A workplace accommodation is any change or adjustment to a job or work environment that enables an individual with a disability to perform their job duties effectively. Whether you’re applying for a new role or are already employed, understanding how to request accommodations can help ensure you have the support needed to succeed in the workplace.
The process for requesting accommodations can vary based on the organization, location, or situation. However, the McBurney Disability Resource Center has outlined some key principles to help you navigate this process. Explore the guidance provided here, and for personalized assistance or one-on-one support, check out the career transition resources linked below.
What is a Reasonable Work-Related Accommodation?
Reasonable accommodations are adjustments or modifications to a job, work environment, or how tasks are performed, enabling employees with disabilities to fulfill their job responsibilities and access equal employment opportunities. These accommodations are supported by legal protections under Title I of the Americans with Disabilities Act (ADA) and, in some cases, the Rehabilitation Act, which aim to prevent discrimination and promote equal access in the workplace.
A qualified individual with a disability can request an accommodation from their employer to address barriers caused by their condition. Employers are required to provide these accommodations unless they can demonstrate that doing so would cause undue hardship—a significant difficulty or expense for the organization.
Similar to requesting accommodations in an academic setting, the process for workplace accommodations is interactive. It involves open and collaborative communication between the applicant or employee and the employer. This dialogue allows you to discuss your needs and identify effective and reasonable accommodations to ensure equal opportunities in the workplace.
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Who can request an accommodation?
Anyone with a disability—defined as a condition that substantially limits one or more major life activities—has the right to request reasonable accommodations to address barriers that may impact their ability to perform essential job functions. These accommodations are designed to create equitable opportunities, enabling individuals to fully participate and thrive in their roles.
Accommodations can take many forms, from tangible adjustments like ergonomic furniture or assistive technology to process-oriented changes such as flexible work schedules, hybrid work options, or modifications to communication practices. For instance, sharing meeting agendas in advance can ensure that all employees are prepared and able to contribute meaningfully.
Although the process can sometimes feel overwhelming or tedious, requesting accommodations is your right. Legal protections under Title I of the Americans with Disabilities Act (ADA) and, in some cases, the Rehabilitation Act, exist to support these requests, prevent discrimination, and ensure equal access to opportunities.
Examples of Accommodations
Accommodations are designed to address barriers caused by a disability or condition as well as challenges arising from the work environment. Below are some examples of potential accommodations tailored to specific needs:
- Time Management and Organization: For employees whose psychological conditions affect their ability to manage time or stay organized, accommodations might include tools like written instructions, checklists, calendars, or structured schedules to provide clear guidance and support.
- Attention and Concentration: If maintaining focus is a challenge, solutions could involve the use of electronic organizers, alternative lighting to reduce glare or strain, or noise-canceling headphones to minimize distractions and enhance productivity.
- Workstation Accessibility: When workstation design presents a barrier, reasonable accommodations could include providing an adjustable or ergonomic desk, anti-fatigue mats for standing tasks, larger monitors for accessibility, or an alternative chair suited to the employee’s needs.
If you’re unsure what accommodations might work best for your situation, the Job Accommodation Network (JAN) is an excellent resource to explore. JAN provides free, expert guidance on workplace accommodations and offers a wealth of examples for various types of disabilities and work environments. Their tools and resources can help you identify accommodations that suit your needs and start meaningful conversations with your employer.
Disability Disclosure
Disability disclosure involves sharing information about how a disability-related impact creates barriers to participating in or engaging with the hiring or employment process. Deciding whether to disclose a disability is a deeply personal choice, and there’s no one-size-fits-all answer. However, if you wish to explore reasonable work-related accommodations, the process begins by making a request, which initiates a collaborative, interactive discussion with your employer.
For example, you can request an accommodation by explaining your needs without explicitly disclosing your disability. Though, providing some information about your condition may eventually be necessary to help your employer understand and address your request effectively.
It’s important to know that you are only required to share details about your disability with those directly involved in the accommodation process, such as an HR representative or a designated disability support professional. This typically includes confirming your needs and, in some cases, providing reasonable documentation from a healthcare provider. Whether or not you choose to share additional details with colleagues is entirely up to you. This decision can depend on your accommodation needs but may also be influenced by a desire to foster understanding, build support, or affirm your identity in the workplace.
