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Assessing Assistive Technology Needs

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1 Assessing Assistive Technology Needs
ADA Trainer Network Module 7c Assessing Assistive Technology Needs Understanding the AT Evaluation Process This module addresses the following items: General considerations Requesting an AT accommodation Five steps for AT Assessment Trainer’s Name Trainer’s Title Phone /Website Address

2 Disclaimer Information, materials, and/or technical assistance are intended solely as informal guidance, and are neither a determination of your legal rights or responsibilities under the ADA, nor binding on any agency with enforcement responsibility under the ADA. The Northeast ADA Center is authorized by the National Institute on Disability and Rehabilitation Research (NIDRR) to provide information, materials, and technical assistance to individuals and entities that are covered by the ADA. The contents of this document were developed under a grant from the Department of Education, NIDRR grant number H133 A However, those contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Federal Government.

3 Technology-related Accommodation
Case by case determination based on… Functional limitations of the individual Essential job functions Environment in which the technology will be used Accommodation is about what the person needs to perform the job effectively and efficiently Simplest solutions are often the best Every time an employer makes an accommodation for a person with a disability, there must be a discussion with the employee, their supervisor and the person making the accommodation in order to make a determination of a specific solution for the specific individual in their everyday work environment. The decision of what solution to put into place will be based on what the person can or can’t do (this is called functional limitations), what the job requires that they do (the essential functions of the job) and where they perform the job (the environment). The contents of this slide will be discussed in depth later in this module, but it is important to introduce this topic as we usually don’t talk about functional limitations as it relates to disability. However, when trying to find an accommodation for someone with a disability, you have to be able to have an honest discussion about what it is the person is having trouble with or unable to do in order to identify a solution. For example, if a person is unable to complete an essential function of their job there are a few things you need to know in order to help them. What task are they unable to perform or having trouble performing? Why can’t they do the task? What is it that is causing the problem? What can they do that will help them to get the job done in a different way? Will this make the job easier? Will it allow the person to complete the task more efficiently? What solution will you implement? Consider the following example: A person who has a learning disability in reading is working as a store clerk. An essential function of the job is to assist customers with locating stock items that are in stock in the store. In order to do this, they have to check the computer for a list of inventory. They are unable to read the screen because of the learning disability so they require a screen reading program to complete this task. Here is how you would answer the questions above in this case: The person is unable to read the screen to check inventory The person is unable to READ print because of their disability They can listen and understand speech easily and efficiently A screen reading program will be installed on a computer in a central location It is important to provide the simplest solution to the persons needs without getting lost in what the technology COULD do. The goal is not to replace the person with technology, but to identify technology that will help the person do their job. The simplest solutions are usually the best as they are: Easier to learn Easier to support Less chance of problems with compatibility Lower cost Good place to start if you don’t know if the solution will work

4 Requesting an Accommodation
Ask for the accommodation using “plain English” Your request does not need to be in writing You do not need to mention the law under which you are entitled to the accommodation The initial request for an accommodation no longer needs to be in writing. More information on this topic is available here: U.S. Equal Opportunity Commission (1999). Small employers and reasonable accommodation. Retrieved April 21, 2008, from How must an individual request a reasonable accommodation? The person only needs to let the employer know that because of a medical condition they are having difficulty performing some aspect of their job. The person does not have to use any legal terms like reasonable accommodation, the ADA, or disability. Requests for reasonable accommodation do not need to be in writing, though an employer may choose to write a memorandum, letter, or confirming the request. Many companies request that employees fill out a form or document a reasonable accommodation request in some way, and they are within their rights to do so. – Job Accommodations Network

5 Responding to a Reasonable Accommodation Request
Do you need documentation of the disability? Engage in an informal process to ensure an appropriate accommodation. Identify an effective accommodation Respond promptly to the request More information on tis topic is available here: U.S. Equal Opportunity Commission (1999). Small employers and reasonable accommodation. Retrieved April 21, 2008, from After receiving an accommodation request the employer should decide whether or not they need documentation or proof that the person has a disability. Usually, an employer would ask for proof if it is not obvious that the person has a disability. For example, if someone who uses a wheelchair asks for a work station that is lower to the ground, it is fairly obvious why this would be necessary. However, if a person with a back injury makes the same request, you can’t immediately see why it would be necessary, so the employer would ask for a doctor or other professional to verify this need. The information accommodation process is a conversation about what the person with a disability will need to allow them to perform the essential functions of their job and to identify an appropriate reasonable accommodation. There is no established approach to this conversation, but the employer may ask the individual questions that will enable it to make an informed decision about the request. This includes asking what type of reasonable accommodation is needed, what the person might have used in the past, or if they have any suggestions about an appropriate accommodation. Remember that the employer makes the final decision about what accommodation is put into place, as long as the accommodation removes the workplace barrier for the person with a disability. For example, if a medical secretary requires voice input software to update medical records the employer would likely have to purchase a more expensive voice input system (i.e. Dragon Medical) rather than a standard voice input technology (Dragon Naturally Speaking) as the Medical version of the software will have the vocabulary to allow the secretary to complete her work. There are extensive public and private resources to help employers and individuals with disabilities who are not familiar with possible accommodations. Employers can contact the ADA National Network TA line at or use the services of the Job Accommodation Network or a local service provider. The EEOC tells employers that they should respond promptly to a request for reasonable accommodation. The interactive process should begin as soon as possible after the request is made and the accommodation should be put in to place quickly and efficiently. Unfortunately, the EEOC does not provide a definition for promptly. It is advisable for employers to move forward with the reasonable accommodation process relatively quickly (within 2 weeks of the initial request). Keeping the employee informed of the status of their request will ensure that they are aware of the progress that is made and are aware of any delays – Job Accommodations Network

