DISABILITIES IN THE WORKPLACE
An Introduction to State and Federal Laws


1. Who is protected by the Americans with Disabilities Act (ADA) and California's Fair Employment and Housing Act (FEHA)?

A person with a physical or mental impairment that substantially limits a major life activity is "disabled" under the ADA. A person with a physical or mental impairment that limits a major life activity is "disabled" under the FEHA. It is helpful to break down this definition into its parts:

"Major life activities" include:
Seeing
Sleeping
Learning
Hearing
Breathing
Thinking
Speaking
Concentrating
Reproduction
Performing manual tasks
Walking Interacting with others
Sexual relations
Caring for oneself
Working

"Substantially limiting" means the impairment significantly restricts how someone can perform a major life activity, compared to the average person. "Limiting" means the impairment makes the achievement of a major life activity difficult. Negative side effects of medications may be considered in determining whether someone is limited.

2. What if my condition is stabilized with medication or I use a prosthetic device?

According to a 1999 United States Supreme Court case, "mitigating measures" should be considered in determining whether an individual is disabled under the ADA. This means if a person is very stable on their medication, or is using a prosthetic, and is not currently substantially limited in a major life activity, that person is not "disabled" under the ADA. Disability and mental health advocates opposed this ruling as contrary to the underlying policies of the ADA. California law is distinct from, and stronger than, the ADA. Under California law, mitigating measures may not be considered in determining whether a person is disabled. This means that people who are currently stable due to medications or other treatment are still protected.

3. Who else is protected?

The ADA and the FEHA also provide protection for people who are regarded or treated as having a disability, even if they do not. Also protected are persons with a record or history of a disability. In addition, the FEHA protects persons who are not currently disabled, but who may become disabled in the future.

4. What are my rights if I have a disability?

Under the ADA, employers with 15 or more employees cannot discriminate against qualified individuals with disabilities. The FEHA bars discrimination by employers with five or more employees. This means that if you have a disability and can do the basic duties of the job, you cannot be harassed, demoted, terminated, paid less, or treated more poorly because of your disability. Qualified disabled employees may also obtain reasonable accommodation to enable them to perform their jobs. Similarly, qualified
applicants cannot be rejected on the basis of their disabilities, and may obtain reasonable accommodation during the hiring process.

REASONABLE ACCOMMODATION

5. What is a reasonable accommodation?

Reasonable accommodations are adjustments or modifications made to a job or the workplace to enable an employee to successfully perform the basic duties of a position. A reasonable accommodation does not change essential job functions. What is a reasonable accommodation for a particular employee will depend upon the situation and the type of job. The accommodation, however, may not be unduly costly or disruptive for the employer. An employee has the right to refuse an accommodation.

The following are examples of possible reasonable accommodations:

6. When is an employer required to accommodate an employee?

An employer is only required to accommodate known disabilities. There is no one specific way to notify an employer; an employer's knowledge of a disability may be implied. However, to guarantee the legal right to accommodation, an employee should explicitly disclose the disability.

7. What do I have to say to tell my employer if I disclose a disability?

You must provide the employer with enough information to show the existence of an impairment, and its impact on a major life activity. To be safe, you should use words such as "disability," "impairment," "limiting," "major life activities," and "accommodation."

Disclosure to an employer of a hidden disability is an extremely personal decision. Employees considering disclosure of a mental health disability should compare the costs and benefits, including:

8. Do I have to request an accommodation in writing?

NO. You can request accommodation in writing, orally, through e-mail or by any other form of communication. However, you may want to keep records in case there is a dispute in the future over whether you made the request.

9. Am I required to release my medical records to obtain accommodations?

NO. If your disability or your need for accommodation is not obvious, your employer may ask for reasonable medical documentation. The documentation should be limited to a doctor's note or other medical documents showing that you have a disability and need accommodation. You are not required to produce your entire medical or mental health history.

10. Do I have to disclose my disability to everyone at work?

NO. You must disclose to someone who represents the employer, such as a supervisor or a human resources person. However, you are not required to disclose to co-workers. In fact, medical information obtained by an employer must be kept confidential, and maintained in files separate from your personnel file. This information can be revealed only to supervisors and managers who need to know about the accommodation and any restrictions on the employee's work or duties.

