To enable USDA to keep accurate records regarding reasonable accommodation, employees seeking a reasonable accommodation, or the receiver of the request, must follow up an oral request either by completing the "Confirmation of Request for Reasonable Accommodation" form (see Appendix A) or otherwise confirming the request in writing including by e-mail. While either the employee or receiver of the request may document the request, the receiver is responsible for completing written documentation.
An employee gives an applicant seeking a reasonable accommodation the "Confirmation of Request for Reasonable Accommodation" form from the personnel office where the applicant is submitting his/her application.
Although a written document is required for record keeping purposes, the written document is not required to begin processing the request itself. The request, if made orally, shall be processed in accordance with time lines outlined in these procedures. Regularly occurring accommodations needed on a repeated basis (e.g., sign language interpreter, reader, personal assistant) do not require written confirmation. The initial or subsequent request should contain language describing the accommodation as "recurring and continuing", and to the greatest extent possible, appropriate notice must be given each time the accommodation is needed.
If a written or oral request is made to a USDA employee who determines he/she does not have the authority to provide the accommodation, that request shall be forwarded as soon as possible, but in no more than five business days, to the appropriate USDA official.
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