It is recommended that a request for accommodation be made using the Accommodation Request Form or Accommodation Request Form - Family Status. However, even if the employee does not submit the request in writing, management and the employee are encouraged to use the form as it outlines the employee's circumstances and needs.
Be mindful of signs that may indicate that an accommodation is required. An employee may not be comfortable revealing their accommodation needs; therefore, in some cases management maybe required to take the initiative to ask the employee whether an accommodation is required.
Discuss the nature of the request with the employee immediately. Assure the employee that all discussions are confidential, and that management is not entitled to a medical diagnosis of the employee's illness, details of treatment, or medical history. If the employee is comfortable revealing the diagnosis, additional medical information may not be required.
Step 2: Gather relevant information and assess individual needs
Encourage Union participation throughout the process, as a Union Representative can play an instrumental role in supporting the employee.
If additional support is needed, employees should be offered the services of the Employee Assistance Program (EAP), Peer Support Program (PSP) and Office of Informal Conflict Management (OICM).
Work with the employee to gather the information needed to support the request. The documents/information will depend on the type of accommodation requested.
While gathering the information, consider implementing an interim accommodation measure, to support the employee on a temporary basis.
Step 3: Make an informed decision, in collaboration with the employee
Once the information has been obtained, work with the employee to consider and discuss reasonable options.
If delays are encountered, communicate with the employee and keep them informed of the anticipated next steps, timeframes, etc.
In complex cases, or if the accommodation request will be denied, consult with Human Resource Service Centre (HRSC).
Step 4: Implement and communicate the decision
Communicate the decision regarding the accommodation request to the employee. If the accommodation is approved, complete the Agreement – Duty to Accommodate (DOCX, 48 KB), and provide a copy to the employee.
If the changes as a result of a DTA measure will affect other employees, the manager and employee should discuss how this will be communicated to co-workers. Union participation is encouraged in these discussions. Privacy and confidentiality remain paramount in these discussions.
When accommodation is denied:
Discuss with the employee the details and evidence, and obtain additional information if needed.
If the information does not support an accommodation, because it is unclear, the manager should request clarification from the employee.
Prior to denying the employee’s request, the manager should consult the Human Resource Service Centre (HRSC).
If additional support is needed, employees should be offered the services of the Employee Assistance Program (EAP), Peer Support Program (PSP).
Step 5: Follow-up and Record Keeping
Follow-up periodically to ensure the accommodation meets the employee’s needs and modify, if necessary. Ensure the employee is aware that they are expected to advise management if their accommodation needs change, or if the accommodation is no longer required.
Document accommodations and provide pertinent information only to those involved in the accommodation process; which may be an acting manager, or an employee’s new manager if there is a change in the employee’s reporting relationship. Be mindful that the employee’s information should be shared in a manner which will respect privacy and confidentiality at all times.