An interactive process meeting is a good faith collaborative discussion between Human Resources, Department/Site Administration, and the employee to determine if reasonable accommodations can be made so that the employee is able to perform their job. In this meeting, you can expect:

• Information sharing - The employer and employee share information about the employee's limitations and capabilities, the employer's needs and constraints, and possible solutions

• Respect - The process respects the employee's input and the employer's ability to provide reasonable accommodations

• Review of the Request - The employer reviews the accommodation request and may ask for documentation or a written medical release

• Dialogue - The employer and employee engage in a flexible and good faith dialogue

The Interactive Process may not necessarily be a one-time meeting. Employers may need to engage in several interactive meetings before an accommodation can be determined. An accommodation determination may be made at the first interactive meeting, only to find months later that further engagement is again necessary.

• "Timely" means a time frame reasonably specific to each situation.  What is timely in one situation may not be in another. 

• "Good Faith" means the employer must communicate honestly with each other and neither party can delay or interfere with the process. 

• "Interactive" means the employer must meet or communicate with the employee and discuss options.  

When a reasonable accommodation can be made, it benefits both the employee and employer. Accommodation reduces turnover, nurtures a positive employee/employer relationship, maintains organizational productivity, demonstrates the  employers value for the employee’s contribution, avoids the costs and turmoil associated with litigation, etc.

Some examples of unreasonable accommodations include, but are not limited to:

• Accommodations that impose an undue hardship on the employer. This means the specific accommodation would require significant difficulty or expense.

• Elimination or removal of the essential functions of a job. Essential functions are those job duties that are fundamental to a position and must be carried out during performance of the job.

• Making a temporary modified position permanent or creating a new position.

• Lowering quality or production standards.

• Providing glasses, hearing aids, or mobility aids that would otherwise normally be required outside of the workplace.

• Jeopardize the health and safety of the injured employee or other employees.

Examples of triggers include:

• Written or oral communication from an employee, employee’s spouse, employee’s representative, or the employee’s physician, indicating a disability or medical condition, whether temporary or permanent, and suggesting or requesting accommodation on a temporary or permanent basis.

• The employee requests an accommodation.

• The employer has knowledge of a disability or medical condition; includes knowledge from a third party or by observation.

• The employee exhausts leave and the employee’s healthcare provider indicates further leave is needed.

• Prior to placing an employee on the 39-month rehire/re-employment list in accordance with the Education Code, the employer is required to engage in the Interactive Process.