Providing reasonable accommodations for people with disabilities

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Abstract

Many individuals with disabilities are actively participating in national and community service. This effective practice, submitted by Elesheva Soloff, Training Specialist with The National Service Inclusion Project (University of Massachusetts, Boston) addresses what to do when an accommodation is needed, due to a disability or a medical condition.

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Issue

What to do when a service member or volunteer notifies a supervisor, verbally or in writing, that a change is needed due to a disability or medical condition; or when a supervisor recognizes a service member or volunteer with a disability is experiencing difficulty performing service functions.

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Action

According to materials from the Institute for Community Inclusion, effective practices include:

1. Respond to the request as quickly as possible

The best place to start is with the individual who requested the accommodation -- often he or she will know exactly what accommodation is needed.
  • Involve the individual with the disability throughout every stage of the accommodations process. In determining each factor ensure that you request input and feedback from the individual.
  • Often, the proper accommodations will be identified through a trial and error process guided by a dialogue between the organization and the individual requesting the accommodation, and a third party resource if needed.

2. Define the situation

3. Perform needs assessment

Is it necessary to modify the service position, an organizational policy, the physical environment, or to obtain a product (assistive technology)?

4. Choose the accommodation

  • Supervisors can choose among varied accommodations as long as the chosen accommodation is effective.
  • If there are two possible accommodations and one costs more than the other, the supervisor may choose the less burdensome accommodation as long as it is effective.

5. Redefine the Situation

  • The accommodation process may not always end with a successful outcome; it may be beneficial to redefine the accommodation situation.
  • Supervisors should be sure that accommodation ideas be exhausted and that a good faith effort has resulted.

6. Ensure confidentiality for the volunteer or service member

  • Requesting an accommodation may be a first time disclosure for an individual with a disability -- service members and volunteers may be concerned about disclosing because of myths, fears, and stereotypes society has about people with disabilities.
  • Supervisors can ease some of the concerns associated with disclosure by ensuring service members and volunteers that their requests for accommodations will be considered, and all medical information will be kept confidential.

7. Explain the accommodation to other volunteers or members

  • Supervisors have an obligation to protect the confidentiality of service members and volunteers medical information.
  • Explain that the modification is for legitimate reasons or in compliance with federal law.
  • Programs and organizations can conduct organizational disability awareness trainings to increase everyone’s knowledge about accommodations.

8. Monitor and Evaluate Accommodations

  • Once an accommodation has been identified and provided it is crucial to monitor the accommodation to ensure its effectiveness.
  • Check-in with the service member or volunteer to ascertain whether the accommodation provided is effective and whether any change has occurred that would alter the current accommodation needs.

9. Recognize that the need for accommodations may change over time

  • The supervisor is responsible for making sure that effective accommodations are provided and maintained.
  • Supervisors should discuss accommodation maintenance with the service member or volunteer and determine how and if it should be monitored.
  • A service member or volunteer is not guaranteed a specific accommodation forever; supervisors can modify or stop the accommodation for various reasons.

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Context

  • A reasonable accommodation is an adjustment to a service position, the service environment, or the way things are usually done that allows a qualified individual with a disability to complete the application process, perform essential service functions, or enjoy equal access to benefits and privileges of service.
  • A request for reasonable accommodations can be made at any time during the application process or during service. The request occurs when an individual lets a supervisor know that an adjustment or change is needed because of a medical condition.

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Outcome

  • Providing reasonable accommodations is not a complicated process, but it does involve taking an honest look at your current accessibility and systematically eliminating any barriers to participation.
  • Not all individuals with disabilities will require an accommodation: studies have shown that less than half of people with disabilities require any formal accommodation from an employer.
  • Nearly half of all accommodations cost nothing at all. Providing accommodations involves eliminating identified barriers, and often only requires creativity and flexibility. This could be the modification of an organizational policy (such as the creation of a flexible schedule option), or simply rearranging furniture.
  • Some accommodations do result in an expense to the organization: think of this expense as an investment in your organizations ability to serve its mandate.

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Evidence

The Canadian Council on Rehabilitation and Work conducted a study which showed that, on average, for every $1 an organization puts into making an accommodation for an employee, the organization got $10 in benefits such as increased productivity.

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Posted On

February 15, 2006

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For More Information

Elesheva Soloff
National Service Inclusion Project
100 Morrissey Blvd.
Boston, MA 02125
Fax: (617) 287-4352

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