Reasonable Accommodations
To request a Reasonable Accommodation, please visit the DoDEA E-file Portal page.
About
DoDEA recognize that applicants have a right to full and fair consideration for job vacancies. The Rehabilitation Act of 1973 prohibits discrimination against a qualified individual with a disability in all aspects of the employment relationship to include terms, conditions, and privileges of employment. The Rehabilitation Act also requires employers to provide reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment, in order to enable an individual with a disability to enjoy equal employment opportunities. The information below provides basic information about employee rights under various federal laws and regulations.
Reasonable Accommodation
The U.S. Equal Employment Opportunity Commission states, “A reasonable accommodation is any change in the workplace or the way things are customarily done that provides an equal employment opportunity to an individual with a disability. While there are some things that are not considered reasonable accommodations (e.g., removal of an essential job function or personal use items such as a hearing aid that is needed on and off the job), reasonable accommodations can cover most things that enable an individual to apply for a job, perform a job, or have equal access to the workplace and employee benefits such as kitchens, parking lots, and office events.” Some common types of accommodations include, but are not limited to sit-to-stand desk, telework, assistive technology and software.”
Personal Assistance Services
On January 3, 2017, the Equal Employment Opportunity Commission (EEOC) issued a final rule amending the regulations implementing Section 501 of the Rehabilitation Act of 1973. The amended regulations require federal agencies, as an affirmative obligation, to provide Personal Assistance Services (PAS), absent undue hardship, to individuals who need them because of their targeted disability. PAS means assistance with performing activities of daily living that an individual would typically perform if he or she did not have a disability, such as eating and using the restroom. Agencies are only required to provide PAS when the individual is working or on work-related travel.
For more information contact a regional DoDEA Disability and Affirmative Employment Program Manager.
- Headquarters: Dion Butler, 571-372-0970
- Americas: Anna Revere, 678-364-6499
- Europe: Dion Butler, 571-372-0970
- Pacific: Shantrel Stapleton, 011-81-611-744-5656
The Rehabilitation Act of 1973, in conjunction with the Americans with Disabilities Act (ADA), requires federal agencies to provide reasonable accommodation to qualified Individuals or applicants with disabilities, unless to do so would cause undue hardship.
The U.S. Equal Employment Opportunity Commission states, “A reasonable accommodation is any change in the workplace, or the way things are customarily done that provides an equal employment opportunity to an individual with a disability. While there are some things that are not considered reasonable accommodations (e.g., removal of an essential job function or personal use items such as a hearing aid that is needed on and off the job), reasonable accommodations can cover most things that enable an individual to apply for a job, perform a job, or have equal access to the workplace and employee benefits such as kitchens, parking lots, and office events.” Some common types of accommodations include, but are not limited to, sit-to-stand desk, telework, assistive technology and software.”
DoDEA is committed to providing reasonable accommodations to applicants and employees with disabilities. Reasonable accommodations are provided to remove barriers that prevent individual with disabilities from applying for jobs, performing the essential functions of the position held or desired, gaining access to the workplace, or enjoying equal benefits and privileges of employment as individual without disabilities. If you would like to make a reasonable accommodation request, please use the Reasonable Accommodation (RA) forms below and return them to your first line supervisor and/or your headquarters or regional disability program manager.
If a requester chooses not to use the RA forms provided to request reasonable accommodation, all required information must be provided by some other means. Please be advised that at this time the employee portal does not accept forms. To submit your request forms, download from the links provided below and submit the forms to your Regional Disability and Affirmative Employment Program Manager also provided below.
If you believe you need a reasonable accommodation, you should do the following:
- Initiate a Reasonable Accommodation request by speaking with or submitting a request in writing using the link and/or templates, to your immediate supervisor, or the Regional Disability Program Manager. If you cannot make the request, a family member, friend or health professional, or representative may initiate a request for reasonable accommodation on your behalf. The process of requesting and receiving a reasonable accommodation is anticipated to be completed within 30 calendar days unless medical documentation is necessary.
