americans with disabilities act amendments act prese… · americans with disabilities act...

Americans with disabilities act amendments act

The ADAAA

This training is designed to provide general information about the subject matter covered. Neither TAC nor the

trainers are engaged in rendering legal advice. If you need legal advice, TAC recommends that you seek the

services of a competent attorney who is familiar with your specific situation.

U.S. Department of Justice

EEOC

ADA was effective July 26, 1992

Amended 2008

“No covered entity shall discriminate against a qualified individual on the basis of disability in

regard to job application procedures; the hiring, advancement, or discharge of employees;

employee compensation; job training; and other terms, conditions, and privileges of employment”

Who’s covered?ADAAA applies to all local

government employers with 15 or more employees.

Employees who meet the definition of “qualified individual

with a disability” who, with or without a reasonable

accommodation, can perform the essential functions.

Key Changes

Expands the definition of disability.• Employee now only has to prove the

condition “substantially limits them”

Introduces 9 rules of construction.• You must use the 9 rules of

construction to determine whether an impairment substantially limits a major life activity

• The term “substantially limits” will now be broadly interpreted

Key ChangesMore activities added

to the list of “major life activities” that create a disability when people cannot perform them

A new category of major life activities was

added to include “major bodily

functions”

Key Changes

A health condition that amounts to a disability now counts as a disability even if the individual

takes medicine or uses a device that limits the disability’s impact (hearing aids, insulin, drugs, etc)

A medical condition may still qualify as a disability even if it is episodic or in

remission.

Key Changes

Makes it much easier for employees to sue under the “regarded as” section• If an employer wrongly considers an

employee or applicant as disabled when they are not—they can sue and win, even if the impairment that caused them to view them as disabled was not a disability.

What’s makes a “qualified individual”?

ADAAA states than an individual with a disability is qualified when:

• They satisfy the requisite skill, experience , education and other job related requirements of the position

• with or without reasonable accommodation

• and can perform the essential functions.

Regulations state the term “major” does not create a demanding standard for disability

and should not be interpreted strictly.

• A physical or mental impairment that “substantially limits a major life activity” of an individual

• A record of such an impairment• Being “regarded as” having such an

impairment

PurposeTo “reinstate a broad scope of protection” by expanding the definition of the term “disability to include many types of impairments that were originally left out of the ADA.

includes anyPhysiological disorder or condition, or anatomical loss affecting one or more body systems such as:NeurologicalMusculoskeletalSpecial sense organsRespiratory(including speech organs),

CardiovascularReproductive

DigestiveGenitourinaryImmuneCirculatoryHemicLymphatic

SkinEndocrine

includes any Mental or psychological disorder such as:Intellectual disability (formerly termed “mental retardation,”

Organic brain syndrome,

and specific learning disabilities.

Caring for oneselfPerforming manual tasksSeeingHearingEatingSleepingWalkingStanding

SittingReachingLiftingBendingSpeakingBreathingLearningReading

ConcentratingThinkingCommunicatingInteracting with othersWorking

Functions of the immune systemSpecial sense organs and skinNormal cell growthDigestiveGenitourinaryBowelBladderNeurological

BrainRespiratoryCirculatoryCardiovascularEndocrineHemicLymphaticMusculoskeletalReproductive functions

* Includes the operation of an individual organ within the body.

A history of a mental or physical impairment that substantially limits a major life activity, or has been misclassified as having such an impairment.

Employers are required to provide a reasonable

accommodation if needed and if related to

the past disability.

The primary focus in an ADAAA case should be if the employer complied with their obligations under the ADAAA

and if discrimination occurred, not if the individual

meets the definition of disability.

No extensive demand analysis to determine if disabled.

Check your policies

Review job descriptions to ensure regulatory compliance

Train supervisors to comply

Assure interactive process in place with documentation

The ADAAA and steps to the interactive process:

Reasonable Accommodation under the ADAAA

Step 1 Step 2 Step 3

Step 4Step 5Step 6

Step 7 Step 8

Gather necessary documents: ChecklistEmployee questionnaireMedical provider questionnaireJob description

Please have your county attorney or legal counsel review these documents before use

The disability comes to the attention of the manager or supervisor through observation or request

Step 1

Question One

True or False –

Employees must ask for an accommodation.

Identify the essential and non‐essential functions of the job

Step 1 Step 2

Does this position exist to perform this 

function?

Can this function be performed by other employees in the department?

Would taking this function from the job fundamentally change 

the job?

