Corporate Infrastructure: Centralizing the Reasonable Accommodation Process Susan Schwartz & Alison Levy U.S. Department of Transportation Loren Mikola

Corporate Infrastructure: Centralizing the Reasonable

Accommodation Process

Susan Schwartz & Alison LevyU.S. Department of Transportation

Loren MikolaMicrosoft Corporation

Mirelle King & Jessica KobtyLockheed Martin

Anne HirshJAN- Job Accommodation Network

January 14, 2010

Employment Webinar Series, Hosted by: Southeast DBTAC: ADA Center and TACE Region IV

Funded by NIDRR Grant # H133A060094. © 2009 All Rights Reserved

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Disability Resource Center

Susan Schwartz & Alison LevyOffice of the Secretary

U.S. Department of Transportation



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U.S. Department of Transportation

Structure 12 Operating Administrations Approximately 58,000 employees

Federal Aviation Administration (48,500 or 82% of DOT)

Top Down Support Office of the Secretary

Human Resources



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A Centralized Approach: Benefits

Eliminate Financial Barriers for Managers and Employees

Cost Savings Economies of Scale Agreement with DOD’s Computer/Electronic

Accommodation Program (CAP) and support from Vocational Rehabilitation Agencies.



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Facilitate Reasonable Accommodation Compliance with Consistent Services

Centralized Data Tracking

Strategically enhance the Department’s efforts to increase employment and advancement of persons with disabilities

Education, Outreach and ConsultationResults in saving time, money, and administrative

effort in maintaining productive employees.

Centralized Approach: Benefits (cont.)



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Accommodations Provided

Other Sources Operating Administrations

Facility modifications Standard office equipment Assistive technology consumables Equipment maintenance

Managers Schedules, telework, office space, job duties

Employees Personal use items



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DRC Facilitates Accommodations

Follow up & evaluation

Request received

Needs and potential solutions are identified

Action plan signed & accommodations provided

Supervisor and/or Decision Maker verifies disability

Who Helps?Civil Rights, HR & Legal



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An Interactive Process = Success!

Employee Supervisor

DRC

Workplace Success



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Location and Contact Info

Disability Resource Center

U.S. Department of Transportation1200 New Jersey Avenue, SE, W56-404

Washington, DC 20590

Web: www.drc.dot.gov

Email: [email protected]

Voice: (202) 493-0625 • Fax: (202) 366-3571

Hours: 8:30 a.m. to 5:00 p.m. ET



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Discussion of Centralized Accommodations Budget

Loren MikolaDisability Inclusion Program Manager

Microsoft Corporation



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Main Points to Discuss

My role Why centralized budget? Seeing the issue from the HR perspective as

well as from the employee’s point-of-view Questions and closing comments



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My Role

Eleven-year Microsoft employee

Employee with a visual disability

Making Microsoft as inclusive a place as possible for people with disabilities

Many partnerships need to exist



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A Centralized Budget Makes Sense

Eliminates reasons for exclusion

Centralizes subject-matter expertise

Easier to track where monetary and other resources are going

Easier to manage vendor and service provider relationships and contacts

Employees know who to contact with questions and requests for assistance



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My Experience With The Process

Received equipment and assistance in a timely manner

Felt empowered to choose the best solutions for my individual needs

Never felt awkward about requesting an accommodation

Braille embosser story



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Lockheed Martin’s Focus on Ability (FOA) Team

Mirelle KingSenior Manager of Compliance & Programs within

Equal Employment (EEO) Services



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General Population (age 5 and older) - Almost 1 in 5 people have a disability• 19.3% or 49.7 million people have at least one type

of disability Working-age people with disabilities (ages 21 to 64) 2

• 12.6 % of the total working-age population (or 21.4 million people) have one or more disabilities

Number of employed people with disabilities (ages 21 to 64) 2

• 6.6 % or 8.1 million people have one or more disabilities

Sources: 1 Source: U.S. Census Bureau, Disability Status 2000: Census 2000 Brief Issued

March 2003http://www.census.gov/prod/2003pubs/c2kbr-17.pdf

2 Houtenville, Andrew J. 2006. "Disability Statistics in the United States." Ithaca, NY: Cornell University Rehabilitation Research and Training Center on Disability Demographics and Statistics (StatsRRTC), www.disabilitystatistics.org

U.S. Disability Statistics- Population

http://www.census.gov/prod/2003pubs/c2kbr-17.pdf

http://www.disabilitystatistics.org/



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U.S. Disability Statistics - EmploymentEmployment rate of working-age people with disabilities

by disability type 2 Among the six types of disabilities identified, the highest

employment rate was for people with “sensory disabilities”• 47.8% - Sensory (blindness, deafness, severe vision or hearing

impairment) • 32.0% - Physical (limited basic physical activities such as

walking climbing stairs, reaching, lifting, or carrying)• 29.0% - Mental disability (learning, remembering, or

concentrating)• 17.2% - Self-care disability (dressing, bathing, or getting around

inside the home)• 16.7% - Difficulty going outside (the home to shop or visit a

doctors office)• 7.3% - Employment disability (difficulty working at a job or

business)



