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How Massachusetts Employers Stay Compliant with the ADA

Massachusetts employees are filing complaints under the American Disability ActADA 1.jpg (ADA) with the Massachusetts Commission Against Discrimination (MCAD) and the Equal Employment Opportunity Commission (EEOC) in record numbers, with over 28,000 complaints filed in 2016, garnering monetary benefits of $131 million.

Over 30% of the complaints filed with the EEOC last year included a claim that the ADA had been violated. Once an employee has indicated an employer discriminated on the basis of disability that can open the door for the Massachusetts Commission Against Discrimination to request copies of an employer's policies.

To help ensure compliance with the Americans with Disabilities Act (ADA), there are five steps Massachusetts employers can take: 

  • Create a flexible policy,
  • Identify all situations that could be ADA-related,
  • Ensure that you have the right resources to engage properly in the interactive process,
  • Think hard and broadly about what "reasonable" means in each case, and
  • Try to get employees back to work.

Flexible Policy

According to the EEOC, employers should treat the employee requesting the leave the same as an employee who requests leave for reasons unrelated to a disability. This means, for example, that if an employer gives employees 5 sick days without requiring documentation, it can't then require it from an employee with depression who wants to use sick time.

The EEOC states that employers must consider leave as an accommodation even when the employee doesn't otherwise have leave benefits, isn't otherwise eligible for leave (e.g., not eligible for leave under the federal and/or state Family and Medical Leave Act, or has exhausted the leave the employer provides.

Employers must be careful to modify no-fault attendance policies to allow for the interactive process if an employee has a disability and needs reasonable accommodation. And limited leave (e.g., employees can take leave for up to 1 year and then will be terminated) can be problematic if they don't provide flexibility and allow for the interactive process.  Employers should check their policies and remove language that prohibits employees from returning to work before they're fully recovered or before they can perform all their job duties.

Knowing an ADA Request When You See One

Even if an employee does not expressly request an ADA accommodation, the an employer's awareness of an employee's condition and knowledge that the employee had taken leave may be considered a request for accommodation.

Properly Engaging in the Interactive Process

As part of the interactive process, employers may reach out to an employee who's on ADA leave to check on his or her progress. Although employers can't require a periodic update, it's generally OK to ask how the employee is doing and whether there's anything the employee needs from the employer to help the employee return to work.

Employers should keep in mind accommodations such as telecommuting when discussing possible accommodations with an employee. Reassignment, including jobs that will be vacant in the near future, should be considered if no other accommodation will allow the employee to return to work.

Determining the 'Reasonableness' of a Reasonable Accommodation

The EEOC's lists factors for assessing undue hardship under the ADA. The factors include, the amount of leave required, its frequency, flexibility with respect to days on which leave is taken, whether intermittent leave is predictable or unpredictable; the impact on co-workers and the performance of the job, and the impact on the employer's operations.

The EEOC states that indefinite leave is an undue hardship.

Getting Employees Back to Work

Employers are permitted to require continued communication about an employee's return to work. They can also require relevant information to support extensions of a leave and information from the healthcare provider about work restrictions and how long they may be needed.

Should you be experiencing workplace discrimination, unlawful harassment, retaliation, or require a reasonable accommodation, contact the Law Offices of Renee Lazar at 978-844-4095 to schedule a FREE one hour no obligation consultation.

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Law Offices of Renee Lazar
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