Accommodation Practice Anne Hirsh MS CPDM JAN CoDirector September 20 2018 JAN as YOUR Resource Overview JAN as YOUR Resource Research Findings Workplace Toolkit Mobile Accommodation Solution ID: 778388
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Using JAN as a Resource to Improve Accommodation PracticeAnne Hirsh, MS, CPDMJAN Co-Director September 20, 2018
Slide2JAN as YOUR ResourceOverviewJAN as YOUR ResourceResearch FindingsWorkplace ToolkitMobile Accommodation SolutionInteractive Process Accommodation ExamplesProduct Examples
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Slide3JAN as YOUR ResourceOverviewJob AccommodationAmericans with Disabilities Act / Rehabilitation ActEntrepreneurship
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Slide4JAN as YOUR ResourceOverview35 Years of ServiceExperiencedFreeNationalEasy to Use
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Slide5JAN as YOUR ResourceOverview EmployersIndividualsService ProvidersOthers
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Slide6JAN supports employers and rehabilitation professionals by providing: Consultation on workplace accommodation solutionsConsultation on the ADAAACoach customers on the interactive processProduct information for technologies used as accommodations in the workplaceJAN as YOUR Resource
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Slide7Our ProcessWhat limitations is the employee experiencing? How do these limitations affect the employee and the employee’s job performance? What specific job tasks are problematic as a result of these limitations? What accommodations are available to reduce or eliminate these problems? Are all possible resources being used to determine possible accommodations?
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JAN as YOUR Resource
Slide8JAN as YOUR Resource
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Slide9Ask JAN and we…Meet you where you are. Help meet timelines.Assist with the interactive process.Give targeted technical assistance.Provide comprehensive resources.Maintain confidentiality.Work as your partner to enable you to hire and retain talent.JAN as YOUR Resource
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Slide10Research FindingsEmployer Follow-up Study1,182 employers interviewed between January, 2004, and December, 2006807 employers interviewed between June 28, 2008, and July 31, 2017Total of 2,370 Employers Of the employers who called JAN for accommodation information and solutions, most were doing so to retain or promote (83%) a current employee.
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Slide11Finding #1: Most employers report no cost or low cost for accommodating employees with disabilities. ResultsOver half of accommodations (59%) were made at no cost.Of the 36% who experienced a one-time cost to make an accommodation, the typical cost of accommodating an employee was $500.Only 25 (4%) said the accommodation resulted in an ongoing, annual cost to the company and 9 (1%) said the accommodation required a combination of one-time and annual costs. Research Findings
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Slide12Finding #2: Employers report accommodations are effective. ResultsOf those responding, 75% reported the accommodations were either very effective or extremely effective. Research Findings
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Slide13Finding #3: Employers experience multiple direct and indirect benefits after making accommodations. Direct Benefits of Accommodation90% Retained a valued employee72% Increased employee’s productivity56% Increased employee’s attendanceIndirect Benefits of Accommodation 64% Improved interactions with co-workers62% Increased overall company morale56% Increased overall company productivityResearch Findings
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Slide14The study results consistently showed that the benefits employers receive from making workplace accommodations far outweigh the low cost. https://AskJAN.org/topics/costs.cfmResearch Findings
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Slide15Expert consultationNearly 300 JAN-authored PublicationsJAN’s A-Z (Disability, Topic, Limitation, coming soon- accommodation)Legal libraries that include regulations and EEOC guidance documentsJAN Training Modules and FREE Webcast SeriesContact JAN:Live help @ AskJAN.orgChat, JAN on Demand, Skype, Text, Social Media
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Use JAN Website
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AskJAN.org!
Slide17https://AskJAN.org/toolkit/index.cfm
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Let’s Go to JAN Toolkit!
Slide18Applicant Tracking SystemsPre-hire Testing Software Accommodation Tracking SystemsLegacy Information Systems i.e. HRISLearning Management SystemsJAN Accommodation Toolkit Mobile Accommodation Solution Enabling Technologies
Slide19Many companies have noted that they could benefit for emulating best/emerging RA Practices including:Easier-to-navigate RA processesBetter mechanisms for tracking and reportingEnhanced data gathering practices (to gauge how satisfied employees and their managers are with RA’s, financial savings, return to work, etc.)More transparent and effective intersections between Section 503 self ID encouragement, and identifying as a person with a disability for purposes of obtaining an RA
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JAN Toolkit - The Insights
Slide20Accommodation =Equal Employment =Inclusive Workplace Culture
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Key to Inclusive Culture
Slide21An free, online “living” toolkit that captures and continuously updates best and emerging practices in providing accommodations in the workplace.What is the Toolkit?