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Largest minority population

Includes all other dimensions of diversity

Disability is an acquired dimension - anyone can join at any time

Disability factor increases with age

Returning Veterans with disabilities

Disability Information



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Corporate Policy Statement

In 2008, LMC enacted our corporate policy statement entitled “Providing Reasonable Accommodations in the Workplace and for Applicants”



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Our Experience

Our employees with disabilities are capable and productive

We believe we are effective in retaining existing workers who acquire disabilities and arranging accommodations

Proactive recruiting and inclusion of individuals with disabilities has positively impacted our retention, morale and culture

Majority of our work-related modifications have no cost associated to them, e.g. schedule changes, telecommuting, etc.



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Focus on Ability (FOA)



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FOA Accomplishments

Corporate Policy Statement 575 “Providing Reasonable Accommodations in the Workplace and for Applicants” established a framework for corporate –wide compliance with legal requirements and established a process for applicants and employees needing workplace-related modifications

Participation in the Seamless Transition Apprenticeship Program (STAP); a two year apprenticeship program for veterans with disabilities

Participation in the Social Security Administration’s Ticket to Work program expands our talent gateway to persons with disabilities



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FOA Accomplishments (cont.)

Support programs such as Emerging Leaders and Entry Point, which provide students with disabilities intern and co-op opportunities at Lockheed Martin

Support non-profit organizations such as Career Opportunities for Students with Disabilities; Abilities!; Careers and the disABLED; and the American Association of Persons with Disabilities

Move beyond just recognizing October as the National Disability Employer Awareness Month (NDEAM) to year long activities, communications and programs

Create disability-related resources available online for managers and HR to use



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Additional Internal Groups

LM Adaptive Technology Center of Excellence (ADIT) provides managers with a tool to help them offer IT-related accommodations in the workplace

Lockheed Martin has over 100 affinity groups corporate-wide, some of which have a focus on employees with disabilities which raises awareness about people with disabilities in the workplace

LM Human Factors & Usability Engineering – to help identify accessibility goals and objectives, perform conformance evaluations on new or existing sites and conduct Web accessibility usability tests with individuals with disabilities as users



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Recognition For Our Success

In 2008, Lockheed Martin received the U.S. Department of Labor’s New Freedom Initiative Award for innovative and proactive efforts to recruit, hire, develop and retain persons with disabilities

Lockheed Martin was rated one of the best employers for people with disabilities by Careers & the disABLED magazine. The company came in 6th out of 50 in 2009. In addition, the Company sponsors the Careers & the disABLED National Conference



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Local Accommodations Implementation

Jessica KobtyEqual Employment Opportunity (EEO) and Affirmative

Action (AA) Programs Lead

Systems Integration - Owego



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Local Level Implementation

Lockheed Martin Corporation is divided into Business Areas and Business Units

Business Areas and Business Units follow defined processes based on the Corporate Policy Statement for providing reasonable accommodations in the workplace and for applicants, but may implement the policies slightly different

At Lockheed Martin Systems Integration – Owego, accommodations are reviewed and approved by Human Resources and the Medical Team



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Owego Process Overview

Active Employees Accommodation Request and Essential Job Functions

Evaluation Forms Completed EEO/AA Team and Medical Dept Review

Job Applicants Recruiter notifies EEO/AA Team and Medical Dept EEO/AA Team and Medical review with interviewer

and/or recruiter

Employees Returning from Medical Leave of Absence Primarily worked through Medical Dept



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Additional Information

Accommodation Tracking Local and Corporate Level Tracking Methods Benefits of Tracking

Currently working to implement an Accommodation Survey to improve the effectiveness of our accommodations and accommodation process

Owego’s ABLE Affinity Group focuses specifically on employees with disabilities and raises awareness about people with disabilities in the workplace



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The Job Accommodation Network:

Your Resource for Accommodating Workers with Disabilities

Anne Hirsh, M.S.Co-Director, Job Accommodation Network

Over 25 Years Improving Workplace ProductivityA service of the U.S. Department of Labor’s Office

of Disability Employment Policy



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JAN is Used For

Job Accommodation

Americans with Disabilities Act

Entrepreneurship

JAN Overview



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Benefits of JAN

Over 25 Years of Service

Experienced

Free

National

Easy to Use

Confidential

JAN Overview



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Entrepreneurship Sensory Cognitive/Psychiatric Motor/Mobility

JAN Experience

JAN Overview



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Using JAN

Employers Individuals Service Providers Others

JAN Overview



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JAN Uses

Accommodation and ADA Consultation Technical Assistance Documents Process and Guidance Benefit/Cost Research Policy Development

JAN Overview: Start with JAN



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Benefits & Costs: JAN Study

Employers who contact JAN were asked if they would be willing to participate in a user-satisfaction survey.

