Enclosure (1) to COMDTINST 12713.1
Processing Procedures for Reasonable Accommodations
1. REQUESTS FOR REASONABLE ACCOMMODATION: A request for an
accommodation is a statement that an individual needs an adjustment or change at work,
in the application process, or in a benefit or privilege of employment for a reason related
to a medical condition. The reasonable accommodation process begins as soon as the
request for accommodation is made. A request does not have to use any special words,
such as "reasonable accommodation", "disability," or "Rehabilitation Act." An individual
with a disability may request a reasonable accommodation whenever s/he chooses, even
if s/he has not previously disclosed the existence of a disability. Any Coast Guard
employee or applicant may consult with the full-time CRO's, FPWDPM and/or Human
Resources Specialist (HRS) for further information or assistance in connection with
requesting or processing a request for reasonable accommodation.
A. An employee may request an accommodation in writing from his/her first-level
supervisor, full-time CRO's FPWDPM or servicing Human Resources
Specialist/Command Staff Advisor (HRS/CSA). If a request is made orally it must be
followed up in writing by the employee/applicant using the Reasonable
Accommodation Request form as provided in attachment (1) to these procedures.
B. An applicant may request an accommodation orally or in writing from the
HRS/CSA who is handling the vacancy recruitment process.
C. A family member, health professional, or other representative may request an
accommodation on behalf of a Coast Guard civilian employee or job applicant. The
request should go to one of the same persons to whom the employee would make a
request.
2.
WRITTEN REQUESTS FOR RECORD KEEPING PURPOSES:
A. To enable the Coast Guard to keep accurate records regarding requests for
accommodation, the person to whom the employee or applicant made the oral request
for reasonable accommodation must follow up on the oral request by completing
attachment confirmation of request form (attachment (2)), or otherwise confirming
the request by e-mail.
B. A written confirmation is not required when an individual needs a reasonable
accommodation on a repeated basis, e.g., the assistance of sign language interpreters
or readers. The written form is required only for the first request, although, of course,
appropriate notice must be given each time the accommodation is needed.
3. DETERMINING WHO WILL HANDLE THE REQUEST:
A. The person who handles the request for accommodation will be referred to as the
"decision-maker." There are three possible decision-makers:
1. An employee's first-level supervisor, or in his or her absence, the next
available person above the supervisor in the chain of command, for employment
accommodations, or
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