11. What happens after I request an accommodation?

Once you request an accommodation, your employer must make a reasonable effort to determine the appropriate accommodation. However, you must also be willing to participate in the process of developing and implementing the accommodation.
Employees who do not fully participate in the process may lose their ADA rights. This participation may require the employee to submit requested medical documentation and to attend scheduled meetings. If the employer or employee rejects a suggested accommodation, the employee must take steps to continue the process.

To protect ADA rights, employees should take proactive steps, such as:

APPLYING FOR A JOB

12. What may an employer ask me when I am applying for a job?

Before a job offer is made, an employer may not ask you any questions that are likely to reveal information about a disability. This rule bars direct questions about a particular disability ("Do you have any heart problems?"), questions about the ability to perform "major life activities" unrelated to the job ("Have you ever been unable to take care of yourself?"), and most questions regarding prescription drug use ("Do you take pain killers?").

However, if the disability is obvious or if the applicant has voluntarily disclosed a disability, and the employer reasonably believes that the applicant will need an accommodation to do the job, or if the applicant has requested accommodations during the application process, then the employer may ask limited questions about accommodations.

13. Am I required to disclose my disability when I apply for a job to protect my rights?

NO. You are not required to disclose your disability at the time you apply for a job, even if you later need a workplace accommodation. You may wait until you actually are seeking accommodation-which may be months or years later-before you disclose.

14. What may an employer ask me after a job offer has been made, but before I start working?

The ADA does not prohibit post-offer, pre-employment medical examinations or inquiries-even those unrelated to job performance-so long as the information is kept confidential, and all entering employees in the same job category are asked the same questions. If an employer uses the results of such examinations or inquiries to revoke the job offer, the employer must prove that its reasons are "job-related and consistent with business necessity."

Under California law, medical inquiries and examinations made after a job offer has been given but before the person starts working must be job-related and consistent with business necessity.


ON-THE-JOB MEDICAL INQUIRIES AND EXAMINATIONS

15. What may an employer ask after I start working?

Employers cannot ask questions about your disability, or require a medical examination, unless the questions or examination are "job-related and consistent with business necessity." Even if you seem sickly or ill, an employer cannot ask medical questions unless there is a job-related reason. The following situations may justify limited medical inquiries. Otherwise, your employer is probably not entitled to medical information:

A request for reasonable accommodation: If an employee requests an accommodation and the disability or need for accommodation is not obvious, the employer may request reasonable documentation showing the employee's right to accommodation. Medical documentation must be confidentially maintained in a separate medical file.

Evidence of the inability to perform the essential functions of the job: If an employer has a reasonable belief that a disability will impair an employee's ability to perform the essential duties of the job, the employer may ask limited medical questions or request a medical examination.

Evidence of a direct threat to the health or safety of others: If an employer has a reasonable belief that the employee's disability poses a direct threat to the health or safety of others, the employer may ask limited medical questions or request an examination.

A workplace injury: If an employee has a work-related injury, the employer may ask limited medical questions or request an examination in order to assess its liability under workers' compensation. Even if there is a job-related reason, the employer's request for medical information or documentation must still be reasonable and related to the situation. No requests can exceed the scope of the employer's need to evaluate the impact of the disability on the situation. Most important, any medical information the employer obtains must be kept confidential, and stored in a separate medical file -- not
with your regular personnel file.

Consult the appropriate agency or an attorney about your rights.

This fact sheet is intended to provide accurate, general information regarding legal rights relating to employment in California. Yet because laws and legal procedures are subject to frequent change and differing interpretations, the Legal Aid Society - Employment Law Center cannot ensure the information in this fact sheet is current nor be responsible for any use to which it is put. Do not rely on this information without consulting an attorney or the appropriate agency about your rights in your particular situation.

The Legal Aid Society - Employment Law Center is a non-profit organization focusing
on the employment-related legal rights of low-income workers and providing free legal
information on a wide range of employment-related problems. For information, call the LAS-ELC's 24-hour Direct Services Information Line at
(415) 864-8208.

© 2001 The Legal Aid Society - Employment Law Center

Back to Agenda

Member Benefits | About AAPD | Join | Disability Resources | News | Contact Us | Calendar | Home