- Once your request has been received, you must engage in the interactive process with your First Line Supervisor and/or Regional Disability Program Manager to determine the appropriate reasonable accommodation for your limitation enabling you to perform the essential functions of your position. Although the interactive discussion will begin within five calendar days of receiving the request, this discussion should continue throughout the reasonable accommodation process.
- Your immediate supervisor will inform you, in writing, of the approved reasonable accommodation and when/ how the accommodation will be implemented.
The Reasonable Accommodation Forms are used to assist EEOP staff with processing Reasonable Accommodation (RA) requests from employees and applicants. You may be asked to provide medical documentation with the diagnosis, prognosis and recommended accommodation from your attending physician using the Medical Documentation Form.
In some instances, requesters may also need to complete a Medical Release Form when clarification is needed on the medical information provided. This form authorizes the Disability Program Manager to communicate with your provider, when necessary.
- DoDEA Form 1441.01-F1 Reasonable Accommodation Request
- DoDEA Form 1441.01-F2 Medical Documentation
- DoDEA AI 1441.01 - Reasonable Accommodation Program for Employees and Applicants
- DoDEA Updated Delegation of Authority
Resolution Options
An employee who disagrees with the resolution of his/her request may ask the Disability Program Manager (DPM), to reconsider that decision within 10 business days of receiving this memorandum and/or the “Deciding Official Documentation.” Note that requesting reconsideration does not extend the time limits for initiating a complaint of discrimination.
If you are dissatisfied with the resolution and wish to pursue either an administrative claim or file a grievance under the applicable collective-bargaining agreement, you may select one of the following steps:
- For an EEO complaint pursuant to 29 C.F.R. § 1614, contact an EEO counselor in the Office of Equal Opportunity within 45 days from the date of receipt of this Form or a verbal response (whichever comes first); OR
- For a grievance, initiate it in accordance with the provisions of the applicable collective-bargaining agreement, OR
- For adverse actions over which the Merit Systems Protection Board (MSPB) has jurisdiction, initiate an appeal to the MSPB within 30 days of an appealable adverse action as defined in 5 C.F.R. § 1201.3.
Please contact your regional Disability Program Manager with questions about the reasonable accommodation process.
- Headquarters: Dion Butler, 571-372-0970
- Americas: Anna Revere, 678-364-6499
- Europe: Dion Butler, 571-372-0970
- Pacific: Shantrel Stapleton, 011-81-611-744-5656
Reasonable Accommodation Laws
- Rehabilitation Act of 1973, Sections 501 and 505 - Sections 501 and 505 of the Rehabilitation Act of 1973 (Pub. L. 93-112) (Rehab. Act), as amended, as these sections appear in volume 29 of the United States Code, beginning at section 791. Section 501 prohibits employment discrimination against individuals with disabilities in the federal sector. Section 505 contains provisions governing remedies and attorney's fees under Section 501. Relevant definitions that apply to sections 501 and 505 precede these sections.
- Rehabilitation Act of 1973 Section 508 - Section 508 requires that Federal agencies must ensure comparable accessibility to persons with disabilities whenever that agency uses electronic or information technology unless such access would impose an undue burden. This web site contains the text of Section 508, as amended, as well as other materials.
- Title I of the Americans with Disabilities Act of 1990 (ADA) - This law makes it illegal to discriminate against people with disabilities in employment (Title I), in public services (Title II), in public accommodations (Title III) and in telecommunications (Title IV). EEOC is responsible for enforcing Title I's prohibition against discrimination against people with disabilities in employment. The law also makes it illegal to retaliate against a person because the person complained about discrimination, filed a charge of discrimination, or participated in an employment discrimination investigation or lawsuit. The law also requires that employers provide reasonable accommodations to applicants and qualified individual with disabilities unless doing so would impose an undue hardship on the operation of the employer's business.
- Genetic Information Nondiscrimination Act of 2008 (GINA)- Under Title II of GINA, it is illegal to discriminate against employees or applicants because of genetic information. Title II of GINA prohibits the use of genetic information in making employment decisions, restricts employers and other entities covered by Title II (employment agencies, labor organizations and joint labor-management training and apprenticeship programs - referred to as "covered entities") from requesting, requiring, or purchasing genetic information, and strictly limits the disclosure of genetic information.
