Decisions to make workplace accommodations may also include confidential details about the employees, operational considerations, and legal responsibilities. Organizations must have well-documented processes that show how the accommodation requests were handled in order to document that decisions were made in an appropriate manner without compromising the confidentiality of the employees. Such a process will help organizations deal with evolving situations as needed.
Record The Accommodation Request
The documentation process should be started when an employee brings up a need for accommodation. In this case, an employer may record the date when the request is made, the kind of workplace limitation discussed, and the way of communication preferred by the employee. The documentation should include only those aspects which are related to the accommodation itself but not any personal or medical information.
It is important to document all the communications that are related to the accommodation process. Such communications may involve meetings, letters, requests of information needed, and talks about possible changes in the workplace. The notes taken during such conversations should contain only the information mentioned during them without any judgments and conclusions. When an employee suggests a certain accommodation, an employer should record the suggestion as well as the alternatives which have been considered.
Document The Assessment
There are some steps which must be recorded in case of an evaluation. They may help to clarify what duties are essential in a particular job, what the needs of the working place are and what impact certain accommodations will have. In case when there is a need for that, an employer may record his opinion regarding whether a certain accommodation can solve the workplace issues while still allowing the essential job functions to remain intact.
It is necessary to explain why a certain accommodation was chosen and not another one. If there were some considerations regarding the workplace, these must be recorded. In case when a certain accommodation is impossible to implement, it is necessary to provide clear explanations. It is better to consult a disability lawyer Toronto in such cases.
Maintain Confidential Records
Accommodation documents could include private information about employees and need to be managed properly. Employers need to ensure that access to such documents is limited to those people who really have a right to access that information. Medical information, if collected, needs to be stored separately from other information about an employee and kept in compliance with privacy laws.
It is important for employers to implement uniform standards regarding keeping of accommodation documents. Documents should be kept in a way that allows authorized personnel to understand the entire history of accommodation without disclosing any confidential information. Uniform document management will help employers to analyze earlier decisions and to answer issues related to work more effectively.
Review Changing Circumstances
However, changes may have to be made if an employee’s responsibilities, work environment, or accommodation requirements change. The employer is supposed to make records of any developments and the resulting discussion of these changes, which serve to update the history and prove the continuous consideration of the particular individual by the employer.
Communication on a regular basis can also reveal whether an accommodation has been working effectively. An employer must record any relevant feedback and modifications, but it is advisable to avoid recording too much unnecessary personal information. If the situation requires legal advice, an employer can consult a disability lawyer in order to know the obligations of the employer and necessary documentation. Detailed documentation provides a clear account of how the accommodations in the workplace have been made. The employer should document the request, any communication, considerations involved, decisions made, and changes in an appropriate manner while ensuring confidentiality of the information provided. Documentation must be accurate, consistent, and limited to information related to the process of accommodation. Through such a process, an employer will help in maintaining good workplace practices and create proper documentation.
