ADA Reasonable Accommodation Process 

SOP Number: YES00004 
Effective Date:  11/27/2024 
Revision Date:  11/27/2024 
Owner:  HR 
Review Frequency: Quarterly 
 
 

 

Responsibilities 

List the roles and their responsibilities for this procedure. Be specific about who is responsible for each part of the process. 

1. Role 1: Recruiter  

2. Role 2: Account Manager  

Definitions 

Provide definitions for any terms or acronyms used in this SOP that may not be commonly understood. 

Procedure Steps 

 

Under the Americans with Disabilities Act (ADA), a reasonable accommodation is a modification or adjustment to a job, the work environment, or the way things are usually done during the hiring process. These modifications enable an individual with a disability to have an equal opportunity not only to get a job, but successfully perform their job tasks to the same extent as people without disabilities.  

Who is protected under the ADA? 

1. A person with a disability that is defined as a physical or mental impairment that substantially limits one or more major life activities 

2. A person who has history, record or is recovering from such an impairment 

3. A person who is perceived by others as having such an impairment 

The ADA requires reasonable accommodation as they relate to three aspects of employment:  

1. Ensuring equal opportunity in the application process 

2. Enabling a qualified individual with a disability to perform the essential functions of a job 

3. Making it possible for an employee with a disability to enjoy equal benefits and privileges of  

4. employment 

At YES, we manage and interact with a variety of employees, some who understand and request accommodation, others who simply express they may not be able to do something due to a potential disability. There are no “magic words” that anyone MUST use for us to initiate the accommodation process. It can be mentioned off hand, overtly, or in passing.  

Some of the most common requests we receive are for:  

• Being able to sit down for part of (or an entire) shift 

• Off-duty use of medical marijuana 

• Protected time off needs 

• Client request for information on how to handle a seizure (for epilepsy) 

• Pregnancy 

Once a need for potential accommodation has been established, the following information should be sent to Anna or Alison by the recruiter or account manager.  

1. Employee Name & Avionte ID 

2. Verify the employee’s e-mail address 

3. Client they are working or applying for 

4. Accommodation requested 

5. Job description of the position they are in or applying for 

At this point HR will take the lead and send out our ADA packet to the employee via e-mail. We have formal and legally compliant drafts we will send, and CC the account manager into to not only confirm it was sent, but also to keep you included in the conversation.  

 

This packet must be filled out by the employee’s treating health care provider, NOT the applicant/employee. The applicant/employee needs to sign the authorization form to allow the healthcare provider to release HIPAA information, but the questionnaire included in the packet must be filled out by the health care provider.  

The completed forms should be sent back to the corporate office by the healthcare provider either by fax or e-mail.  HR will verify the legitimacy of the paperwork and any other status connected to the paperwork. Once verified and approved, we will work with the account manager on what information to move forward with communicating to the client.  

IF THE CLIENT IS WILLING TO ACCOMMODATE: That’s great! Some of our clients just need the extra information before the accommodation is approved but are willing to accommodate to the best of their ability.  

IF THE CLIENT IS UNABLE TO ACCOMMODATE: Employers are not required to accept the accommodation recommended if it imposes any undue hardship on their operations or doesn’t allow the employee (or other employees) to perform essential job functions. If our client states that they are unable to accommodate this employee, YES will want documentation for why the accommodation was denied by the client and then continue to brainstorm other potential accommodations that may be more reasonable. If we are still unable to reasonably accommodate the employee at that client, YES should still try to place this employee elsewhere keeping the accommodation recommendation in mind for future clients. 

YES has equal responsibility to the client and to the employee. We need to be respectful of our clients’ needs and ability to accommodate (or not, as the case may be sometimes), but also understand that our employees are looking for work they will enjoy and can succeed at and to do that, they may need some accommodating. 

THE GOAL: 

The ultimate goal of this training is to make sure that we are doing our due diligence in providing any accommodations to our employees who are needing it, remain legally compliant with any request submitted, and to give employees equal opportunities to work through YES.  

 

 

 

Guidelines and Best Practices {OPTIONAL} 

Offer any additional guidelines, tips, or best practices to help with successful execution of this SOP. 

Approval and Revision History 

Version	Date	Approved By	Changes Made
1.0	11/27/2024	IT , ML	Initial Creation

Contact Information 

For questions or support related to this SOP, contact: 
Role/Department: HR 
Email: [email protected] 
Extension: 117