Approved:
City of Riverside, California
Human Resources Policy and Procedure Manual
_________________________
Human Resources Director
_________________________
City Manager
Number: III-7 Effective Date: 11/12
Rev: 2/11/2026 DRAFT
SUBJECT: REASONABLE ACCOMMODATION FOR DISABLED QUALIFIED
APPLICANTS AND EMPLOYEES WITH DISABILITIES
PURPOSE:
The City of Riverside is committed to fostering an inclusive workplace Tto make and ensuring that equitable, uniformconsistent, and timely decisions are made to provide which will assure that reasonable accommodations to qualified applicants and employees with disabilities. These efforts are carried out in compliance with the are provided to disabled applicants and employees of the City as required by the Americans with Disabilities Act ( the “ ADA”), the disability provisions of the California Fair Employment and Housing Act (“FEHA”), and other applicable laws.
POLICY:
1. Basic Obligation
The City of Riverside continues to uphold its commitment of to nondiscrimination in its employment practices by ensuring that qualified individuals with disabilities have equal access to employment opportunities afforded available to other non-disabled qualified individuals.
As part of this effortcommitment, the City is obligated required to make provide reasonable accommodation s for the known disabilities of qualified applicants and employees to enablinge them to perform a the position's essential functions of their position, as required by law, without posing an undue hardship to the City.
2. Request for Reasonable Accommodation
It is the duty of a An individual qualified applicant/employee is responsible for to requesting an reasonable accommodation by completing the Reasonable Accommodation Request Form and submitting it to the Human Resources Department.
The City may also initiate a discussion concerning regarding the need for an accommodation when an individual the employee with a known disability is having experiencing job performance problems issues or appears to pose a direct threat to the health or safety of the individualemployee, other workersemployees, or the public.
When a supervisor is made becomes aware of a request for accommodation or Number: III-7 Effective Date: 11/12
reasonably becomes aware of an employee’s potential need for accommodationbelieves, based on reasonable information, that an accommodation may be necessary based on available information, the supervisor must contact the Human Resources Department. A request for accommodation does not have to use the termneed to include the specific term “reasonable accommodation.” Human Resources will work collaboratively with the supervisor and management to evaluate and process the accommodation request or situation and determine if it can be reasonably accomodated.
The City’s Employment Application shall include a statement indicating that the City shall consider any request for reasonable accommodation made by an applicant.
3. Necessary Information
An individual seeking a reasonable accommodation has the responsibility to understand his or her their own physical or mental condition well enough to present sufficiently to provide the City at the earliest opportunity with a clear and concise list description of the work related restrictions that must be met to achieve a reasonable accommodation.
Where the When an accommodation request is unclear or its the need for the accommodation is not obvious, the City may request require that the individual document the need for the accommodation requested by providing documentation fro m a medical provider that specifies the physical and/or mental limitations. The City may not request medical diagnosis information to for the purp ose of determininge whether the individual is disabledhas a disability . The City may ask inquire the individual about the job work tasks that the individual he or she cannot perform because due to of the disability, the individual’s performance work related limitations due to the disability, and any limitations that impact the health or safety of the individual , other workersemployees, or the public.
If When necessary, and with the individual’s consent, the City may seek the consent of the individual to communicate directly with the individual’s medical provider to obtain clarification regarding functional limitations and accommodation needs . Such communication requires written consent of the individual.
If an individual fails to submit information that is legally requested and necessary for the by the City and necessary for the City to evaluate and process the accommodation request, then the City will may be unable to determine whether a what, if any, reasonable accommodation is available.
If an individual r equesting accommodation does not provide sufficient documentation from his or her their medical provider, and continues not to fail to do so after the City ’s request,s such documentation, the City may require the individual to undergo a medical examination to determine whether the individual c an perform the essential functions of the position with or without reasonable accommodation.
Number: III-7 Effective Date: 11/12
When responding to any request for medical information, employees should be aware of the Genetic Information and Nondiscrimination Act:
The Genetic Information Nondiscrimination Act of 2008 (GINA) prohibits employers and other entities covered by GINA Title II from requesting or requiring genetic information of an individual or family member of the individual, except as specifically allowed by this law. To comply with this law, the City requires that employees not provide any genetic information when responding to a request for medical information. “Genetic information” as defined by GINA, includes an individual’s family medical history, the results of an individual’s or family member’s genetic tests, the fact that an individual or an individual’s family member sought or received genetic services, and genetic information of a fetus carried by an individual or an individual’s family member or an embryo lawfully held by an individual or family member receiving assistive reproductive services (29 C.F.R. § 1635.8).
