation would help you overcome those challenges.
Make a formal request – Submit your request and supporting medical documentation in writing to HR or your manager. Follow any company policy guidance.
Use plain language – Clearly describe your impairment, limitations, and desired accommodations without using complex medical terminology.
Focus on job performance – Emphasize how the accommodation will allow you to accomplish your essential duties.
Be open-minded – Your employer may suggest an alternative solution that’s still effective. Engage in good faith discussions.
When requesting accommodations, be clear, positive, and solution-focused. Paint a picture of how accommodations will allow you to thrive.
Implementing Approved Accommodations
Once your employer approves an accommodation, shift gears to implementation. Follow these best practices:
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Ask clarifying questions – Ensure you understand how accommodations will be carried out. Who will coordinate and provide funding? What is the timeline?
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Agree on milestones – Establish progress indicators and check-ins to assess effectiveness after implementation.
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Thank decision makers – Express gratitude to those who helped approve and coordinate your accommodations.
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Understand impact on coworkers – Some accommodations like shifting tasks require coworker awareness. Communicate appropriately.
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Give it time – It may take a few weeks to adjust to a new schedule, workspace, or assistive tools. Be patient with yourself.
With proper implementation planning, you’ll transition smoothly into improved workplace accessibility.
Fostering Open Communication
Clear communication makes or breaks the accommodation process. Follow these tips:
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Keep the conversation going – Discuss what’s working well or any challenges after implementation. Consider refinements.
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Report full benefits realized – Share positive feedback with leaders on how accommodations help you thrive in your role.
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Escalate issues promptly – If accommodations prove ineffective, engage your manager in identifying alternative solutions.
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Show appreciation – Thank coworkers for supporting your accommodations and embracing disabilities in the workplace.
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Educate politely – Correct inaccurate assumptions about your abilities and accommodations without assigning blame.
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Share updates proactively – If your limitations or needs change over time, initiate discussions about adjusting accommodations.
Staying engaged, transparent, and solution-focused keeps everyone aligned.
Handling Denials and Next Steps
If your employer denies your accommodation request, stay calm. Ask them to explain the decision in writing.
Reasons for denial may include:
- Accommodation poses an undue hardship
- You cannot perform essential duties with reasonable accommodations
- Accommodation compromises workplace safety
If you feel the denial is unwarranted, reiterate how you can perform duties with the requested accommodation. Offer alternatives too.
You may also file a complaint with the U.S. Equal Employment Opportunity Commission. Keep notes on all discussions and decisions for documentation.
Despite denials, stay positive. Maintain your worth ethic while identifying your next steps. With perseverance, you can find an environment where you can thrive as your authentic self.
Takeaways
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Disclose your limitations and accommodation needs clearly.
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Submit formal requests and medical documentation in writing.
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Approach discussions positively and solution-focused.
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Implement accommodations collaboratively and patiently.
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Maintain open communication and assess effectiveness.
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Persevere professionally despite any denial.
Workplace accommodations allow employees with disabilities to realize their full potential. You deserve to have your needs heard and met. Now go share your talents with the world!
Talk to the right people
You can disclose the information to whomever you feel most comfortable giving it to. Some employees aren’t comfortable with their direct supervisors knowing about their medical condition or diagnosis, so we advise disclosing this information to the human resources (HR) department. Someone there would be chosen to verify that you do have a disability under the ADA. This confidential information is then stored in a separate locked file that other employees wont have access to. HR then moves forward with the accommodation process where your supervisor may be involved in providing the accommodations.
You can find out specifically how the accommodation process works by checking your employers handbook or policies. HR should be able to advise you on the details.
Put it in writing
At JAN, we recommend putting your disclosure and request for accommodations in writing so you have documentation of what you asked for and when you asked. Under the ADA, however, there are no requirements to submit requests in writing. Some employers have their own paperwork. You can ask your employer about the paperwork and start there, you can submit a letter from your medical provider, or you can write a letter and attach your medical documentation.
How to Ask for Reasonable Accommodations at Work
Can I request reasonable accommodations at work?
Requesting reasonable accommodations at work is essential to advocating for what you need to succeed on the job. According to the ADA National Network, you’re allowed to request — and must gain access to — reasonable accommodations at work, as long as: Reasonable accommodations, by law, must be addressed on a case-by-case basis.
How do I ask for an accommodation?
You can ask for an accommodation at any time during the hiring process or on the job. It’s best to be proactive. Ask before a challenge affects your work. 4. Start the conversation. Talk with your manager or someone in Human Resources. This will start an “interactive process” that is required by the Americans with Disabilities Act (ADA).
What is a work accommodation?
Work accommodations are changes to a hiring process, work environment, or job responsibilities that allow an employee with a disability to apply for or do their job. What makes an accommodation “reasonable?”
Do I need a reasonable accommodation during a job interview?
You do not need to request a reasonable accommodation during a job interview. If possible, request a reasonable accommodation before your job performance begins to suffer. It is difficult to ask for an accommodation to address past performance issues.
