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Reasonable accommodation is any change to a job, the work environment, or the way things are usually done that allows an individual with a disability to apply for a job, perform job functions, or enjoy equal access to benefits available to other individuals in the workplace.
Agencies are required by law to provide reasonable accommodation to qualified individuals with disabilities, unless doing so would impose an undue hardship to the agencies. In addition, Executive Order 13164 requires Federal agencies to develop written procedures for providing reasonable accommodation. To read DOT’s Reasonable Accommodation Order, visit: http://www.dot.gov/ost/docr/pwd/RAFinalO.doc or review the “Frequently Asked Questions” document on reasonable accommodations:
Who is considered an individual with a disability?
A person with a mental or physical impairment that substantially limits one or more major life activities; has a record of such an impairment; or is regarded as having such an impairment.
What are major life activities?
Walking, seeing, hearing and breathing are all examples of major life activities. This list is provided only as an example and is not exhaustive. When making reasonable accommodation determinations, a detailed analysis of major life activities may be necessary (See information on documentation of hidden disabilities).
What is the definition of qualified individual with a disability?
An individual with a disability who 1) satisfies the requisite skill, experience, education and other job-related requirements of the position; and 2) is able to perform the essential functions of the position with or without reasonable accommodation. Essential functions are job responsibilities that are fundamental to the particular position.
What is reasonable accommodation and when is it appropriate?
A reasonable accommodation is any change in the work environment or in the way things are usually done that results in an equal employment opportunity for an individual with a disability (i.e., screen reader, facility modification, sign language interpreter, etc.).
DOT job applicants and employees with disabilities are eligible for the provision of reasonable accommodation. Job applicants needing reasonable accommodation may include a person who is deaf requiring a sign language interpreter for the job interview, or a person who uses a wheelchair who needs to be interviewed in an accessible facility.
Employees with disabilities are provided reasonable accommodation to ensure successful completion of essential job functions. For example, sign language interpreters for staff meetings and assistive technology that ensures computer access.
Employees are also eligible for reasonable accommodation when it ensures access to the benefits and privileges of employment. For example, DOT fitness centers and cafeterias must be accessible to people with disabilities. Also, holiday parties and other social events sponsored by the Department must be accessible to people with disabilities.
Are applicants and employees with disabilities required to substantiate the need for reasonable accommodation?
In some cases, yes. People with obvious or visible disabilities are not required to substantiate the need for reasonable accommodation. A person who uses a wheelchair, a person who uses a guide dog due to a vision impairment or a person who is deaf are all examples of people with obvious visible disabilities.
The Department may require people with non-obvious or hidden disabilities to substantiate the need for reasonable accommodation through medical documentation. For information on what constitutes sufficient medical documentation, go to http://www.drc.dot.gov. Examples of hidden disabilities include mental impairments, HIV and learning disabilities.
What is the Schedule A Hiring Authority?
Schedule A is a specialized hiring authority that allows Federal hiring officials to appoint qualified people with disabilities non-competitively. In order to appoint a candidate under Schedule A, the hiring office must have an approved position description and the candidate must meet all job qualifications. Prior to appointment, the candidate must furnish the Department with a Schedule A certification letter. The letter must state the individual has a disability and is eligible for hiring under this authority. Candidates may obtain such letters from their local vocational rehabilitation agency.
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