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Slide22Recruiters, Hiring Managers and SupervisorsAccommodation Consultant/Subject Matter ExpertEmployees and Co-workers — Allies Who uses the Toolkit?
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Slide23Recruiters, Hiring Managers and SupervisorsAccommodation Toolkit
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Slide24Accommodation Consultant/Subject Matter ExpertAccommodation Toolkit
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Slide25Employees and Co-workers — Allies Accommodation Toolkit
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Slide26Interviewing an individual on the Autism Spectrum Accommodating employee with non-apparent disability – PTSD and hearing lossManaging the performance of an employee with a non-apparent disability – mental health Hiring an individual with anxiety and stuttering disorderRetaining an individual with chronic health conditions Returning a Back-Injured Employee to WorkPromoting an Individual who is DeafRetaining an Individual with an Intellectual Disability after a Change in Supervisor
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JAN Toolkit video with ppt
Slide27Accommodation Toolkit
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Slide28Adopting facilities/IT access for all: universal design reduces the need for individualized accommodationsFocusing on diverse abilities — experience, skills, prior performance, not diagnosis or interviewing skills — this contributes to higher productivity & innovation Gathering/reporting meaningful metrics (e.g. reduction in lost work time, retention & leave costs, enhanced engagement scores)Utilizing/leveraging commonly requested accommodations by job function to develop an internal catalogue of accommodations for specific jobs
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Techniques for Creating Inclusion
Slide29Develop a list of preapproved accommodations not requiring a full assessment and interactive process (Just do it!)Developing a “task bank” of jobs that a person can perform when unable to perform prior dutiesIntegrated or harmonized model — Single point of leave and accommodation oversight Internal value proposition shared with everyone, including managers Training and more training — consider building training prompts into processes Build out from a successful return-to-work programPurchase or develop a tracking system
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Techniques for Creating Inclusion
Slide30Use outside resources more effectively — do not recreate the wheel internallyCreate a centralized accommodation fund with expedited procurement fulfillmentEnsure the accessibility of your career portal, pre-hire assessment, etc.Embed at least one accessibility expert in your IT team — Join the International Association for Accessibility Professionals and add accessibility requirements to job posting and descriptions Provide boilerplate accessibility contract language with providers and vendors
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Techniques for Creating Inclusion
Slide31Free MAS App
Slide32Big Idea The Mobile Accommodation Solution (MAS) is designed to help streamline the disability accommodation process at various phases of the employment cycle. Funded by the National Institute on Disability, Independent Living, and Rehabilitation Research (NIDILRR) Free MAS App
Slide33CollaboratorsCenter for Disability InclusionJob Accommodation Network (JAN)IBMUS Business Leadership Network American Association of People with DisabilitiesCouncil of State Administrators of Vocational RehabilitationNational Business and Disability Council Disability Management Employers Coalition Free MAS App
Slide34Free MAS AppUsersTalent management, human resources, employer relations, and/or accommodation staffEmployment service providersApplicants and employees with disabilities
Slide35Free MAS AppFunctionalityEasy-to-use, secure, mobile case management toolAccommodation tracking tool Best and emerging accommodation practices and forms embedded within toolEasy access to JAN Consultants and myriad of other resources
Slide36Free MAS App
Slide37Free MAS App
Slide38Free MAS App
Slide39Free MAS App
Slide40Free MAS App
Slide41Free MAS App
Slide42Free MAS App
Slide43Free MAS App
Slide44Future FunctionalityPC-based MASCapable of video uploadOpen source Cloud-enhanced Store medical and accommodation historyReporting function MAS App
Slide45MAS APP
Free App!
At the App Store now!
Android version coming to google play in April!
