Who can request an accommodation?

Any qualified employee, applicant, or contractor with a disability may request an accommodation. Requests can be verbal or written; the policy should state preferred submission channels and the information necessary to start the interactive process.

What documentation is required?

Request only the medical information necessary to establish the need and functional limitations. If more detail is required, explain the limited scope and obtain consent for any PHI sharing consistent with HIPAA rules when applicable.

Are electronic signatures valid?

Yes. Electronic acknowledgements and signed policy receipts are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted; provide a consumer disclosure when required for certain records.

How is confidentiality maintained?

Store accommodation records separately with restricted access, log access events, and share medical details only with staff who need them to implement the accommodation.

What if a request is denied?

Provide a written explanation, document alternatives considered, and offer the right to appeal through the internal process; maintain records demonstrating a thorough interactive process.

How do employees withdraw requests?

Employees may withdraw a request in writing; document the withdrawal and any agreed transition steps. If an accommodation is already in place, follow standard offboarding or change-management procedures.

Electronic Signature
Templates
HR
HR Accessibility Policy

HR Accessibility Policy

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

HR ACCESSIBILITY POLICY

Company Name: Effective Date:

Purpose

This Accessibility Policy affirms the Company's commitment to providing equal employment opportunities and effective workplace access to qualified applicants and employees with disabilities. The Company will provide reasonable accommodations where required by applicable law, maintain confidentiality of medical and disability-related information as required, and prohibit retaliation for requests or participation in the accommodation process.

Scope

This policy applies to all applicants, employees, contractors, interns, and volunteers of the Company, including those seeking employment-related services. It governs requests for reasonable accommodation in the application process, during employment, and in use of Company facilities, programs, and services.

Definitions

Disability: A physical or mental impairment that substantially limits one or more major life activities. Reasonable Accommodation: Modifications or adjustments that enable an applicant or employee with a disability to participate in the application process, to perform essential job functions, or to enjoy equal benefits and privileges of employment.

Policy Statement

The Company will provide reasonable accommodations to qualified individuals with disabilities unless doing so would impose an undue hardship on business operations. Requests will be evaluated on an individualized, interactive basis. The Company will not require unnecessary disclosure of medical information beyond what is essential to evaluate accommodation needs.

Request and Interactive Process

Employees or applicants who need an accommodation should submit a request to Human Resources using the Accommodation Request form below or by contacting HR directly. Upon receipt, HR and the requestor will engage in an interactive process to determine appropriate accommodations and any documentation necessary to support the request.

Accommodation Request (For Applicants & Employees)

Full Name Job Title / Position Department Manager Preferred Contact (phone/email) Describe the limitation or barrier Accommodation requested

Accommodation needs (select all that apply):
Physical workspace modification
Modified work schedule
Assistive equipment or software
Leave or modified duties
Other (describe below)

If Other, please describe

Confidentiality and Medical Documentation

Medical and disability-related information obtained in connection with an accommodation request will be maintained separate from the personnel file and disclosed only to individuals with a legitimate need to know. The Company may require reasonable medical documentation to substantiate the need for an accommodation where appropriate.

Non-Retaliation

The Company prohibits retaliation against any individual for requesting an accommodation, participating in the interactive process, filing a complaint under this policy, or cooperating in an investigation. Any act of retaliation should be reported immediately to Human Resources.

Training, Monitoring, and Enforcement

The Company will provide periodic training to managers and HR personnel regarding obligations under this policy. Compliance will be monitored and violations may result in corrective action up to and including termination.

Recordkeeping

Records related to accommodation requests, determinations, and medical documentation will be retained in accordance with applicable law and Company record retention policies.

Legal Disclosures

Equal Opportunity Statement: The Company is an equal opportunity employer. Decisions regarding recruitment, hiring, training, promotion, compensation and other terms and conditions of employment are made without regard to disability and will be made in compliance with applicable law.

At-Will Employment: Nothing in this policy is intended to alter the at-will employment relationship where applicable. Employment remains at-will unless otherwise specified in a written agreement signed by an authorized Company representative.

