Employee Accommodation Request Process and Medical Provider Forms

1. Submission of Request

1. Written Request: Complete the "Accommodation Request Form" 
   1. Include the nature of the request and its potential impact on work.
2. Verbal Requests: For employees unable to complete a written form, verbal requests will be documented by Human Resources.

2. Documentation

1. Medical Information (if applicable):
   1. Provide documentation from a healthcare provider if the accommodation is based on a medical condition.
   2. HR will supply a form for medical professionals to complete, outlining functional limitations without disclosing sensitive medical diagnoses.
2. Non-Medical Needs: For accommodations unrelated to health (e.g., religious practices), additional documentation may be requested, such as a statement of belief.

3. Interactive Process

1. Collaborative Discussion: HR, the principal/direct supervisor, and the employee will meet (virtually or in person) to discuss the request.
2. Key Topics:
   1. The employee’s limitations and the specific accommodation needed.
   2. Potential alternative accommodations if the requested one is not feasible.
3. Timelines: Strive to complete this step within 10 business days of receiving all necessary documentation.

4. Decision and Implementation

1. Approval/Denial:
   1. HR will notify the employee in writing of the decision, including reasons if denied.
   2. Approved accommodations will include details of implementation (e.g., timelines, resources).
2. Trial Period: If appropriate, a trial period may be used to assess the effectiveness of the accommodation.

5. Follow-Up and Review

1. Monitoring: Periodic check-ins (e.g., after 30 days, then quarterly) to ensure the accommodation is effective.
2. Adjustments: Employees may request changes if the accommodation no longer meets their needs or if there are medical conditions that change.
3. Annual review: All accommodations are for the current school year and should be reviewed annually.
   1. HR may request updated medical documentation for an annual review.
   2. The annual review will determine if an accommodation is continued, modified, or discontinued.

6. Appeal Process

1. Right to Appeal: If a request is denied, employees may submit an appeal in writing to the Chief of Human Resources within 10 business days.

7. Record-keeping

1. Confidentiality: Accommodation records will be kept confidential and separate from personnel files.
   2. Retention: Maintain records for a minimum of 5 years following the employee’s departure or as required by law.