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10. The ARM will notify the Department/Agency Head of the need <br />for assistive technology. In the event the department/agency <br />does not have monies available to fund the accommodation, <br />the department/agency must seek out other sources of funding <br />to pay for the accommodation. <br />11. When extenuating circumstances exist that will cause a delay in <br />deciding on a reasonable accommodation request, the <br />decision maker must notify the individual of the reason for the <br />delay and the approximate date on which provision of the <br />reasonable accommodation is expected. <br />12. If there is a delay in providing an approved accommodation, <br />the decision maker shall notify the ARM. In such a <br />circumstance, the decision maker shall determine if temporary <br />measures may be implemented to assist the individual who <br />requested the accommodation and consult with the ARM. For <br />example, if the purchase of assistive technology to assist an <br />individual with a visual impairment is delayed, the decision <br />maker may assign employees to read documents and other <br />materials to the individual with the visual impairment until the <br />assistive technology is received. The decision maker shall note <br />the provision of temporary accommodation on Form DHR EO <br />015, Documentation of Temporary Accommodation. <br />13. Form DHR EO 016A, Reasonable Accommodation Work Sheet is <br />completed by the decision maker to document the process <br />resulting in approval or denial of a request for reasonable <br />accommodation. The completed original form shall be placed <br />in the accommodation file with a copy to the Equal <br />Opportunity Officer/ADA Coordinator. <br />14. The decision maker shall communicate the outcome of the <br />reasonable accommodation request to the requestor <br />(individual and/or individual's representative) by filling out Form <br />DHR EO 016, Documentation of Reasonable Accommodation <br />for Employee. The completed original form is provided to the <br />requestor, a completed copy of the form shall be placed in the <br />accommodation file and a copy is provided to the employee if <br />she/he was not the requestor. The explanation for any denial <br />shall be written in plain language, clearly stating the specific <br />reasons for the denial, i.e., why the decision maker believes that <br />the accommodation would not enable the individual to <br />perform the essential duties of the position or why the <br />accommodation would result in an undue hardship or pose a <br />direct threat to the individual who requested the <br />accommodation or others. <br />Un <br />