4. Determining the Reasonable Accommodation
While processing a request for accommodation, Human Resources in collaboration with the relevant dDepartment shall engage in an interactive process with the individual to determine the following:
A. ConsultDiscuss with the disabled individual to identify the individual’s precise jobwork-related limitations resulting from the disability , including the task or work environment factors that prevent the individual from performing the essential duties of the position;
B. Analyze the position in question, including determining whether the job description is accurate or complete, and determine the position’s essential functions;
C. ConsultDiscuss with the individual to identify potential accommodations and assess their feasibility and their effectiveness in enabling the individual to perform the essential functions of the position; and
D. Consider the individual’s preference and select the accommodation most appropriate for both the City and the employee. The City retains the discretion to choose among various effective accommodations.
Typical accommodations may include, but are not limited to, improving access to workplace facilities, making physically altering modifications to workplace facilities, modifying or providing certain equipment or assistive devices, reallocating non-essential job duties, altering work schedules, reassignment to a vacant position, or modifying tests or training materials, or approving leave of absence allowed under the City’s leave policies (for employees). Whether any of these accommodations isan accommodation is reasonable depends on the specific disability limitations related to the individual’s disability and the essential functions of the position in question.
The City is not obligated or required to create a new jobposition, displace another Number: III-7 Effective Date: 11/12
employee, or violate established seniority or related systems in order to provide a reasonabley accommodatione a disabled individual.
5. When Accommodation Not Required
A review of a situation circumstances may determine that a reasonable accommodation cannot be made because one or more of the following:
A. The individual’s condition is not a disability under the ADA and FEHA;
B. The individual’s condition does not result in limitations that prevent the individual from performing the essential duties of his or hertheir position;
C. No accommodation is available that is reasonable;
D. The accommodation would create an undue hardship on the City;
E. Allowing the disabled individual to work would create a direct threat to the health or safety of the individual, other workersemployees, or the public, and such threat cannot be eliminated or reduced by reasonable accommodation; or
F. The individual failed to submit information legally requested by the City and necessary for the City to process the accommodation request.
6. Complaint
Any acts of unlawful discrimination should be promptly reported to upper management or to the Human Resources DirectorDepartment. All complaints will be investigated pursuant to the
City’s discrimination and Hharassment Ffree Wworkplace pPolicy (III-6).
Employees and applicants are protected from retaliation for requesting an accommodation, participating in the interactive process, or otherwise exercising their rights under ADA or FEHA.
The Human Resources Department will have administrative authority to update any attached forms to this policy on an as-needed basis.
City of Riverside
Human Resources Department
REASONABLE ACCOMODATION REQUEST FORM
Rev: 2/11/2026 DRAFT
Section 1: Employee / Applicant Information
Name: _______________________ __ Job Title (if employee): ______________________
Department: ______________________ Work Location: _____________________________
Supervisor Name: __________________ Supervisor Phone #:_________________________
Supervisor E-mail: __________________ Employee/Applicant Phone #: _________________
Are you an: □ Employee □ Applicant
If applicant, position applied for: __________________________________________________
Section 2: Accommodation Request
Please describe the accommodation you are requesting (please be as specific as possible).
Please describe the reason for your request (please do not disclose your diagnosis; explain your disability-related limitations and how this accommodation will help you do your job).
What functions of the job require accommodation?
Is your limitation: □ Permanent □ Temporary
Are you requesting reasonable accommodation only for a particular date or dates? □ Yes □ No
Number: III-7 Effective Date: 11/12
If yes, please provide the dates: __________________________________________________
Section 3: Medical Documentation
The City may require medical documentation when the disability and/or need for accommodation is not obvious. If documentation is required, you will be provided with a Medical Certification Form for your healthcare provider. The City will only request information that is job- related and consistent with business necessity. You are not required to disclose your diagnosis on this form.
Section 4: Acknowledgment
I understand that:
• The City will engage in an interactive process to evaluate my request. • Additional medical documentation may be required if the disability or need for accommodation is not obvious.
• Approval of accommodation depends on the essential functions of my position and whether the accommodation would create an undue hardship. • Approved accommodation may be temporary and subject to periodic review. • Medical information will be kept confidential in accordance with state and federal law. • A City of Riverside representative may contact you to request additional information necessary to assess and or verify your request for reasonable accommodation.
Signature: _____________________________ Date:_________________
FOR HUMAN RESOURCES DEPARTMENT USE ONLY
Accommodation is: □ Approved □ Denied □ Not Necessary
Comments:
Number: III-7 Effective Date: 11/12
Processed by: ___________________________________
Date: ______________________