Link to the App store version:
https://itunes.apple.com/us/app/mobile-accommodation-solution/id1291959434?ls=1&mt=8
Slide46JAN Interactive ProcessAccommodations That Work
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Slide47https://AskJAN.org/topics/interactive.cfm
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Interactive Process
Slide48Step 1: Recognizing an Accommodation RequestTIPSErr on the side of cautionAct quicklyAssign responsibilityStreamline proceduresConduct trainingPrevent missing requests and unnecessary delays!
Interactive Process
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Slide49An employee has been out of work for six months with a workers' compensation injury. The employee's doctor sends the employer a letter, stating that the employee is released to return to work, but with certain work restrictions. Did we make an accommodation request?
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Interactive Process
Slide50Did we make an accommodation request?Yes.Workplace accommodations are neededBecause of a medical condition
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Interactive Process
Slide51Step 2: Gathering InformationTIPSFind out the limitation and problemGet information from the employee when possibleGet what is needed without asking too muchDo you already have it? Why do you need it?Interactive Process
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Slide52In response to a poor performance evaluation, a teacher provided a doctor’s note claiming her multiple sclerosis is contributing to her performance problems and says she may benefit from an accommodation. Did she provide all the information?
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Interactive Process
Slide53Did we have the information needed?No. Did not provide limitationsDid not provide problem
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Interactive Process
Slide54Step 3: Exploring Accommodation OptionsTIPSKeep an open mindAsk the employeeAsk the DoctorAsk JANDon’t say NO too quicklyFocus on what could workInteractive Process
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Slide55A social worker with carpal tunnel syndrome requested a work-related aid to do all her keyboarding for case notes.How can we figure out what else might work?
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Interactive Process
Slide56How can we figure out what else might work?Call JAN! Perform an ergonomic assessmentPurchase or activate speech recognition software Provide alternative keyboard and mouse
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Interactive Process
Slide57Step 4: Choosing an AccommodationTIPSConsider the employee’s preferenceConsider a trial periodAvoid co-worker issues by doing general awareness trainingAvoid power struggles with a neutral person involvedInteractive Process
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Slide58A customer service representative with diabetes had a strong body odor that he could not reduce until he got his diabetes under control. His employer was considering putting up cubicle walls and an air-purifier in his work area. His job could be done from home but the employer was concerned about isolating the employee. How can the employer decide which accommodation to choose?
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Interactive Process
Slide59How can the employer decide which accommodation to choose?Talk with the employee! Employee preferred to work at home so not forced isolationEmployee was more concerned about the cubicle/air-purifier drawing attentionEmployee expressed his preference and concerns to employer
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Interactive Process
Slide60Step 5: Implementing the AccommodationTIPSMake sure all necessary steps are taken to implement the accommodation – test it!Communicate with essential personnel about the accommodation Use Good Management Techniques!
Interactive Process
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Slide61A secretary with a voice disorder had difficulty speaking for long periods of time. Her employer purchased her a text-to-speech communication device with phone connectivity. How can we help with implementation?
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Interactive Process
Slide62May need customized to meet individual preferencesMight involve outside entity like speech pathologist or other professionalEmployee may need instruction in useWill need integrated with computer or telephone use
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Interactive Process
Slide63Step 6: Monitoring the AccommodationTIPSCheck on effectiveness so to maintainEncourage ongoing communication- Announce, publish, repeat, be responsiveDo not ask for medical documentation you do not needDo not make employee jump through unnecessary hoops
Interactive Process
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Slide64An auditor with progressive vision loss from macular degeneration started using screen reading software a year ago. Recently the employer purchased new database software only to find out that the employee’s screen reading software would not work with the new database. Could the employer have avoided this problem?
