What is an Accommodation Letter?

An accommodation letter is a document that verifies that an individual is a registered student or employee with a disability and requests specific accommodations to ensure equal access to education, employment, or other activities. These letters are based on laws such as Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990, which protect individuals with disabilities from discrimination and guarantee their right to reasonable accommodations.

Purpose of an Accommodation Letter

Accommodation letters serve several purposes:

1. VerificationIt verifies to the recipient (e.g., instructor, employer) that the individual is a registered student or employee with a disability.
2. Request for AccommodationsIt serves as a formal request for specific accommodations needed to ensure equal access to a class, job, or other activities.
3. Information SharingIt informs the recipient about other accommodations the individual may be using, such as recording lectures, using note-takers, or accessing alternate format texts.
4. CommunicationIt initiates an opportunity for the individual and the recipient to discuss ways to succeed in the class or workplace.

Individualized Approach

Accommodation letters are tailored to the specific needs of each individual. The accommodations provided are based on the individual’s disability and functional limitations. This ensures that the accommodations are effective and appropriate for the individual’s unique situation.

Interactive Process

The accommodation letter initiates an interactive process between the individual and the relevant institution or employer. This process involves discussing and determining appropriate accommodations that will enable the individual to fully participate and succeed. It is a collaborative effort between the individual and the institution or employer to find mutually agreeable solutions.

Reasonable Accommodations

Accommodations are changes or modifications to the environment or procedures that enable individuals with disabilities to have equal opportunities. Examples of reasonable accommodations include:

• Making the workplace accessible
• Providing assistive devices
• Modifying work schedules
• Adjusting testing requirements
• Providing sign language interpreters
• Offering alternative formats for materials

Employer’s Obligations

Employers are required to provide effective accommodations, but they are not obligated to provide the individual’s preferred accommodation if there are other effective alternatives. Employers may also consider factors such as undue hardship and essential job functions when determining accommodations.

Requesting Accommodations

Individuals should request accommodations in writing, clearly stating that they are requesting a reasonable accommodation under the relevant laws. It is recommended to use a template letter or seek guidance from resources like the Job Accommodation Network (JAN).

Documentation

In some cases, employers or institutions may request limited medical documentation to confirm the disability and the need for accommodations. However, they should not ask for a complete medical history, and the requests should be narrowly tailored to the accommodation request.

Conclusion

Accommodation letters play a crucial role in ensuring equal access and opportunities for individuals with disabilities in education, employment, and other settings. They are a tool for communication and collaboration between individuals and institutions or employers to find effective accommodations that allow individuals to fully participate and succeed.

References

1. What is a Letter of Accommodation? – Access Services
2. Requesting a Reasonable Accommodation with Template Letter – Equip for Equality
3. Accommodation Letters | Disability Resources

FAQs

1. What is an accommodation letter?

An accommodation letter is a document that verifies that an individual is a registered student or employee with a disability and requests specific accommodations to ensure equal access to education, employment, or other activities.

2. What is the purpose of an accommodation letter?

Accommodation letters serve several purposes:

• Verifying the individual’s disability status
• Requesting specific accommodations
• Informing about other accommodations the individual may be using
• Initiating a discussion about accommodations

3. Who can request an accommodation letter?

Individuals with disabilities who are registered with their institution’s disability services office or with their employer’s human resources department can request an accommodation letter.

4. What information should be included in an accommodation letter?

Accommodation letters should include:

• The individual’s name and contact information
• A statement that the individual is a registered student or employee with a disability
• A list of the specific accommodations that are being requested
• A statement that the individual is requesting these accommodations under the relevant laws (e.g., the ADA)

5. How should an accommodation letter be submitted?

Accommodation letters should be submitted in writing to the relevant institution or employer. It is recommended to submit the letter as early as possible to ensure that accommodations can be put in place in a timely manner.

6. What should an individual do if their request for accommodations is denied?

If an individual’s request for accommodations is denied, they should:

• Contact the relevant disability services office or human resources department to discuss the denial
• Request a written explanation for the denial
• Consider filing a complaint with the Equal Employment Opportunity Commission (EEOC) or other relevant agency

7. Are there any resources available to help individuals with disabilities request accommodations?

Yes, there are several resources available to help individuals with disabilities request accommodations, including:

• The Job Accommodation Network (JAN)
• The National Disability Rights Network (NDRN)
• The American Civil Liberties Union (ACLU)

8. What are some examples of reasonable accommodations that can be requested?

Examples of reasonable accommodations include:

• Accessible parking spaces
• Wheelchair ramps and elevators
• Assistive listening devices
• Closed captioning
• Sign language interpreters
• Flexible work schedules
• Job restructuring
• Modified testing procedures