Employee accommodation policy template

The employee accommodation policy template can help HR professionals create a comprehensive and compliant accommodation policy for their organization. It outlines the steps to be taken when an employee requests an accommodation, the responsibilities of the employee and the organization, and the process for determining and implementing reasonable accommodations.

What is the employee accommodation policy?

An employee accommodation policy applies for a company that is committed to ensuring that all employees, regardless of their abilities, have equal access to employment opportunities and a supportive work environment.

In accordance with the Americans with Disabilities Act (ADA) and other relevant laws, the organization will provide reasonable accommodations to employees with disabilities or other needs, unless doing so would cause an undue hardship.

Reasonable accommodations may include, but are not limited to, modifications to the physical work environment, adaptive equipment, modified work schedules, and job restructuring. The organization will engage in an interactive process with the employee to determine the most appropriate reasonable accommodation(s) for their individual needs.

An employee accommodation policy should include:

1. A clear statement of the organization’s commitment to providing reasonable accommodations for employees.
2. A description of the process for requesting and determining reasonable accommodations, including the responsibilities of the employee and the organization.
3. A list of examples of reasonable accommodations that the organization may provide.
4. A statement regarding the confidentiality of employee disability-related information.

Step-by-step instructions to create this policy

1. Review relevant laws and regulations, such as the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act.
2. Engage stakeholders, including HR, legal, and management, to ensure the policy is comprehensive and compliant.
3. Define the organization’s commitment to providing reasonable accommodations and the scope of the policy.
4. Outline the process for requesting and determining reasonable accommodations, including the responsibilities of the employee and the organization.
5. Provide examples of reasonable accommodations that the organization may provide.
6. Include a statement regarding the confidentiality of employee disability-related information.
7. Review and revise the policy as needed to ensure it remains compliant and effective.

Employee accommodation policy template

[Organization Name]

Employee accommodation policy

Introduction

[Organization name] is committed to ensuring that all employees, regardless of their abilities, have equal access to employment opportunities and a supportive work environment. In accordance with the Americans with Disabilities Act (ADA) and other relevant laws, the organization will provide reasonable accommodations to employees with disabilities and other needs they might have, unless doing so would cause an undue hardship.

Scope

This policy applies to all [organization name] employees, including full-time, part-time, and contract employees.

Process for requesting and determining reasonable accommodations

1. Employees who require a reasonable accommodation must notify their supervisor or HR representative in writing.
2. The organization will engage in an interactive process with the employee to determine the most appropriate reasonable accommodation(s)
3. The organization will consider the employee’s request and determine whether the requested accommodation is reasonable and effective.
4. The organization may request additional information or documentation to support the request, such as a doctor’s note or a report from a vocational rehabilitation counselor.
5. The organization will communicate its determination to the employee in writing, including the reason for any denial of the requested accommodation.

Examples of reasonable accommodations

1. Modifications to the physical work environment, such as installing a wheelchair ramp or widening a doorway.
2. Adaptive equipment, such as a screen reader or a standing desk.
3. Modified work schedules, such as flexible start and end times or telecommuting.
4. Job restructuring, such as reassigning non-essential job duties.
5. Religious accommodations, such as time off for religious holidays or wearing certain attire or headcoverings.
6. Family responsibilities, such as flexible work arrangements to care for a family member or parental leave to care for a newborn.
7. Medical conditions, such as modifications to job duties or leave for medical treatment.
8. Pregnancy and childbirth, such as modifications to job duties or leave for childcare.
9. Military leave, such as time off for military training or deployment.

Confidentiality

The organization will keep all employee disability-related information confidential and secure, in accordance with applicable laws and regulations.

Responsibilities

1. Employees are responsible for notifying their supervisor or HR representative of their need for a reasonable accommodation.
2. The organization is responsible for engaging in an interactive process with the employee to determine the most appropriate reasonable accommodation(s).
3. The organization will provide reasonable accommodations, unless doing so would cause an undue hardship.

Effective Date

This policy is effective [insert date] and supersedes all previous policies related to employee accommodations.
Amendments

The organization reserves the right to amend or modify this policy at any time, without notice. The latest version of this policy will be available on the organization’s intranet.

Acknowledgement

By accepting employment with [organization name], employees acknowledge that they have read, understood, and will comply with the terms of this policy.

Signature

[Insert signature of authorized representative]

[Insert name and title of authorized representative]

[Insert date]

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.