Title I of the Americans with Disabilities Act of 1990 (the "ADA") requires an employer to provide reasonable accommodation to qualified individuals with disabilities who are employees or applicants for employment, unless to do so would cause undue hardship. "In general, an accommodation is any change in the work environment or in the way things are customarily done that enables an individual with a disability to enjoy equal employment opportunities. There are three categories of "reasonable accommodations":

"(i) modifications or adjustments to a job application process that enable a qualified applicant with a disability to be considered for the position such qualified applicant desires; or

(ii) modifications or adjustments to the work environment, or to the manner or circumstances under which the position held or desired is customarily performed, that enable a qualified individual with a disability to perform the essential functions of that position; or

(iii) modifications or adjustments that enable a covered entity's employee with a disability to enjoy equal benefits and privileges of employment as are enjoyed by its other similarly situated employees without disabilities.

The following forms used in the War Media Activity Reasonable Accommodation Program are attached:

• All medical documentation per Health Insurance Portability and Accountability Act of 1996 ("HIPAA"). For Official Use Only (FOUO), which must be protected under the Privacy Act of 1974.
• The Medical Inquiry form should be completed by your doctor/caregiver. This form provides a user-friendly method of gathering the necessary information. The information provided should be as specific as possible. 

• Additional medical documentation may be required to determine severity of impairment. 

  Policy Memo - Updated Reasonable Accommodation Process

For Additional information contact DWIA Reasonable Accommodation Manager @ dma.meade.hqdma.mbx.dma-eeo@mail.mil

Interactive Process

• The purpose of the interactive process is to determine what, if any, accommodation(s) should be provided…this first includes evaluating the essential functions of the employee's position in order to choose the appropriate accommodation that will suite the disabled employee without creating an undue hardship on the agency.
• Supervisors and their respective employee must engage in an interactive process to evaluate RA requests. This involves gathering information, consulting with EEO Office, and assessing the reasonableness and feasibility of accommodations (absent any undue hardship).

• Actively engaging in the interactive process will ensure timely and efficient processing of a Reasonable Accommodation request. 

• This is a collaborative process, no, the supervisor should not feel that they must accept the Accommodation that the employee or their physician suggests; however, the medical documentation, the employees request, and the Supervisor’s input will all be taken in consideration when determining a “reasonable” accommodation.

     Reasonable Accommodation Process Flowchart

• STEPS:

  • Recognize an Accommodation Request

  • Gather Information

  • Explore Accommodation Options

  • Choose and Accommodation

  • Implement the Accommodation

  • Monitor the Accommodation

• Strategies:

  • Make the employee comfortable with discussing specific aspects of the job that may be difficult for them without an Accommodation

  • Give the employee the opportunity to share relevant information without disclosing detailed medical information

  • Focus on job functions rather than health condition to determine what the employee needs assistance within order to complete the mission.

• Questions to Consider:

  • What health condition and/or specific limitations is prompting the need for accommodation?

  • What Challenges are you facing in your current role?

  • How does the health condition and/or limitations affect your ability to perform certain tasks onsite?

  • Is there anything you’d like to share about your health condition or limitations that would help us better understand your accommodation needs

  • Have you had any accommodations in the past that seemed to help?

• Remember:

  • Effective Communication requires all parties to listen actively, seek common ground, and show mutual respect

ADA Questions and Answers
(once you click on this link, you will be leaving InsideWMA) 

Guidelines

DOD INSTRUCTION 1020.06 ESTABLISHING AND MAINTAINING COMPREHENSIVE REASONABLE ACCOMMODATION POLICIES AND PROGRAMS

• https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/102006p.PDF?ver=MhsRzmgeOQ8j5a0oPTgoSg%3D%3D

DMA Memo - Updated Reasonable Accommodation Process

DoW ASL Services

Computer/Electronic Accommodations Program (CAP)

• Overview
• Technology
• Need Assessment Overview

For additional information please contact the EEO office @ dma.meade.hqdma.mbx.dma-eeo@mail.mil.

If you are an applicant who needs an accommodation for your interview

Tell the HR Specialist in charge of the position that you applied for that you have a disability and what accommodation you need. The HR specialist’s email address is listed in the USAJobs announcement.

• DoW managers who are ready to hire and accommodate must make timely notifications to HR and EEO.
• The Hiring Manager will make a request accommodation for the applicant thru https://cap.mil/accommodation/request-accommodation-solutions
• CAP requires an Approving Official for all requests. Usually, a Supervisor or Reasonable Accommodation contact, this person will receive an email to review your request.
• The Approving Official will also need to log in with a PIV/CAC for all specialize accommodations under the DoW CAP.

CAP accommodates several people to include:

• DoW civilians with disabilities
• Active-duty Service members with disabilities or functional limitations
• DoW employees with disabling conditions who are also:
• Workers’ Compensation beneficiaries
• Term and Temporary Employees
• Workforce Recruitment Program (WRP)
• Detail appointments

Additional Resources Relating to Reasonable Accommodations, Assistive Technology, and Accessibility

• ABLEDATA: Assistive technology(external link) - Provides information on assistive technology and rehabilitation equipment available from domestic and international sources for use within the United States.
• Executive Order 13164(external link)(PDF file) - Requires Federal agencies to establish procedures to facilitate the provision of reasonable accommodations.
• Easter Seals: Project ACTION(external link) - Promotes improved access to transportation for people with disabilities and assists transportation operates to implement the ADA.
• Federal Communications Commission, Disability Rights Office: What You Need to Know about the Teleco…
• Institute for Human Centered Design(external link) - Advocates for accessibility and universal designs for people with disabilities to participate fully in all aspects of society.
• Job Accommodation Network (JAN)(external link) - Provides information about job accommodations, the ADA and employment of people with disabilities.
• University of Wisconsin-Madison: Trace Research and Development Center(external link) - Provides information on technology and disabilities.
• U.S. Equal Employment Opportunity Commission's "Enforcement Guidance: Reasonable Accommodation and …
• U. S. Department of Education: Assistive Technology(external link) - Uses assistive technology to assist Department of Education employees and customers with disabilities.
• U.S. Department of Defense/Office of Secretary of Defense: Computer/Electronic Accommodations Progr… - Provides assistive technology to employees with disabilities at the Department of Defense and other Federal agencies.
• U.S. General Services Administration: Federal Relay Service(external link) - Describes the Federal relay service.

All personal information collected from individuals, including medical documentation, will be treated in accordance with applicable laws and policies on privacy, including the 29 CFR 1614.203 Rehabilitation Act of 1973 as amended, Privacy Act of 1974 and DoD Instruction 5400.11, "DoD Privacy and Civil Liberties Programs," January 29, 2019, change 1 effective December 8, 2020.