Disability In The Workplace: Requesting Reasonable Accommodations

The Americans with Disabilities Act, or ADA, is a federal civil rights law designed to protect disabled people from discrimination and ensure that disabled people receive the same rights and opportunities as everyone else. 

The first section of the Americans with Disabilities Act, Title I, covers employment. Under Title I, employers with 15 or more employees are required to provide reasonable accommodations to disabled workers, as long as it doesn’t cause the employee undue burden, and are prohibited from discriminating based on disability when it comes to hiring, firing, pay, job assignments, promotions, layoffs, training, benefits, and any other aspect of employment.

The ADA defines disability broadly to include as many people as possible for protection under the law. According to the ADA, a person is considered to be disabled and eligible for workplace accommodations if they:

•  Have a physical or mental condition that substantially limits a major life activity.
•  Have a history of a disability.

Conditions do not need to be long-term, permanent, or severe to be considered “substantially limiting.” A condition is considered to be “substantially limiting” when it significantly impacts an individual’s ability to perform a major life activity compared to the general population. “Major life activities” are defined as both general functions like walking, seeing, hearing, speaking, and caring for oneself, as well as the effective function of major bodily systems. Disabilities that change over time or only present symptoms periodically also qualify, as long as major life activities are significantly impacted. People with both visible disabilities and non-visible disabilities can qualify as disabled under the ADA. 

What are Reasonable Accommodations?

A reasonable accommodation is a change to the work environment, hiring process, or manner of how a job is performed that helps a disabled person access opportunities or perform essential job duties. Reasonable accommodations remove barriers for disabled workers and applicants.

Examples include, but are certainly not limited to:

• Accessible workspaces and equipment.
• Flexible schedules, adjusted break times, or modified work hours.
• Screen readers, captions, or interpreters.
• Written instructions and accessible training materials.

Requests for accommodation should focus on the specific workplace barrier, the change needed, and how that change supports job performance. Keep requests specific and focused on function.

For example, a person with a condition that causes chronic back pain is working as a cashier and standing on their feet for the entirety of their eight hour shift. They can request an accommodation by saying something like, “It is painful for me to stand for my entire shift and if I could have a seat to use behind the counter, I could work all the hours of my shift with greater ease and fewer breaks.” 

Important Note: Employers do not have to provide an accommodation if it presents them undue hardship, which means considerable difficulty or expense. Employers may also deny a specific request for this reason and suggest another option for an accommodation.

Should I Disclose My Disability?

Sharing information about your disability is a personal choice. In general, you are not legally required to disclose your diagnosis or other details about your disability to your employer. When requesting an accommodation, your employer may ask for supporting documentation. You can work with your medical provider to determine what information is relevant to your accommodation request and what information does not need to be shared.

Disclosing how your disability specifically impacts you in the workplace is all that is required to receive reasonable accommodations. You are not required to share your diagnosis details, treatment history, or other personal details. You have a right to both accessibility and privacy.

Prior to a job offer, interviewers should never ask if you have a disability, and applicants are not required to share disability status or details. 

If an accommodation is needed for the hiring process, an applicant can request the changes they need to participate fairly without disclosing their disability details. A job seeker can initiate the process by contacting the person responsible for hiring the desired role, or by contacting the Human Resources department for the employer. 

After being hired, an employee can advocate for accommodations at any time. Some employees choose to ask for accommodations upon onboarding for a new role, while some prefer to wait so that they can identify concrete barriers as they come up. 

Whatever you choose, consider your needs, safety, and comfort along the way. 

How Do I Request Reasonable Accommodations?

Many employers have a Human Resources (HR) department, and part of their role is to address requests for accommodation. Your supervisor may be involved in the decision making, or if your employer does not have an HR department, your supervisor may be the primary responsible party for providing reasonable accommodations. Employee handbooks should detail the company’s process for accommodation requests.

Keep requests for accommodation clear, specific, and actionable. 

Follow these steps:

1. Identify the barrier. Explain what element of the job or work environment causes (or may cause) you difficulty.
2. Describe the impact. Detail the way this barrier impacts a work task, job responsibility, or other aspect of your employment.
3. Suggest a solution. Explain which adjustment could help, and connect it to how it could improve your workplace experience and performance. 
4. Follow the employer’s process. Contact HR or the appropriate manager and provide supporting documentation if reasonably required or requested. 
5. Keep records. Save all documents and relevant communications. Ask for written documentation of in person meetings, or write summarizing emails yourself.
6. Review. Identify whether the accommodation has been effective and if changes are needed. Check-in with responsible parties as needed.

An employer may discuss alternative accommodations if the original request is not an option. If a request is denied or delayed, employees can ask for the reason and explore other effective accommodations.

It can sometimes be challenging to know which accommodations you need. For an overview of your options, accommodations generally fall into following three categories:

1. Physical Accessibility and Stamina

Employees with physical disabilities, chronic pain, impaired dexterity, impaired mobility, or fatigue may benefit from:

• Workspace Set-Up: Adjustable desks, ergonomic chairs, accessible entrances, accessible bathroom routes, or virtual work days.
• Visual Accessibility: Screen magnification, screen readers, high-contrast displays, or large-print materials.
• Schedule Modification: Additional breaks,  opportunities to sit or stretch as needed, or flexible hours to accommodate treatment
• Reducing Physical Demand: Adjusted lift expectations, or limited walking or standing time.

2. Sensory and Cognitive Support

Employees who experience sensory overload, attention difficulties, or challenges with processing information may benefit from:

• Focus Assistance: Quiet workspaces, reduced interruptions, or noise-cancelling headphones
• Executive Functioning Support: Written task lists, clear deadlines, well-defined priorities, or structure timelines.
• Predictability & Processing Time: Reliable schedules, advance notice of changes, extended time on applicable assignments, or meeting agendas shared in advance.
• Sensory Accommodations: Low sensory break space, lower lighting, using sunglasses, sensory-friendly work clothing, or allowance of fidget toys.

3. Communication and Technology Access

Employees that experience challenges in verbal or written communication, vision or hearing impairments, or social difficulties may benefit from:

• Assistive Technologies: Screen readers, voice-to-text technology, or augmented and alternative communication devices (AAC)
• Instructional Support: Written instructions, written follow-up after verbal assignments, templates, or examples of finished work
• Meeting Support: Live captions, sign language interpreters, advanced sharing of meeting agendas, sharing meeting notes, visual descriptions, or recordings made available

In Summary

The Americans with Disabilities Act protects your rights as a disabled worker against discrimination based on disability as well as your rights to reasonable accommodation in the workplace. Requesting reasonable accommodation requires disclosure of only relevant disability information, which allows workers to share or keep private any extra details about their conditions. A request for reasonable accommodation requires naming the barrier (or barriers) at your workplace, suggesting a specific helpful change (or multiple changes), and connecting it to your desired outcomes. Making this request of your workplace is your right as a worker, and necessary adjustments can make your employment experience more accessible. 

If you believe that you or someone else has been discriminated against based on disability, you can file an ADA complaint.