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Procedure 1B.0/11 Reasonable Accommodations in Employment

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Current Employees and Employees Seeking Promotion

  1. Anoka-Ramsey Community College will inform all employees that this accommodation policy can be made available in accessible formats.
  2. The employee shall inform their supervisor or the ADA Coordinator designee of the need for an accommodation.
  3. The ADA Coordinator designee may request documentation of the individual’s functional limitations to support the request. Any medical documentation must be collected and maintained on separate forms and in separate, locked files. No one will be told or have access to medical information unless the disability might require emergency treatment.

When a qualified individual with a disability has requested an accommodation, the employer shall, in consultation with the individual:

  1. Discuss the purpose and essential functions of the particular job involved. Completion of a step-by-step job analysis may be necessary.
  2. Determine the precise job-related limitation.
  3. Identify the potential accommodations and assess the effectiveness each would have in allowing the individual to perform the essential functions of the job.
  4. Select and implement the accommodation that is the most appropriate for both the individual and the employer. While an individual’s preference will be given consideration, the college is free to choose among equally effective accommodations and may choose the one that is less expensive or easier to provide.
  5. The ADA Coordinator designee will work with the employee to obtain technical assistance, as needed.

The ADA Coordinator will provide a decision to the employee within a reasonable amount of time.

If an accommodation cannot overcome the existing barriers or if the accommodation would cause an undue hardship on the operation of the business, the employee and the ADA Coordinator designee shall work together to determine whether reassignment may be an appropriate accommodation.

Job Applicants

The job applicant shall inform the ADA Coordinator designee of the need for an accommodation. The ADA Coordinator designee will discuss the needed accommodation and possible alternatives with the applicant.

The ADA Coordinator designee will make a decision regarding the request for accommodation and, if approved, take the necessary steps to see that the accommodation is provided.

Policy for Funding Accommodations

Funding must be approved by the college for accommodations that do not cause an undue hardship (MS 43A.191(c)).

Definition for Undue Hardship: An undue hardship is an action that is unduly costly, extensive, substantial, or disruptive, or that would fundamentally alter the nature or operation of the college.

Procedure for Determining Undue Hardship

1. The employee will meet with the ADA Coordinator designee to discuss the requested accommodation.
2. The ADA Coordinator designee will review undue hardships by considering:

a. The nature and cost of the accommodation in relation to the size, the financial resources, and the nature and structure of the operation; and
b. The impact of the accommodation on the nature or operation of the college.

3. The ADA Coordinator designee will provide a decision to the employee.


Employees or applicants who are dissatisfied with the decision(s) pertaining to his/her accommodation request may file an appeal with the agency head, within a reasonable period of time, for a final decision.

If the individual believes the decision is based on discriminatory reasons, then they may file a complaint internally through the agency’s complaint procedure as outlined in this plan.

Supported Work

The college will review vacant positions and assess the current workload and needs of the office, to determine if job tasks might be performed by a supported employment worker(s). If appropriate, a list of supported worker candidates will be requested from DOER. The college will work with the State ADA/Disability Coordinator to recruit and hire individuals for supported employment if such a position is created.

For Minnesota State Colleges and Universities (MnSCU) policies and procedures, go to http://www.mnscu.edu/board/policy/index.html