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Step 1, "defining the situation", is a critical part of
the process. The accommodation process may be triggered by a request
for accommodation from an employee or applicant or when an employer
knows of a disability and barriers or performance issues are apparent.
Once the need is apparent, the employer may need to clarify or define
the situation. The employer can consider the following questions to
help define the situation:
1. What are the symptoms and functional limitations?
Look at the individual. What are their symptoms and/or functional
limitations, no 2 people will have the same exact limitations. A functional
limitation can be defined as the inability to perform an action or
a set of actions, either physical or mental, because of a physical
or emotional restriction or limitation. The symptoms and limitations
of the specific individual should be addressed rather than considering
the symptoms and limitations of a class of individuals.
2. Is the condition progressive, stable, or unpredictable?
This may not always be a factor to consider. In some circumstances,
knowing how the individual's condition will change will be important
during the accommodation process.
3. Is documentation needed?
When defining the situation, documentation may be useful but not always
necessary, especially if the need for accommodation is obvious. Such
documentation should be job-related and provide an employer with information
regarding how an individual's specific functional limitations affect
job performance. The documentation should focus on information about
the individual's current need for accommodation.
4. What are the problematic job tasks, environments, equipment, or
policies?
This may be a good time to study the individual's job description
to determine the essential and marginal functions of the position.
Also consider factors related to the work environment and the employee's
ability to use equipment and follow workplace policies.
Once you have defined the situation, the next step in the process
is to perform a needs assessment.
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