6 5 Step Accommodation Process: Assistive Technology as an Accommodation
Define the situation Explore available AT options Select assistive technology Implement AT accommodations Monitor and upgrade AT Source: Job Accommodation Network, AT Fact Sheet ,US Dept. of Labor Job Accommodation Network (2011). Universal design and assistive technology in the workplace. Retrieved from The steps listed on the slide above will be further described in the slides that follow.

7 1. Define the situation What job functions need to be accommodated?
Evaluate the work site Evaluate the work station Evaluate work activities What are the individual’s functional limitations? Is the condition progressive or stable? What job tasks are difficult to perform? What are the functional limitations? In other words, what does the disability either prevent the person from doing or what does it make it difficult for them to do? Difficulty performing one or more specific work activities Examples: difficulty communicating during meetings, using a telephone, reading print material, using a keyboard, etc. What is the condition - progressive or stable? Will the condition improve or worsen over time? If expected to worsen, what is the anticipated time frame? Implications for AT selected Example: If vision allows for magnification now, but is expected to worsen, it may be advantageous to teach the individual to use screen reading software now rather than require them to switch to a new AT later What job tasks are difficult to perform? Study the individual’s job description Determine the essential job functions and the marginal functions

8 2. Explore/Research available AT options
Consult and explore resources Individual State Vocational Rehabilitation Agencies State Assistive Technology Projects National Network of ADA Centers Disability specific organizations Vendors of AT Computer technicians IT team at the workplace SOAR (JAN Searchable Online Accommodation Resource) First, talk to the person about what might work for them or contact the Job Accommodation Network at The ADA National Network can provide assistance finding a resource in your local area. You can also get help from places like state Vocational Rehabilitation agencies, or state AT act projects. The State Assistive Technology Projects may provide technical assistance, consultation, product demonstrations, equipment borrowing and low interest loans for AT.

9 3. Selecting Assistive Technology
Decision based on research Other considerations Is technical support available? Is there a money-back guarantee or warranty? Is there a trial version or trial period offered? Is training available? Is the product compatible with other technology used? How will the AT be funded? We talked a little bit about this issue in an earlier slide, but this slide brings up some of the points you may want to consider when thinking about what technology to put into place for a person with a disability. The answers to these questions will help ensure that the you will be able to use the technology effectively, maintain the technology and that it will fit in with the technology currently used at the workplace. Remember, the employer gets to make the final decision as to what AT is put into place. Remember that the solution must be effective for the individual with a disability. Generally speaking the employer will pay for the reasonable accommodation that is put into place. In some cases, other resources may be available such as funds from state vocational rehabilitation if the person has an open case, is willing to request assistance in paying for the technology from VR and the employer has a reason for not purchasing the technology.

10 4. Implementing AT accommodations
Purchase and install product Provide appropriate training Ensure that the AT can be used successfully by the individual Test for compatibility between the AT and other technology used at the company Implementing the AT is a multi-step process that involves purchasing the product or service, providing the appropriate training for the person with a disability and their support team (i.e. the company IT team, supervisor, and anyone else who may need to interface with the technology), and ensuring that the person can successfully use the technology.

11 5. Monitor AT accommodations
Provide support and maintenance for the AT through the company IT department or through an outside vendor Budget for product upgrades When planning new technology purchases for the company, test for compatibility with the AT Consider equipment that has universal design features Changes in individual’s job functions may necessitate re-evaluation of AT needs Keep the lines of communication open to ensure that they individual is productive with the new technology. The items mentioned on the slide will ensure that both the organization and the person with a disability have positive outcomes from using their technology.

12 5 Step Accommodation Process: Assistive Technology as an Accommodation
Define the situation Explore available AT options Select assistive technology Implement AT accommodations Monitor and upgrade AT Source: Job Accommodation Network Fact Sheet Series, US Dept. of Labor Job Accommodation Network (2011). Universal design and assistive technology in the workplace. Retrieved from As a reminder, this is the 5 step process for AT accommodation. Each step must be completed to ensure that the solution put in to place will be effective.

13 Employment and Disability Institute
Northeast ADA Center Employment and Disability Institute Cornell University Dolgen Hall Room 201 Ithaca, New York Toll-Free : (NY, NJ, PR, USVI) Telephone Fax TTY Web The contents of this presentation were developed under a grant from the Department of Education, NIDRR grant number H133 A However, those contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Federal Government. Conclude by reminding participants that the training materials were produced by the Northeast ADA Center in collaboration with the National ADA Network. Remind them of the free and confidential technical assistance and other services available from your local ADA Center and from the ADA Centers throughout the country.

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