Reasonable Accommodation-Supervisor and Management

Additional Frequently Asked Question​s

No. The interactive process may include both formal and informal communication. The employee may verbally request an accommodation or state that they are having difficulty without presenting a medical note.The process may also begin if you observe an employee who appears disoriented or unable to perform his or her job in a safe manner or when you are notified by a third party that an employee is having difficulty.

The County processes accommodations as confidentially as possible. Information may be released to individuals with need to know to facilitate the accommodation(s).

A “timely, good faith interactive process” is mandated by statute under FEHA and case law under ADA. The County is exposed to liability if it fails to engage or causes a breakdown in the interactive process. If the employee fails to engage or causes a breakdown in the interactive process, he/she risks losing protections under ADA and FEHA.

Interactive meetings and discussions can take place either in person or over the phone.

A formal meeting may not be necessary for simple requests to be provided. Even if a formal meeting does not occur, be sure there is interactive dialogue with the employee, and it is documented in an Interactive Summary. A good faith interactive process is required, even if the request is simple.

The Reasonable Accommodation process requires ACTION:

  • ​Ask if employee is doing ok or if you can assist in some way;
  • Confidentiality is key (only inform those who need to know);
  • Take Steps to engage in a timely good faith Reasonable Accommodation discussion;
  • Interact with employee, don’t begin with “NO,” & make effort to accommodate;
  • Opportunity to show care, to encourage cooperative solutions, & to build positive working relationships;
  • Note actions taken, using the Interactive Process Summary, email or other documentation.
  • Have current medical restrictions for the employee.
  • Remain open minded.
  • Listen to the employee, consider limitations, request(s), and remain objective. If unprepared for a final decision or needs department confirmation, a follow up meeting may be scheduled.
  • If you have concerns that the requested accommodation may not be possible, be prepared to discuss why in very specific terms, such as what duties are not getting done, what the impact is on the department or other employees, etc.

Focus on the employee’s restrictions or limitations, in the medical note or discussion, as they impact job duties. The discussion is an opportunity to build positive cooperative working relationships and show concern for the employee. Consider all requests, and remain open to creative solutions. Refrain from asking about or discussing diagnosis, medical condition/treatment, therapy, or medication. If the employee offers that detail, refocus on restrictions or limitations as they impact job duties.

DCO can provide the IA Summary template; remember each review occurs on a case-by-case basis. The employee’s name, interactive meeting/communication date, attendees, reasonable accommodation form date, update to ongoing accommodation or written/verbal requests without medical note(s) or document(s), employee’s specific request(s), medical note(s) with restrictions/recommendations and dates, accommodations/considerations, next actions.

Manager, supervisor, employee, DCO, ADA Coordinator and the ADA Coordinator uploads the IA summary to the employee’s Electronic Personnel File (EPF).

Pertinent medical, leave, retirement.

  • Expect professionalism.
  • Remain mindful of disability etiquette
  • Know Administrative Policy: 6​01: Discrimination, Harassment & Retaliation located on the EEO website​.
  • Be a good role model; be professional.
  • Manage fairly and consistently.
  • Assure employees they will not be punished or retaliated against for requesting an accommodation or sharing their concerns.
  • Timely report concerns or potential issues to a DPS HR Team Rep.

Learn more about the issue(s) and discuss concern(s) with any manager, a DPS HR Service Team Rep, the EEO Office, or DCO. Complaint Guidelines, Complaint Frequently Asked Questions (FAQs), and Complaint Form are located on the EEO Office Website. A supervisor or manager who fails to take action may also be in violation of the Discrimination/Harassment Policy.

A DPS Human Resources Service Team Representative at 9310 Tech Center Way Sacramento, CA 95826 [or call (916) 875-4333, (916) 875-1300, (916) 875-3500, (916) 874-1424].

Disability Compliance Office or phone: (916) 874-7642.

  • Cheryl Bennett is the 1st contact for DCO (receives/uploads documents into EPF for Coordinators) and Public Access requests.
  • Nancy Gumnor also supports the departments.​