- Americans with Disabilities Amendments Act of 2008 ADAAA - This law made a number of significant changes to the definition of “disability.” It also directed the U.S. Equal Employment Opportunity Commission (EEOC) to amend its ADA regulations to reflect the changes made by the ADAAA. EEOC provides information about the ADAAA.
Guidance and Regulations
- Rehabilitation Act of 1973
Prohibits discrimination based on disability and encourages employment within the federal sector.
- Final Rule on Section 501 of the Rehabilitation Act of 1973
Engages in affirmative action for people with disabilities.
- Americans with Disabilities Act of 1990
Prohibits discrimination and encourages employment for individuals who have disabilities within both the private and public sector.
- American with Disabilities Amendments Act of 2008
Expanded the definition of what was covered as a disability to allow more people to be covered under the law.
- Civil Rights Act of 1964
Prohibits discrimination on the basis of disability
- 29 Code of Federal Regulation 1614
Federal implementation of the Civil Rights Act
- Executive Order 13548
Increasing Federal Employment of Individuals with Disabilities
Accommodation Resources
- CAP - The Computer/Electronic Accommodations Program (CAP) provides assistive technology and services to people with disabilities throughout the federal government FREE OF CHARGE! (Note: Before contacting CAP directly, check with the Disability and Affirmative Employment Program Manager or Selective Placement Program Coordinator, as they may already have a relationship with CAP.)
- JAN - The Job Accommodation Network (JAN) is the most comprehensive resource for job accommodations available and is a terrific and easy-to-use resource. This free consulting service is designed to increase the employability of people with disabilities. JAN provides indiv
Personal Assistance Services (PAS) are assistive services provided to an individual with disabilities for performing activities of daily living, such as eating and using the restroom. Agencies are only required to provide PAS when the individual is working or on work-related travel. As a model employer, it is the Department of Defense Education Activity’s (DoDEA) policy to provide PAS to its employees in accordance with 29 Code of Federal Regulations § 1614.203(d)(5), absent undue hardship on the agency. In addition, DoDEA shall not discriminate against individuals in employment decisions based on their need for PAS.
Employees requesting PAS shall notify their supervisor and/or their servicing Disability and Diversity Program Manager to initiate the process. In order to address requests for PAS, employees shall follow the DoDEA Policy for Personal Assistance Services and the DoDEA AI 1441.01 - Reasonable Accommodation Program for Employees and Applicants.
Request an Accommodation
For more information, please contact the Headquarters or regional Disability and Affirmative Employment Program Manager.
- Headquarters: Dion Butler, 571-372-0970
- Americas: Anna Revere, 678-364-6499
- Europe: Dion Butler, 571-372-0970
- Pacific: Shantrel Stapleton, 011-81-611-744-5656
Resources
- EEOC: Questions and Answers: Federal Agencies' Obligation to Provide Personal Assistance Services (PAS) under Section 501 of the Rehabilitation Act
- Office of Disability Employment Policy (ODEP): Personal Assistance Services
The EEO Office provides Sign Language Interpreting Service (SLIS) for HQ DoDEA employees and visitors to our offices.
Requesting Interpreting Services
To request services, contact the Disability Program Manager or EEOP staff member in your local area. It is always best to request services as early as possible. Any assignment lasting over two hours usually requires an additional interpreter. As with most accommodation requests, the division, area office or district where the employee, interviewee, contractor or guest works (or will work) is ultimately financially responsible for the accommodation.
For more information contact a regional DoDEA Disability and Diversity Program Manager.