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Interactive Process
Slide65Could the employer have avoided this problem?YES!When purchasing new products and equipment: Accessibility issues may need addressedEmployees may need to communicate accommodation modification needs
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Interactive Process
Slide66Accommodation ExamplesAccommodations That Work
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Slide67Situation A call center employee with heart/circulatory problems needs to take breaks to move around. Allowing more breaks will interfere with the employer’s call routing system. How can we figure out what else might work? Accommodations That Work
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Slide68Solution Call JAN! Under desk pedal deviceMeets employees needs without leaving her deskAccommodations That Work
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Slide69Situation A federal employee with lupus works in a large room with cubicles and asks the employer to remove or filter all the overhead lights in her area. How can we figure out what else might work? Accommodations That Work
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Slide70Solution Call JAN!CubeShieldMeets employee’s needs with a low cost solutionAccommodations That Work
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Slide71ExampleAn accountant with cancer requested telework while undergoing treatment. The employer stated that he was not completing work tasks in a timely manner. Accommodations That Work
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Slide72ACCOMMODATION: The employer allowed telework from home and provided a laptop. Accommodations That Work
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Slide73COST: $1,600BENEFIT: The employer reported a sense of goodwill and social responsibility. The employer also stated that a back-up person was no longer needed. Accommodations That Work
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Slide74A secretary with a shoulder injury and 10 pound lifting restriction had to get bulk items weighing more than 10 pounds from the storage closet. Her employer purchased her a small lifting device for office settings. Is that it? Accommodations That Work
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Slide75Is that it? No.May need to be assembledEmployee may need instruction in useRoute of travel may need to be establishedAccommodations That Work
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Slide76ExampleAn employee was out of work for back surgery. Complications during surgery resulted in the employee having difficulty speaking and loss of functioning in his right hand. The employee needed to sit at a desk, keyboard, and communicate in the field.
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Accommodations That Work
Slide77ACCOMMODATION: The employer purchased a posture-right keyboard holder, voice amplifier, speech recognition software, and a chair. COST: $5,000BENEFIT: Employer was in compliance with the ADA and both the employee and manager were happy.
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Accommodations That Work
Slide78ExampleAn employee worked at an airport as a line service technician. He was required to lift and carry a fuel hose and tow bar. Following a shoulder injury he was unable to use his right arm and the employer was concerned because generally, employees would use both arms to carry these heavy items.
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Accommodations That Work
Slide79ACCOMMODATION: The employee was able to use his right arm for tasks that were within his restrictions and demonstrated that he could carry the fuel line and tow bar using only his left arm. COST: $300BENEFIT: Able to keep a great employee who was great at his job.
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Accommodations That Work
Slide80ExampleAn aging information desk clerk with a back impairment had trouble standing for long periods. Accommodations That Work
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Slide81Accommodation The individual benefited from ErgoMates, add-on anti-fatigue padding for shoes. Accommodations That Work
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Slide82ExampleA long-term city employee had diabetes and had to use a wheelchair due to foot ulcers. She was having difficulty accessing her workstation.
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Accommodations That Work
Slide83ACCOMMODATION: Her employer opened up her work area and made it more accessible, lowered the files she needed to use, and located a refrigerator closer to her workstation. COST: $100BENEFIT: Retained a good employee and sent a message to other employees that the employer treats employees well.
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Accommodations That Work
Slide84ExampleA retired Army medic had difficulty managing stress in the workplace due to her PTSD. Her stress intolerance was intensified when she heard the emergency medical helicopter arrive and depart from the hospital where she worked as a nurse. Accommodations That Work
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Slide85Accommodation The nurse was reassigned to a vacant position on a unit that was far from the heli-pad so she rarely heard the helicopter. During times when the helicopter staff would practice maneuvers in her area she was allowed to work a flexible schedule. Accommodations That Work
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Slide86Unique ProductsAccommodations That Work
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Slide88Fine Motor: http://www.equipoisinc.comX-Ar™ Exoskeletal Arm SupportAccommodations That Work
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Slide89Ergonomics: http://noonee.comChairless ChairAccommodations That Work
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Slide90Ergonomics: https://beeraider.comBeeRaiderAccommodations That Work
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Slide91Communicating: https://safenclear.comThe CommunicatorAccommodations That Work
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Slide92Communicating: https://en-us.sennheiser.comDW Pro 2Accommodations That Work
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Slide93Cargo Robot: https://piaggiofastforward.com/GitaAccommodations That Work
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Slide94Accessing Information: https://cybertimez.comCyber EyezAccommodations That Work
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Slide95JAN Consultants can be reached M-F 9am-6pm ET byPhone – (800) 526-7234 voice; (877) 781-9403 TTYEmail - jan@AskJAN.orgJANonDemand -https://askjan.org/JANonDemand.cfmChat available online at http://AskJAN.orgSkype - JanconsultantsText – (304) 216-8189Website - http://AskJAN.org
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