Procedures for Requesting Employment Accommodation under the ADA at PCC
In accordance with the requirements of Title I of the Americans with Disabilities Act of 1990, as amended, Portland Community College (the “College”) prohibits discrimination against qualified individuals with disabilities in its employment, services, programs, or activities. The College provides reasonable accommodation for the known physical or mental impairments of otherwise qualified individuals, unless doing so would impose an undue hardship. Individuals who experience disability may request accommodation in accordance with the applicable procedures listed or linked below.
- PCC Board Policy and Non-retaliation Statement
- ADA Definitions
- Resolving Concerns
- Animals on PCC Premises
- Accommodation Procedures for Students, Visitors and Guests
The ADA prohibits employers from discriminating against qualified individuals with disabilities with respect to terms and conditions of employment, including:
- Access to workplace facilities
- Application process
- Fringe benefits
- Leaves of absence
- Any other terms, conditions, or privileges of employment
How It Works
Employee: Generally, it is the employee’s responsibility to inform their employer that an accommodation is needed to enable them to perform their essential job functions.
Employer: An employer works with the employee to assess whether any reasonable accommodation for the known physical or mental impairment or limitations would allow the employee to fulfill the essential job functions, unless doing so would impose an undue hardship. To identify a reasonable accommodation, the employer and employee typically engage in an interactive process.
Some common types of Reasonable Accommodations include, but are not limited to:
- Provide adaptive equipment / technology
- Modify schedules or grant leave of absence
- Restructure job
- Provide sign language interpreters or alternate forms of communication (ex.: braille, large print)
- Modify policies or procedures
- Improve access to physical space/facilities (barrier removal)
In response to passage of House Bill 2341, which expands Oregona’s Pregnancy Accommodation Law, effective January 1, 2020 PCC will make reasonable accommodations for known limitations related to pregnancy, childbirth or related medical condition.
Reasonable Accommodation Procedures for Applicants
Applicants needing an accommodation to enable them to participate in the recruitment, application, and selection process may direct their requests as follows:
- During the application process: Contact Staff Employment at 971-722-5857 or firstname.lastname@example.org.
- During the interview and selection process: Contact the hiring supervisor to make request. Request should be made at least three (3) business days prior to the date of need.
Reasonable Accommodation Procedures for Employees
Ergonomic assessment adjustments may or may not be part of a reasonable accommodation. All employees (regardless of disability) may request an ergonomic assessment. For ergonomic requests, refer to the Ergonomics Plan and Reporting Procedure under Risk Services: Ergonomics, Risk Services. If the request is for accommodation based on disability under the ADA, the following procedures have been established for employees:
Step I: Informal Request
An employee may make an oral or written request directly to their immediate supervisor. Although there are no “magic words” to request an accommodation, an employee should be as clear as possible when indicating that they are seeking an accommodation for a disability to enable them to fulfill essential job functions. On receipt of such a request, the supervisor will meet or communicate, as appropriate under the circumstances, with the employee to discuss an accommodation. Typically, informal requests work best for minor workplace adjustments. The supervisor will respond to the request, or may seek assistance from, or refer the request to the ADA Coordinator. The supervisor will notify ADA Coordinator when an informal accommodation has been implemented.
Employees are not required to make an Informal Request and individuals requesting accommodation may skip the informal request process and make a formal request which will be handled under Step II below.
Step II: Formal Request – ADA Office
- Accommodation requests may be directed to the ADA Coordinator, María Méndez, DC 321, 971-722-5851 or email@example.com or to any of the Employee Relations staff.
- Accommodation requests may be made orally or in writing. The employee should complete the Request for Accommodation form and submit it to the ADA Coordinator. The ADA Coordinator or designee may ask the employee to fill out the Request for Accommodation form. Decisions regarding accommodation will not be delayed pending receipt of a completed “Request for Accommodation” form.
- When the need for accommodation is not obvious/visible, the employee may be required to submit supporting documentation regarding the impairment, the limitations resulting from the impairment, and the requested accommodation. To expedite the request, the employee should have their health care provider complete the Medical Inquiry Form. The employee should provide a copy of their job class description (available from the Employment section of this website) to the health care provider along with the form.
- Both forms (the Request for Accommodation and Medical Inquiry) and other supporting documentation should then be sent to the ADA Coordinator.
- The ADA Coordinator or designee will review any supporting documentation to determine eligibility and evaluate the request. In doing so, the ADA Coordinator or designee may meet with the employee and supervisor if necessary.
- After completing the initial review, the ADA Coordinator or designee will respond to the accommodation request. The response will be provided as soon as practically possible but absent unusual circumstances not more than 30 business days after the request is made. The response will go to the employee and employee’s supervisor.
- Interactive process: the ADA Coordinator or designee will work with the employee and the supervisor to determine reasonable accommodation options and/or implement any recommended accommodations.
Procedure Forms for employees
- Request for Accommodation Form (to be completed by the employee)
- Medical Inquiry Form (to be completed by the employee’s health care provider)
Resolving Concerns Related to an Employee Request for Accommodation
The following procedures are for concerns not addressed during the interactive process under step #7 of the Reasonable Accommodation Procedures for Employees above.
Step I: Executive Level Appeal
If the employee is not satisfied with the decision/results of the accommodation request and interactive process, they can make a written appeal to the Executive Vice-President within 10 College business days of receiving the decision unless an extension is requested. The Executive Vice-President shall issue a written response within 14 College business days of receiving the appeal unless an extension is requested.
Step II: Office of Equity & Inclusion Complaint
If the employee is not satisfied with Step 1 response, or has a concern about potential harassment or discrimination, they can contact the Office of Equity and Inclusion to file a complaint according to the process outlined in the Nondiscrimination and Non-harassment Policy, or by calling 971-722-5840 or by visiting their website.
Resolving Other Concerns Regarding Accessibility, Accommodations, Discrimination or Harassment
For concerns related to potential discrimination or harassment, please follow the process outlined in the Nondiscrimination and Non-harassment Policy. Concerns that a program, service or activity is not accessible to persons with disabilities should be directed to the designated contact listed below:
ADA Coordinator manages employee accommodations and coordinates access and compliance efforts throughout the Collage in collaboration with other designated staff. María Méndez, Ph.971-722-5851 or firstname.lastname@example.org.
Disability Services faculty and staff work with students to determine reasonable accommodation and coordinate provision of services. Contact them at: email@example.com, Ph. 971-722-4341, Fax: 971-722-4882, Video Phone: 503-928-5875
Office of Equity and Inclusion provides leadership to facilitate, manage and coordinate College policies and procedures; oversees and ensures College is in compliance with applicable laws and regulations; and addresses concerns about potential discrimination or harassment. Contact them at firstname.lastname@example.org.
Resolving Discrimination Concerns Outside of the College
Individuals are encouraged to utilize an internal complaint process, but do have a right to file an external complaint of disability discrimination with:
- U.S. Department of Education’s Office for Civil Rights, 915 Second Avenue, Room 3310, Seattle, WA 98174-1099, (206)220-7900 (v), (206)222-7887 (fax), http://www.ed.gov/ocr/complaintprocess.html.
- Equal Employment Opportunity, Seattle Field Office, 909 First Avenue, Suite 400, Seattle, WA 98104-1061, 1-800-669-4000 (v), 1-800-669-6820 (TTY), 206-220-6911 (fax)
- Bureau of Labor and Industries, 3865 Wolverine Ave NE, Building E, Suite 1. Salem, OR 97305-1268, Phone: 503-378-3292, Ore. Relay TTY: 711