- Headquarters: Dion Butler, 571-372-0970
- Americas: Anna Revere, 678-364-6499
- Europe: Dion Butler, 571-372-0970
- Pacific: Shantrel Stapleton, 011-81-611-744-5656
Using the Sign Language Interpreting Service
When to Use the Service
As with all accommodation requests, an employee must ask for an interpreter to be provided as we cannot assume that an interpreter is needed. Examples of when an interpreter should be used are:
- one-on-one meetings between employees
- team meetings
- office staff meetings
- training or workshops
- office gatherings of either a social or business nature
Making Events Accessible
If you are planning an event open to all employees and/or the public, you must ask if anyone has special needs or accommodation requirements. All general announcements or publicity for the event, meeting or interviews should always include a notice asking for special needs of the attendees.
How to Work with an Interpreter
Remember that the interpreter is only there to facilitate communication - not as a participant in the conversation.
- Always look directly at the deaf person - not the interpreter.
- Address the deaf person directly - do not preface questions with "ask her/him" or statements with "tell him/her."
Interpreters' Code of Ethics
Interpreters are professionals who must follow a code of ethics. Interpreters shall:
- keep all assignment-related information strictly confidential.
- render the message faithfully, always conveying the content and spirit of the speaker.
- not counsel, advise, or interject personal opinions.
Web Resources
- ASL University - a series of self-paced online ASL courses.
- ASL Browser - Michigan State University's online ASL browser where you can look up video of thousands of ASL signs.
- National Institute on Deafness and Other Communication Disorders (NIDHD) includes health information, research, training, and news and events.
Request an Accommodation
DoDEA Resources
- DoDEA AI 1441.01 - Reasonable Accommodation Program for Employees and Applicants
- Reasonable Accommodation Fact Sheet
- Disability Etiquette Quick Reference Guide
Accommodation Resources
- CAP - The Computer/Electronic Accommodations Program (CAP) provides assistive technology and services to people with disabilities throughout the federal government FREE OF CHARGE! (Note: Before contacting CAP directly, check with the Disability and Diversity Program Manager or Selective Placement Program Coordinator, as they may already have a relationship with CAP.)
- JAN - The Job Accommodation Network (JAN) is the most comprehensive resource for job accommodations available and is a terrific and easy-to-use resource. This free consulting service is designed to increase the employability of people with disabilities. JAN provides individualized worksite accommodation solutions, as well as information on job accommodations and related subjects for employers and people with disabilities.
Federal Resources
There are numerous federal programs designed to assist people with disabilities in finding employment. The following is a non-exhaustive list of programs/resources:
- USAJOBS for applicants with disabilities
- OPM for job seekers with disabilities
- U.S. Department of Labor's Office of Disability Employment Policy (ODEP)
- Disability.gov has resources geared to help people with disabilities get started with their job search. This is the federal government's one-stop informational website for people with disabilities, their families, employers, veterans and service members, workforce professionals, and many others. Disability.gov's Guide to Employment provides resources for individuals with disabilities seeking federal and private sector employment opportunities.
Recruitment and Referral Programs
- OPM Shared List - OPM has developed a database of candidates with disabilities who are eligible to apply for employment through Schedule A. Interested applicants with disabilities may submit appropriate documentation to Bender Consulting Services via e-mail at resume@benderconsult.com or through its website.
- Workforce Recruitment Program - WRP is a recruitment and referral program that connects federal sector employers nationwide with highly motivated postsecondary students and recent graduates with disabilities who are eager to prove their abilities in the workplace through summer or permanent jobs.
- Vocational Rehabilitation (VR) Programs - VR programs provide a variety of services to help people with disabilities prepare for and engage in gainful employment. VR services include the following: vocational counseling, training, supported employment services, and job placement services.
Schedule A Hiring Authority
For Schedule A appointments, proof of disability documentation is required from a licensed medical professional (e.g., a physician or other medical professional duly certified by a State, to practice medicine); a licensed vocational rehabilitation specialist (i.e., State or private); or any Federal agency, State agency, etc., that issues or provides disability benefits.
- The ABCs of Schedule A for the Hiring Manager
- The ABCs of Schedule A for the HR Professional
- The ABCs of Schedule A for the Disability Program Manager
- The ABCs of Schedule A for Service Providers
- The ABCs of Schedule A for Applicants with Disabilities