Would there be significant 

consequences if this function is not performed? 

Is special expertise or judgment required?

Is special training or education required? 

Is a license or certification required? 

Only essential functions may be used in determining reasonable accommodation

Only essential functions must be reasonably accommodated

Step 1 Step 2Step 3

Consult with the employee to identify any job‐related limitations and complete the employee questionnaire 

Caring for oneselfPerforming manual tasksSeeingHearingEatingSleepingWalkingStanding

SittingReachingLiftingBendingSpeakingBreathingLearningReading

ConcentratingThinkingCommunicatingInteracting with othersWorking

Have the employee sign the Employee Questionnaire!

Question TwoWhich of the following is an example of a major life activity under the ADAAA?

A. Bending

B. Concentrating

C. Interacting with Others

D. All of the Above

Step 1 Step 2 Step 3

Step 4Provide the medical questionnaire to the employee to seek documentation of functional limitations from the medical provider.

The Genetic Information Nondiscrimination Act of 2008 (GINA)prohibits employers and other entities covered by GINA Title II fromrequesting or requiring genetic information of an individual or familymember of the individual, except as specifically allowed by this law.To comply with this law, we are asking that you not provide anygenetic information when responding to this request for medicalinformation. 'Genetic Information' as defined by GINA includes anindividual's family medical history, the results of an individual's orfamily member's genetic tests, the fact that an individual or anindividual's family member sought or received genetic services, andgenetic information of a fetus carried by an individual or an in‐dividual's family member or an embryo lawfully held by an individualor family member receiving assistive reproductive services.

Step 1 Step 2 Step 3

Step 4Step 5

Consult with the employee to identify possible accommodations.

Step 1 Step 2 Step 3

Step 4Step 5Step 6

Employee and manager or supervisor research possible accommodations and discuss options

Question Three

True or False –

The accommodation that the employee asks for is always the best accommodation to give

Step 1 Step 2 Step 3

Step 4Step 5Step 6

Step 7Implement the accommodation that is most reasonable for both the employee and the employer.

Determination should be based on: 

Nature and cost of accommodation

Overall financial resources and number of persons employed

Facility specifics if part of a larger entity

Type of Operations

Impact on Operations

Step 1 Step 2 Step 3

Step 4Step 5Step 6

Step 7Step 8

Document the process!

Question Four

Buying a new police car that sits higher off the ground is an undue hardship for the county.

A. Always true

B. Sometimes true

C. Never True

This training is designed to provide general information about the subject matter covered. Neither TAC nor the

trainers are engaged in rendering legal advice. If you need legal advice, TAC recommends that you seek the

services of a competent attorney who is familiar with your specific situation.

Request for Information from Medical Provider

________________, who is an employee of _________________, has requested a reasonable accommodation under the Americans with Disabilities Act (ADA). In response to that request, we are seeking specific information as detailed below. Please provide the requested information only – please do not send copies of medical records. The Genetic Information Nondiscrimination Act of 2008 (GINA) prohibits employers and other entities covered by GINA Title II from requesting or requiring genetic information of an individual or family member of the individual, except as specifically allowed by this law. To comply with this law, we are asking that you not provide any genetic information when responding to this request for medical information. `Genetic information' as defined by GINA, includes an individual's family medical history, the results of an individual's or family member's genetic tests, the fact that an individual or an individual's family member sought or received genetic services, and genetic information of a fetus carried by an individual or an individual's family member or an embryo lawfully held by an individual or family member receiving assistive reproductive services. Note: The ADA defines disability as a physical or mental impairment that substantially limits one or more major life activities. 1. Does the employee have a physical or mental impairment? Yes No 2. What is the impairment? _________________________________________________________________ 3. What is the expected duration of the impairment?

Permanent Temporary (please explain)

______________________________________________________________________________________________________________________________

Chronic (please explain)

______________________________________________________________________________________________________________________________

Episodic (please explain)

______________________________________________________________________________________________________________________________

TEXAS ASSOCIATION OF COUNTIES – Sample Form

ADAAA EMPLOYEE QUESTIONNAIRE

This questionnaire should be used when an employee with a disability requests an accommodation, which could include a change to county policy or practice or some other job restructuring (modified work schedules, medical leave, reassignment, modifying equipment, etc.). While it is generally the responsibility of the employee to request an accommodation, there are some situations where an employer should start the interactive process as long as they know about the disability and the need for an accommodation. Either way, no “magic language” is needed from the employee.

