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Reasonable Accomodations – What are they and when are they required?

Recently, I have written about the “at-will employment” rule and some of its exceptions.  One of those exceptions is an employer’s obligation to provide “reasonable accommodations” to certain employees.  In my experience, this is an obligation that many employers — and, sometimes, employees and their care providers — fail to understand and implement properly.  So, what is this “reasonable accommodation” rule and who does it apply to?

The Americans With Disabilities Act (the “ADA”) and comparable state law protects “qualified individuals with a disability.”  If an employee is a “qualified individual with a disability,” then the ADA prohibits the employer from taking any adverse action against that employee (such as termination or demotion) based on the employee’s disability.  This is classic discrimination law and similar laws protect classifications other than disability (such as gender, religion, race, national origin and sexual orientation.)

 The ADA has another – and often misunderstood – requirement, however.  If an employee is a “qualified individual with a disability,” her employer also has an AFFIRMATIVE DUTY to reasonably accommodate that disability so that the employee can do her job, even if the accommodation requires the employer to incur an expense or provide something for the “qualified individual” that it would NOT provide to a non-disabled employee.

 An “accommodation” is essentially ANY modification that allows an employee to perform the “essential functions” of his or her job.  Examples include modifying physical facilities to accommodate a mobility issue or other physical impairment, or allowing an employee to take a temporary leave of absence or work a reduced schedule while receiving treatment for depression or another mental health issue. 

The employer’s duty to accommodate trumps any internal company policies.  For instance, an employer may have strict no-fault attendance or tardiness policies that provide for termination of employment after a fixed number of absences or tardies per year, regardless of the reason.  Or, the employer may have a mandatory overtime requirement that applies to all employees in a particular department or during particular times of the year.  Nonetheless, the employer may be required to excuse a disabled employee from these policies, and it is no defense that the employer does not similarly excuse non-disabled employees.  That is the point of a “reasonable accommodation” under the ADA – it must be provided to accommodate the disability and level the playing field for those individuals who can otherwise perform the essential functions of their jobs.

“Disability,” “qualified individual,” “reasonable accommodation” and “essential functions,” among other terms, have distinct legal meanings under the ADA.  Whether an individual employee is “disabled” under the ADA or otherwise a “qualified individual” depends on the employee’s particular impairment and the specific duties of that employee’s job.  Whether an accommodation is “reasonable” depends on still other factors, including the size and resources of the employer.  In disability discrimination and failure-to-accommodate cases, these issues are often vigorously contested.  Thorough development of the relevant evidence and proper presentation of these issues to a Court is critical to the employee’s success in a disability discrimination or failure-to-accommodate case.

Then again, if you were me, you would say that is where the fun begins. . .

Janie Lanza Vowles represents individuals and businesses in a variety of wrongful termination cases, including cases involving wages violations, gender, disability and other forms of discrimination, failure to accommodate, and retaliation.  If you have a question about this blog post or any other employment-related issue, feel free to contact Attorney Vowles to discuss your matter further.

6 Responses to “Reasonable Accomodations – What are they and when are they required?”

  1. david abbott says:

    I was fired for smoking in the work truck. there is no policy included in the employee handbook. I did not sign anything acknowledging this policy. No verbal discussion ever took place relative to this. Ironically I was injured on the job 2 weeks earlier. I had filed an incident report after the injury. Also went to urgent care for treatment. I was put on restriction by the doctor at that time. No effort was made to provide for my restriction. I continued to work because I need the money. A week later the injury was worse. I told my immediate boss I was unable to perform all functions of my job because of the pain. The next morning I was fired.

    • JLV Law says:

      David – I may be able to help. You should contact me directly at the office (978/534-9771) so that we can discuss this further. Thanks for your comment. Regards, Janie

  2. John Moschetti says:

    Hi there,
    I am supervisor in a NYC school. I recently hurt my knee while walking out of the school. I showed up after my injury with a note from the doctor for an accomodation to bring my classess downsatirs instead of walking up and down stairs. In addition, I requested to transfer to a building with an elevator since my building has no elevator and I teach on the fourth floor. My principal said that “if I dont go up the stairs she can not support me”. I was fearing for my job and I did finally go up the steps. Since then I have had more problems with my other knee and my neck. A few days later I got letter that I was insubordinate and deriliction of duty over inaccurately marking a student absent. In addition, I found out on my own that I could have filled a special form on line through the department of education medical division for accomodations. I went through many heads of the department yet nobody had this information for me. I have been ignored by many. Only the union has written me back. However, they too failed to tell me this.I beleive I am being targeted in retaliation because of my disability.

    • JLV Law says:


      My practice is in Massachusetts and New Hampshire, but I would suggest that you contact an attorney in New York that handles plaintiff/employee-side disability discrimination matters.

      I wish you the best of luck, and thank you for reading the blog.



  3. nero jackson says:

    I just list my job I got hurt at home and I’m going to have knee surgery in January and I was able to go back to work under restriction I took the doctor slip to my work and they fired me for not being able to do my job what can I do

    • JLV Law says:

      You need to speak to an employment attorney immediately. My practice is in Massachusetts and New Hampshire, and I would be happy to speak with you if you were employed in either one of those states. Otherwise, contact an employment attorney in your state right away. Here is my contact information.



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