Approximately 8 weeks after the initial call, they were contacted.

They were asked a series of questions about their experience with JAN and what occurred after that contact.



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Benefits & Costs: Participants

1,182 employers interviewed between January, 2004, and December, 2006

366 employers interviewed between June 28, 2008, and July 31, 2009

Total of 1,548 Employers



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Benefits & Costs: Results

Over half of accommodations (56%) were made at no cost.

Of the 37% who experienced a one-time cost to make an accommodation, the typical cost of accommodating an employee was $600.

Only 23 (5%) said the accommodation resulted in an ongoing, annual cost to the company and 9 (2%) said the accommodation required a combination of one-time and annual costs.



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Direct Benefits Retained a valued employee 88% Increased the Employee’s productivity 72% Eliminated costs of training a new employee 59%

Indirect Benefits Improved interactions with co-workers 69% Increased overall company morale 61% Increased overall company productivity 57%

Direct & Indirect Benefits

Direct Benefits Retained a valued employee 88% Increased the Employee’s productivity 72% Eliminated costs of training a new employee

59%

Indirect Benefits Improved interactions with co-workers 69% Increased overall company morale 61% Increased overall company productivity 57%

Direct Benefits

Retained a valued employee 88%

Increased the employee’s productivity 72%

Eliminated costs of training a new employee 59%

Indirect Benefits

Improved interactions with co-workers 69%

Increased overall company morale 61%

Increased overall company productivity 57%



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Select JAN Resources

Employers Practical Guide to Reasonable Accommodation Under the ADAhttp://www.jan.wvu.edu/Erguide/index.htm

Five Practical Tips for Providing and Maintaining Job Accommodationshttp://www.jan.wvu.edu/media/FivePracticalTips.doc

A to Z of Disabilities – by Disability and by Topichttp://www.jan.wvu.edu/links/atoz.htm

http://www.jan.wvu.edu/Erguide/index.htm

http://www.jan.wvu.edu/media/FivePracticalTips.doc

http://www.jan.wvu.edu/links/atoz.htm



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SOAR: Search Online Accommodation Resource



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JAN: Other Resources



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Contact JAN

Please call, e-mail, or

visit us on the Web!

• (800) 526-7234 [Voice]

• (877) 781-9403 [TTY]

• http://www.jan.wvu.edu

• [email protected]



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*

Open Discussion &

Questions



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THANK YOU!



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*

Contact Information

Susan SchwartzDept. Of [email protected]

Alison Levy Dept. Of [email protected]

Loren MikolaMicrosoft [email protected]

Mirelle KingLockheed [email protected]

Jessica KobtyLockheed [email protected]

Anne HirshJob Accommodation [email protected]

Please Feel Free to Reach Out to Us at Your Discretion



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Employer Webinar Series

National Network of ADA CentersWeb: adata.org

Council of State Administratorsof Vocational RehabilitationWeb: rehabnetwork.org

US Business Leadership NetworkWeb: usbln.org

http://sedbtac.org/webinars/

http://adata.org/

http://rehabnetwork.org/

http://usbln.org/



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Education CreditsDUE: January 22, 2010

CEU (0.1) Approved by the University College at Syracuse University

To earn CEU credit, you must:• Participate in the 1.5 hour webinar.• Submit forms: Participant List and CEU Request .• Follow CEU Credit Requirements

(http://sedbtac.org/webinars/requestCEU.php?eventid=526).

CRCC (1.5) Approved by Commission on Rehabilitation Counselor Certification (CRCC) To earn CRCC credit, you must:• Participate in the 1.5 hour webinar.• Score 80% or better in 3 attempts on Post Test• Complete: CRCC Request and send to CRCC office.• Follow CRCC Credit Requirements

(http://sedbtac.org/webinars/requestCRCC.php?eventid=526)

http://sedbtac.org/webinars/requestCEU.php?eventid=526

http://sedbtac.org/webinars/requestCRCC.php?eventid=526



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DisclaimerThe DBTAC: Southeast ADA Center (Southeast DBTAC) 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 Americans with Disabilities Act and its Amendments (ADA) under Grant No. H133A060094. However, you should be aware that NIDRR is not responsible for enforcement of the ADA. For more information or assistance, please contact your regional DBTAC via the National Network of ADA Centers' web site at adata.org or by calling 1-800-949-4232 [voice/tty].

The 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 Act, nor binding on any agency with enforcement responsibility under the ADA. The Burton Blatt Institute at Syracuse University (BBI) does not warrant the accuracy of any information contained herein. Any links to non-BBI information are provided as a courtesy. They are not intended to nor do they constitute an endorsement by the BBI of the linked materials.

http://adata.org/



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Copyright Information

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DBTAC: Southeast ADA Center Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the authors.