Enclosure (1) to COMDTINST 12713.1
possible accommodations, they should not delay beginning this process.
Failure to meet this time frame solely because a decision-maker delayed
processing the request is not an extenuating circumstance. (See "extenuating
circumstances" below under e)
b. If the decision-maker believes that it is necessary to obtain medical
documentation to determine whether the requesting individual has a disability
and/or to identify the functional limitations, s/he will make such request to the
FPWDPM as soon as possible after receipt of the request for accommodation,
but before the expiration of the 15 day period. It is recognized that the need
for documentation may not become apparent until after the interactive process
has begun.
c. If the decision-maker requests that the FPWDPM obtain medical
documentation, the 15 day period is delayed. If the FPWDPM determines that
medical documentation is not needed; the 15 day time period resumes as soon
as the FPWDPM notifies the decision-maker that s/he can continue processing
the request.
d. If the FPWDPM determines that medical documentation is needed, the
decision shall be made and the accommodation, if granted, will be provided
with 15 business days from the date the decision-maker receives the relevant
information from the FPWDPM.
e. Examples of accommodations that can easily be provided within this 15
day time frame include:
(1) An employee with diabetes, who sits in an open area, asks for four breaks
a day to test her blood sugar levels so that she may do these tests in
private;
(2) An employee with a learning disability asks that an agenda, which his
supervisor distributes at the beginning of each staff meeting, be
distributed ahead of time because the disability makes it difficult to
read, and he needs more time to prepare.
(3) Extenuating Circumstances. These are factors that could not reasonably
have been anticipated or avoided in advance of the request for
accommodation. When extenuating circumstances are present, the time for
processing a request for reasonable accommodation and providing the
accommodation will be extended as reasonably necessary. The decision-
maker must notify the individual, in writing, of the reason for the delay,
and the approximate date on which a decision, or provision of the
reasonable accommodation, is expected. Any further developments or
changes should also be communicated promptly to the individual.
Extensions based on extenuating circumstances shall be limited to
circumstances where there are strictly necessary. All decision-makers are
expected to act as quickly as reasonably possible in processing requests
and providing accommodations. The following are examples of
extenuating circumstances: (a) There is an outstanding initial or follow-up
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