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EPA Records Schedule 068
Status: Final, 02/12/2007
Title: Reasonable Accommodation Request Records
Program: Personnel
Applicability: Agency-wide
Function: 403-256 - Employee Relations
NARA Disposal Authority:
This schedule authorizes the disposition of the record copy in any media (media neutral), excluding any records already in electronic form. Records designated for permanent retention must be transferred to the National Archives in accordance with NARA standards at the time of transfer.
- General Records Schedule 1/24
Description:
Contains information created and maintained while receiving, coordinating, reviewing, processing, approving, and reporting requests for reasonable accommodation from federal employees and applicants under the Rehabilitation Act of 1973 and Executive Order 13164. A reasonable accommodation is a change in the work environment or in the way things are customarily done that would enable an individual with a disability to enjoy equal employment opportunities. The three categories of reasonable accommodation are:
Modification or adjustments to a job application process to permit an individual with a disability to be considered for a job, such as providing application forms in large print or Braille;
Modifications or adjustments necessary to enable a qualified individual with a disability to perform essential functions of the job, such as providing sign language interpreters; and
Modifications or adjustments that enable employees with disabilities to enjoy equal benefits and privileges of employment, such as removing physical barriers in an office or cafeteria.
This includes all requests for reasonable accommodation and/or assistive technology devices and services offered through the agency or the Computer/Electronic Accommodation Program (CAP) that are made by or on behalf of applicants, current or former employees. Also includes medical records, supporting notes and documentation, as well as procedures and records related to processing, deciding, implementing, and tracking requests for reasonable accommodation(s).
Disposition Instructions:
Item a: General files
Includes Agency-wide and departmental procedures for receiving, processing, and appealing requests for reasonable accommodation by employees and applicants. Files may include, but are not limited to, instructions, directives, notices, forms, timetables and guidelines for requesting, processing and approving requests and for appealing decisions for reasonable accommodation. Also includes records notifying the Equal Employment Opportunity Commission (EEOC), the agency's collective bargaining representative(s) and the agency's EEO office of the agency's reasonable accommodation request and processing procedures as well as modifications to established procedures.
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Disposable
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Destroy 3 years after supercession or when no longer needed for reference whichever is later.
Item b: Employee case files
Includes individual employee files that are created, received, and maintained by EEO reasonable accommodation or diversity/disability program or employee relations coordinators, immediate supervisors, CAP administrator, or HR specialists containing records of requests for reasonable accommodation and/or assistive technology devices and services through the agency or CAP that have been requested for or by an employee. This series also includes, but is not limited to, request approvals and denials, notice of procedures for informal dispute resolution or appeal processes, forms, correspondence, e-mails, records of oral conversations, medical documentation, and notes.
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Disposable
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Destroy 3 years after employee separation from the agency or all appeals are concluded whichever is later.
Item c: Supplemental files
Includes records created, received, and maintained by EEO reasonable accommodation or diversity/disability program or employee relation coordinators, while advising on, implementing or appealing requests for or from an individual employee for reasonable accommodation. Some requests may involve HR matters, including but not limited to changes in duties, reassignments, leave usage, and performance issues. Files may include, but are not limited to, policy guidance, resource information about accommodation providers, forms, e-mails, notes.
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Disposable
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Destroy 3 years after end of fiscal year in which accommodation is decided or all appeals are concluded, whichever is later.
Item d: Tracking system
Includes records and data created, received, and maintained for purposes of tracking agency compliance with Executive Order 13164 and EEOC guidance.
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Disposable
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Destroy 3 years after compliance report is filed or when no longer needed for reference..
Guidance:
Items b and c, employee case files and supplemental files are not part of an employee's Official Personnel File (OPF) or part of a supervisor's unofficial personnel file.
Medical information, when necessary to be obtained to process a reasonable accommodation request, must be kept confidential. The EPA Order and Procedures for Reasonable Accommodation require the national reasonable accommodation coordinator (NRAC) to maintain any and all medical information obtained by the Agency in connection with reasonable accommodation requests. Although local office reasonable accommodation coordinators (LORACs) may need access to medical information in order for them to process a request for reasonable accommodation, at the conclusion of the process all medical information is transferred to the NRAC to maintain. This means if someone other than the NRAC obtains confidential information during the reasonable accommodation process, it must be transferred to the NRAC in sealed confidential envelopes. The information is maintained in separate files and kept in locked cabinets in the NRAC's office.
Records containing confidential or personal information must be shredded or otherwise definitively destroyed to protect confidentiality.
Reasons for Disposition:
Conforms with NARA's General Records Schedule 1, item 24.
Item e for electronic mail and word processing system copies was deleted 08/15/2006 pursuant to NARA Bulletin 2006-04.
Custodians:
Multiple units
Related Schedules:
Previous NARA Disposal Authority:
Entry: 07/22/2004
EPA Approval: Not applicable
NARA Approval: 07/00/2004