HUMAN RESOURCES at MIT

Guidelines for Obtaining Accommodation

The following guidelines for documenting a disability are provided to assist the employee and evaluator in providing appropriate documentation of a disability. Documentation serves as the foundation that legitimizes an employee's request for appropriate accommodations. Documentation should include the following information pertaining to the particular disability for which the accommodation is being requested:
  1. A clear statement of the disability including diagnosis and prognosis.
  2. Documentation for eligibility should be current, (the age of acceptable documentation is dependent upon the disabling condition, the current status of the employee, and the employee's request for accommodations).
  3. A summary of evaluation procedures as well as diagnostic test/evaluation results used to make the diagnosis.
  4. Medical information should include a statement of the functional impact or limitations of the disability.
  5. Each recommended accommodation should be accompanied by an explanation of its relevance to the disability that is diagnosed.
  6. Date of first meeting with employee and date of most recent meeting with employee.

The employee/candidate must provide either the supervisor, Human Resources officer, or the Disabilities Coordinator with documentation of a disability and a completed Reasonable Accommodation Request Form. The individual to whom the documentation and form is provided must then initiate the reasonable accommodation review process as follows:

  • A review of the employee's job will be conducted to identify the essential functions of the job, equipment needs, and possible worksite modifications.
  • If needed, a letter outlining the essential functions of the job will be sent to the employee's doctor, who will be requested to give a detailed report of the limitations imposed by the employee's disability.
  • A review of the employee's situation will be conducted with other appropriate MIT offices, i.e. Safety, Industrial Hygiene, Facilities, and the Adaptive Technology Information Center, as needed. Outside agencies may be requested to assist MIT in reviewing the reasonableness of the accommodation requested.

Accommodation recommendations will be reviewed by the Disabilities Coordinator with the supervisor, Human Resources officer, and the employee. The final determination for providing appropriate and reasonable accommodations rests with the Institute. Final recommendation will be provided to the employee in writing.

The cost of the accommodation is primarily the department's responsibility. Any concerns regarding the feasibility of funding the accommodation should be directed in writing to the Disabilities Services Office.

The employee's right to privacy must be respected in compliance with the Americans with Disability Act and MIT's Policies & Procedures.

Forms & Publications