Chapter 3 – Personnel, Training, and Employee Relations

31040.4.5.1 Initiation of the Reasonable Accommodation Process

• It shall never be assumed by any manager or supervisor that an employee is disabled, has a medical condition, or requires RA. The RA process shall be initiated by the employee, supervisor, manager, HA, or RTWCReturn To Work Coordinator when one or more of the following occur:

  • An employee states he or she needs assistance to perform the essential functions of his or her job, due to a physical or mental disability, or medical condition;

  • The supervisor, manager, HA, or RTWCReturn To Work Coordinator becomes aware of the need for an accommodation through a third party or observation; or

  • The supervisor, manager, HA, or RTWCReturn To Work Coordinator becomes aware of the possible need for an accommodation, because the employee takes leave due to his or her serious health condition under the FMLA or CFRA, or due to a work-related injury under the WCA.

• A request for RA can be submitted by employees verbally, in writing, or on a CDCRCalifornia Department of Corrections and Rehabilitation Form 855. A verbal request for an accommodation shall be immediately documented, in writing, by the person receiving the request and delivered to the RTWCReturn To Work Coordinator.

• The HA or designee shall provide a written acknowledgement to the employee regarding his or her request for RA due to a disability or medical condition within a reasonable time, but no later than 20 working days after the receipt of the request from the employee. This acknowledgement shall notify the employee if additional information is needed before a decision can be made.

• The HA or designee shall respond to the employee regarding a request for RA, transfer, or leave due to pregnancy or pregnancy related disabilities, within 10 calendar days from the receipt of the request from the employee. (CCRCalifornia Code of Regulations, Title 2, Section 11050.)