Personal Information (Acknowledgment & Contact)

Full Name Address Phone Email

Position Information

Job Title Department Reporting Manager Start Date Salary / Pay Rate

Employment History

Employer 1 - Company Title Dates Employed (From / To) From to Responsibilities Reason for leaving

Employer 2 - Company Title Dates Employed (From / To) From to Responsibilities Reason for leaving

Education

Degree Institution Graduation Date

References

Reference 1 - Name Phone / Email / Relationship Reference 2 - Name Phone / Email / Relationship Reference 3 - Name Phone / Email / Relationship

Authorization

By signing below, I authorize the Company to contact references and previous employers as necessary to verify employment history and to initiate background checks where permitted by law in connection with the application or continued employment. I acknowledge that such checks will be conducted in compliance with applicable legal requirements.

I authorize reference and background checks as described above

Applicant / Employee Certification

I certify that all information provided on this form is true and complete to the best of my knowledge. I understand that falsification or omission of relevant information may be grounds for denial of an accommodation request, removal from consideration for employment, or disciplinary action including termination.

I certify the statements above

Acknowledgment: I have read, understand, and agree to comply with this Accessibility Policy.

Printed Name:

Signature:

Title:

Date:

What the HR Accessibility Policy Covers

An HR Accessibility Policy is an employer document that describes the organization’s approach to providing reasonable accommodations, accessible communications, and inclusive workplaces for applicants, employees, and contractors with disabilities. It defines scope, roles, the interactive accommodation process, confidentiality safeguards, timelines for responses, and how to request and document accommodations. The policy aligns internal procedures with federal obligations (for example, the ADA and Rehabilitation Act) and clarifies expectations for managers, HR, and employees so requests are handled consistently and lawfully.

Why a Formal Policy Matters

A written HR Accessibility Policy helps meet legal obligations under the ADA and Rehabilitation Act, reduces inconsistent responses, protects confidentiality, and fosters an inclusive workforce. It creates predictable timelines, documents interactive efforts, and reduces the risk of discrimination claims while supporting operational continuity and retention.

Who Needs to Read or Complete This Policy

The policy is primarily used by HR professionals, hiring managers, and employees who request accommodations; it also guides legal, security, and benefits teams on handling sensitive information.

Human resources teams who receive, document, and implement accommodation requests
Hiring managers who participate in the interactive process and approve workplace changes
Employees, applicants, and third-party contractors requesting accommodations or accessible materials

Applying the policy consistently reduces legal exposure and improves outcomes for requesters and managers by standardizing documentation, decision-making, and record retention.

Essential Sections to Include in an HR Accessibility Policy

A professional policy is concise yet complete; include definitions, request workflows, decision criteria, confidentiality rules, timelines, and training responsibilities to ensure consistent implementation across the organization.

Scope & Definitions

Define who is covered, disability definitions, and the policy’s relationship to ADA and applicable state laws so readers understand applicability and exclusions.

Request Process

Describe how to submit a request, required contact points, acceptable formats (written, electronic), and expected acknowledgement timing for transparency.

Interactive Process

Explain the employer–employee dialogue, documentation needs, alternatives considered, and how decisions are reached and documented.

Confidentiality

State how medical or disability-related information is stored, who has access, and limits on disclosure consistent with privacy rules.

Examples of Accommodations

List common accommodations (ergonomic equipment, schedule changes, screen readers, accessible formats) and implementation timeframes to set expectations.

Training & Oversight

Assign responsibility for training managers and HR, tracking compliance, and periodic policy review to maintain currency and effectiveness.

Required Information to Collect

Employee Name: Full legal name

Job Title: Current role

Accommodation Requested: Specific change or aid

Medical Documentation: If requested, concise verification

Request Date: MM/DD/YYYY format

Decision Record: Outcome and effective date

Step-by-Step: Handling an Accommodation Request

Follow a consistent sequence from intake to implementation to ensure timely, documented, and defensible decisions.

01

1. Intake: Receive request in writing or electronically and log the date
02

2. Documentation: Request limited medical info only if necessary
03

3. Interactive Meeting: Discuss needs, limitations, and reasonable options
04

4. Implement: Document decision, set start date, and monitor effectiveness

How to Configure the Online Accommodation Workflow

Set up fields, notifications, and permissions in your HRIS or document platform to capture requests, route approvals, and record decisions.