As with any form, this questionnaire provides general guidance only. You should always consult with your labor and employment attorney before using this questionnaire for any particular fact situation.

TEXAS ASSOCIATION OF COUNTIES – Sample Form 

ADAAA MEDICAL PROVIDER QUESTIONNAIRE 

This questionnaire should be used when an employee with a disability requests an 

accommodation, which could include a change to county policy or practice or some 

other job restructuring (modified work schedules, medical leave, reassignment, 

modifying equipment, etc.).  While it is generally the responsibility of the employee to 

request an accommodation, there are some situations where an employer should start 

the interactive process as long as they know about the disability and the need for an 

accommodation.  Either way, no “magic language” is needed from the employee.   

As with any form, this questionnaire provides general guidance only.  You should 

always consult with your labor and employment attorney before using this 

questionnaire for any particular fact situation.   

Helpful Human Resource Links

Site Hyperlink

EEOC www.eeoc.gov

EEOC Retaliation Guidance https://www.eeoc.gov/eeoc/newsroom/release/8-29-16.cfm

EEOC Guidance (ADAAA) http://www.eeoc.gov/policy/docs/accommodation.html

EEOC Publications https://www.eeoc.gov/eeoc/publications/index.cfm

EEOC Facts About Retaliation https://www.eeoc.gov/laws/types/retaliation.cfm

Job Accommodation Network http://askjan.org/

Texas Workforce Commission http://www.twc.state.tx.us/

Texas Association of Counties www.county.org

DOL Posters Page https://www.dol.gov/whd/resources/posters.htm

FMLA Forms https://www.dol.gov/whd/fmla/2013rule/militaryForms.htm

Code of Federal Regulations http://www.dol.gov/dol/cfr/Title_29/Chapter_V.htm

TEXAS ASSOCIATION OF COUNTIES – Sample Form 

MEDICAL PROVIDER QUESTIONNAIRE 

To: ________________________________________________________ 

Name of Employee: _________________________________________ 

Job Evaluated: ______________________________________________ 

Please answer and return the following questionnaire to your patient within the 

time frame indicated. The questionnaire format is a guide and we would appreciate a 

response to every question. We need your complete medical opinion, so please feel free 

to include a more detailed narrative response to any and all questions if needed to 

answer more fully. Thank you for your anticipated cooperation.  

IMPORTANT NOTE TO HEALTH CARE PROVIDER: When answering these 

questions, please do not take into consideration any ameliorative effects of mitigating 

measures, such as medications, medical supplies, equipment, or appliances, low‐vision 

devices (which do not include ordinary eyeglasses or contact lenses), prosthetics 

including limbs and devices, hearing aids and cochlear implants or other implantable 

hearing devices, mobility devices, or oxygen therapy equipment and supplies; use of 

assistive technology; reasonable accommodations or auxiliary aids or services; or 

learned behavioral or adaptive neurological modifications. 

  The  Genetic  Information  Nondiscrimination  Act  of  2008  (GINA)  prohibits 

employers and other entities covered by GINA Title II from requesting or requiring 

genetic  information of an  individual or  family member of  the  individual, except as 

specifically allowed by this law. To comply with this law, we are asking that you not 

provide  any  genetic  information  when  responding  to  this  request  for  medical 

information.  ʹGenetic  Informationʹ  as  defined  by  GINA  includes  an  individualʹs 

family medical  history,  the  results  of  an  individualʹs  or  family member  ʹs  genetic 

tests, the fact that an individual or an individualʹs family member sought or received 

genetic services, and genetic information of a fetus carried by an individual or an in‐

dividualʹs  family member  or  an  embryo  lawfully  held  by  an  individual  or  family 

member receiving assistive reproductive services. 

TEXAS ASSOCIATION OF COUNTIES – Sample Form 

1. Does ________________have a physical or mental impairment?  Yes   No  

  If so, please state the type of impairment: 

____________________________________________________________________________ 

____________________________________________________________________________ 

2. Does ____________________’s impairment substantially limit any major life 

activities?                  Yes  No 

3. If so, which major life activity or activities are limited? _______________________ 

_____________________________________________________________________________ 

4. For each major life activity that is limited by the impairment, please describe 

how ___________________________ is restricted as to the condition, manner, or duration 

under which that activity can be performed, as compared to the way in which an 

average person in the general population can perform that activity: 

