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Step 5 is probably the most often neglected step in the accommodation
process. Employers sometimes think of accommodations as a one-time
fix. Once an accommodation has been identified and provided, it is
important to monitor the accommodation to ensure its effectiveness.
It is necessary to check-in with the employee with a disability to
determine whether the accommodation provided is effective and whether
any change has occurred that would alter current accommodation needs.
There are several questions that are relevant to monitoring accommodations.
First, who will monitor accommodations? For example, a supervisor,
manager, human resource professional, or ADA coordinator may be designated
to monitor accommodations. Next, does the employee know about the
monitoring process? The employee with the disability should be aware
of the monitoring process and know who is responsible for monitoring
accommodations. If the employer has a reasonable accommodation policy,
it might include a statement related to monitoring accommodations
and who to contact if problems arise.
Has any change occurred in the employee's limitations, environment
or job duties?" Change happens. The employee may no longer need
the specific accommodation or may need additional accommodations to
perform essential job functions. The work environment may have changed
in some way due to remodeling or the weather. New duties may have
been added to the position the employee has been reassigned to or
been maintained in. Part of the maintenance process is identifying
and dealing with these changes.
Continuing with more questions regarding monitoring accommodations.
Have job modifications been effective? Any accommodation that has
been provided should be an effective accommodation. Assess whether
the modifications are meeting both the employer's and the employee's
needs.
If a policy was modified or implemented as an accommodation, is the
policy being enforced or adhered to? The accommodation is probably
not effective if a policy is not being adhered to or enforced. Management
should be informed about the modified policy. Let's take a look at
a Situation and Solution regarding a newly implemented policy.
Situation: A graphic artist who has asthma triggered by fragrances
requested that the employer ask employees to refrain from wearing
fragrances in the workplace.
Solution: A fragrance policy was implemented and employees were informed
that failure to abide by the policy would result in discipline.
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