Field	Configuration
Request Form	Required fields, attachments enabled
Manager Notification	Automatic email to supervisor
Privacy Controls	Restrict access to HR and designated approvers
Audit Trail	Enable timestamps and change history

Where to Submit and How Requests Move

A clear routing path reduces delays: employee submits, HR reviews, manager participates, and implementation teams execute.

Employee Submission: Send via HR portal or secure email
HR Review: Log request and check documentation
Manager Input: Assess operational feasibility and propose options
Implementation: Coordinate facilities, IT, or third parties to deliver accommodation

Technical and Accessibility Requirements for Digital Handling

Use platforms that support accessible forms, secure file storage, and controlled access to medical information.

File Formats: PDF and DOCX accepted
Integrations: HRIS and ticketing systems
Accessibility: WCAG 2.0 Level AA

Key Timelines and Expected Response Windows

Define measurable timelines in the policy so employees and managers understand expected response and implementation periods.

Acknowledgement Time:

Acknowledge receipt within 3 business days

Initial Interactive Meeting:

Hold within 7–10 business days of receipt

Temporary Accommodation Start:

Implement within 10 business days where feasible

Final Decision:

Communicate determination within 30 calendar days

Appeal Window:

Offer internal appeal within 15 calendar days

Common Mistakes to Avoid When Preparing Requests

Submitting vague accommodation descriptions without specifying functional limitations and desired adjustments causes unnecessary delays and back-and-forth.
Requesting excessive medical records beyond what is necessary for assessment can breach privacy and deter employees from requesting help.
Failing to document the interactive process or alternatives considered increases risk of complaints and weakens the employer’s defense.
Delaying responses or implementation beyond stated timelines undermines trust and may lead to claims of discrimination or bad faith.

Consequences of Noncompliance or Poor Documentation

EEOC Complaint: Investigation and potential sanctions

ADA Liability: Compensatory or punitive damages possible

Regulatory Audit: Agency enforcement and corrective actions

Litigation Costs: Legal expenses and settlement risk

Operational Disruption: Loss of productivity or accommodations delays

Reputational Harm: Damage to employer brand and retention

Practical Examples of Policy Use

Realistic scenarios illustrate how a policy governs requests from intake through implementation and follow-up.

Onboarding Accommodation

A new hire requests an ergonomic workstation due to a mobility limitation

Manager and HR meet to explore options and temporary work adjustments
The policy guides timelines, documentation, and procurement so the equipment is delivered and tested within two weeks, with an accommodation review scheduled at 30 days to confirm effectiveness and address adjustments.

Accessible Digital Materials

A remote employee requests documents in an accessible format for screen-reader compatibility

HR and IT confirm file types and conversion needs
The policy requires secure submission of the request, prioritizes accessible formats, and documents delivery and any assistive software provisioning for tracking and auditing.

Who Signs or Approves Accommodation Decisions

HR Director

Typically signs or formally documents final accommodation decisions for complex or high-cost adjustments. The HR Director ensures the decision aligns with policy, legal requirements, and budget approvals, and records the rationale in the accommodation file.

Hiring Manager

Authorizes operational aspects and confirms feasibility within the team. The manager documents work-impact considerations, coordinates implementation with facilities/IT, and signs off once the accommodation is in place and working.

FAQs and Troubleshooting

Answers to common questions about requests, documentation, e-signatures, confidentiality, and appeals to help HR and employees navigate the process.

Need help? Contact support

Who can request an accommodation?
Any qualified employee, applicant, or contractor with a disability may request an accommodation. Requests can be verbal or written; the policy should state preferred submission channels and the information necessary to start the interactive process.
What documentation is required?
Request only the medical information necessary to establish the need and functional limitations. If more detail is required, explain the limited scope and obtain consent for any PHI sharing consistent with HIPAA rules when applicable.
Are electronic signatures valid?
Yes. Electronic acknowledgements and signed policy receipts are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted; provide a consumer disclosure when required for certain records.
How is confidentiality maintained?
Store accommodation records separately with restricted access, log access events, and share medical details only with staff who need them to implement the accommodation.
What if a request is denied?
Provide a written explanation, document alternatives considered, and offer the right to appeal through the internal process; maintain records demonstrating a thorough interactive process.
How do employees withdraw requests?
Employees may withdraw a request in writing; document the withdrawal and any agreed transition steps. If an accommodation is already in place, follow standard offboarding or change-management procedures.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now