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 

5. What is the duration or expected duration of _____________________’s 

impairment? __________________________________________________________________ 

6. Attached is a job description for the ________________________ position.  Please 

review the job description and assess whether __________________________ can 

perform all job functions:                Yes  No 

TEXAS ASSOCIATION OF COUNTIES – Sample Form 

7. If not, which job functions cannot be performed, and why not? 

______________________________________________________________________________ 

______________________________________________________________________________ 

8. Please describe any reasonable accommodations that would allow this employee 

to be able to perform those job functions: 

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 

9. If medical leave is one of the possible accommodations listed above, please 

provide an estimated duration for the leave:  

______________________________________________________________________________ 

10. Would performing any of the job functions listed result in a direct safety or 

health threat to this employee or other people (co‐workers, members of the general 

public, etc.)?                  Yes  No 

11. If yes, please describe: 

which job function(s) would pose such a threat:  

__________________________________________________________________

__________________________________________________________________ 

TEXAS ASSOCIATION OF COUNTIES – Sample Form 

  the direct safety or health threat posed:  

__________________________________________________________________

__________________________________________________________________ 

any reasonable accommodations that would eliminate the direct safety or 

health threat, or reduce it to an acceptable level:  

__________________________________________________________________ 

__________________________________________________________________ 

_________________________________  __________________________  ____________ 

Signature          Title          Date 

Printed Name and Address: 

__________________________________ 

__________________________________ 

__________________________________ 

TEXAS ASSOCIATION OF COUNTIES – Sample Form

EMPLOYEE QUESTIONNAIRE Name of Employee: _________________________________________

Job Evaluated: ______________________________________________

Date: ______________________________________________________

Please answer the following questionnaire.

1. Do you have a physical or mental impairment? Yes No

If so, please state the type of impairment: ____________________________________________________________________________ ____________________________________________________________________________ 2. Does your impairment substantially limit any major life activities? Yes No 3. If so, which major life activity or activities are limited? _______________________ _____________________________________________________________________________

4. For each major life activity that is limited by the impairment, please describe

how you are restricted as to the condition, manner, or duration under which that

activity can be performed, as compared to the way in which an average person in the

general population can perform that activity:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

TEXAS ASSOCIATION OF COUNTIES – Sample Form

5. What is the duration or expected duration of your impairment?

__________________________________________________________________

6. Attached is a job description for your position. Please review the job description

and assess whether you can perform all job functions: Yes No

7. If not, which job functions cannot be performed, and why not?

______________________________________________________________________________

______________________________________________________________________________

8. Please describe any reasonable accommodations that would allow you to be able

to perform those job functions:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

9. If medical leave is one of the possible accommodations listed above, please

provide an estimated duration for the leave:

______________________________________________________________________________

10. Would performing any of the job functions listed result in a direct safety or

health threat to you or other people (co-workers, members of the general public, etc.)?

Yes No

11. If yes, please describe:

TEXAS ASSOCIATION OF COUNTIES – Sample Form

which job function(s) would pose such a threat:

__________________________________________________________________

__________________________________________________________________

the direct safety or health threat posed:

__________________________________________________________________

__________________________________________________________________

any reasonable accommodations that would eliminate the direct safety or

health threat, or reduce it to an acceptable level:

__________________________________________________________________

__________________________________________________________________

_________________________________ __________________________ ____________

Signature Title Date

Printed Name, Position, Department:

__________________________________

__________________________________

__________________________________

4. Does the impairment affect a major life activity? (Examples of major life activities include caring for oneself, performing manual tasks, seeing, hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning, reading, concentrating, thinking, communicating, and the operation of a major bodily function such as the immune system, normal cell growth, and digestive, bowel, bladder, neurological, brain, respiratory, circulatory, endocrine, and reproductive systems).

Yes No

5. Does the impairment substantially limit one or more major life activity? Yes No 6. Does the employee have any functional limitations resulting from the

impairment? Please describe: _________________________________________________________________

_________________________________________________________________ 7. Please refer to the attached description of the employee’s job that contains a list of

essential job functions. How does the functional limitation impact the employee’s ability to perform the essential functions?

_________________________________________________________________

_________________________________________________________________ 8. Do you have any suggestions for possible accommodations that will enable the

employee to perform the essential functions? Please describe: _________________________________________________________________

_________________________________________________________________ 9. How would your suggested accommodation enable the employee to perform the

essential functions? _________________________________________________________________ _________________________________________________________________ Please return this form to: _____________________ _____________________ _____________________