Reasonable documentation for accommodation requests typically includes information from a qualified healthcare professional that confirms the disability or condition, its impact on job functions, and how the requested accommodation would help. This may involve medical records, diagnostic results, or a letter from a physician or specialist. Reasonable documentation and medical information obtained during the accommodation process should be kept confidential and stored separately from general personnel files regarding employment.
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Why Disclose?
Disclosing a disability in the workplace can serve several purposes. Primarily, it enables individuals to request accommodations that make tasks more manageable and the workplace more accessible. For some, sharing their disability reflects an important part of their identity and helps foster understanding among colleagues. Others may disclose to access services, like a job coach, that support their performance. Additionally, creating a supportive work environment is vital for job satisfaction, and disclosure can help individuals feel integrated, understood, and valued within their workplace culture.
When to Disclose
Deciding when to disclose a condition or disability in the workplace depends on individual needs and circumstances. Some choose to disclose during the hiring process, especially if accommodations are needed for interviews or onboarding. Others wait until specific challenges arise in their role that require support. Disclosure can also happen at any point in employment if the need for accommodations or additional resources emerges later. Additionally, it can be helpful to request accommodations before a performance evaluation to ensure your contributions are fairly assessed with the necessary supports in place. Ultimately, the timing is a personal decision and should align with when you feel comfortable and when disclosure will best support your success in the workplace.
What to Share
Deciding what to share during the disclosure process is a personal choice. You are not required to disclose every aspect of your disability or conditions—focus on the disability-related impact that directly affect your ability to perform the essential functions of the job. Clearly explain how the disability creates a barrier and why the requested accommodation is necessary. This approach keeps the conversation relevant and helps your employer understand why an accommodation request is needed.
Who to Share With
Share your disclosure with someone who has the authority to arrange accommodations, such as an HR representative, disability coordinator, or supervisor. If you’re comfortable, you may also disclose to a team leader or someone involved in hiring, especially if you feel they will be supportive. Always prioritize confidentiality and ensure the information is shared only with those who respect your privacy and can use it appropriately to support access.
Schedule A Hiring Letter & Authority (Federal Employment)
A Schedule A hiring letter is a document that verifies an individual’s eligibility for federal employment under the Schedule A hiring authority, designed to streamline the hiring process for individuals with disabilities. Written by a qualified professional—such as a licensed medical doctor, doctor of osteopathy, licensed clinical psychologist, or licensed rehabilitation professional—the letter certifies that the applicant has an intellectual disability, severe physical disability, or psychiatric disability. It does not need to include specific details about the disability or medical history; a simple statement confirming the disability category is sufficient. To be valid, the letter must be on official letterhead and signed by the provider. This document serves as proof of disability, enabling applicants to be considered for positions without going through the traditional competitive hiring process.
Example: “This letter serves as certification that (name) is an individual with a documented disability, identified by the (provider / agency) policy and can be considered for employment under the Schedule A hiring authority 5 CFR 213.3102 (u) for people with intellectual disabilities, severe physical disabilities or psychiatric disabilities. Thank you for your interest in considering this individual for employment.”
Other Resources & Support
Operated through the U.S. Department of Labor’s Office of Disability Employment Policy, The Job Accommodation Network (JAN) provides helpful resources and guidance for building an accessible career. JAN offers a set of guiding questions to help navigate the interactive process. Consider the following questions: What limitations is the employee experiencing? How do these limitations impact the employee’s job performance? What specific job tasks are problematic due to these limitations? What accommodations are available to address or mitigate these issues, and have all potential resources been explored? After implementing accommodations, it may be helpful to meet with the supervisor to assess their effectiveness and determine if additional accommodations are needed.
To delve deeper into these questions and discussions, the McBurney Disability Resource Center provides one-on-one services through their Career Accessibility & Readiness program. This program supports students in identifying, exploring, and advocating for what an accessible career might look like.
If you want help finding a job or internship that aligns with your personal skills and interests, or support in thinking through how accommodations could help you excel in your career, SuccessWorks is here for you! You can set up an advising appointment with a Career and Internship Specialist, or explore upcoming events to meet with employers or network with professionals in your field.
For information and support for requesting accommodations here on the UW-Madison campus, visit the Employee Disability Resources (EDR) website or contact your assigned Divisional Disability Representative (DDR) for assistance.