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Best Practices for Addressing Requests for Adjustable Height Workstations

ENews: Volume 14, Issue 2, Second Quarter, 2016

 Ergonomics in the workplace is not a novel concept. It can be beneficial for all workers to have a workstation that is set up in an ergonomically correct way to prevent common workplace injuries, like carpal tunnel, or to ensure that those with disabilities and medical conditions are able to continue working. Part of an ergonomic workstation set-up can include an adjustable height workstation or sit/stand desk. There are numerous options for those looking to purchase equipment that would allow them to alternate between sitting and standing at their workstation.   

Employers may have a difficult time discerning what is really needed when an employee requests an adjustable height workstation for a back condition, for example. When multiple employees request adjustable height workstations it can be confusing and time consuming for the person in charge of accommodations to process requests in a way that both complies with Title 1 of the ADA and ensures that employees are getting what is really needed. The following questions and answers address best practices when employees request adjustable height workstation in the workplace.

Q1. If an employee asks for an adjustable height workstation, can we ask for medical documentation?

According to the EEOC, when an employee requests an accommodation and the disability and need for accommodation are not obvious, the employer can request a limited amount of medical documentation to substantiate that s/he has an ADA disability and needs the reasonable accommodation requested. If an employee indicates that an adjustable height workstation is needed due to a medical condition, and the disability is not obvious, the employer can ask the employee to provide medical documentation to support the request. An alternative option could be for the employee to complete ADA accommodation documentation that the employer has developed. Employers and employees can find sample medical inquiry forms and accommodation request forms developed by JAN here

Q2. What if the medical provider indicates that a specific desk is being requested?

An employer ultimately determines what accommodation will be provided and has the ability to choose among reasonable accommodations as long as the chosen accommodation is effective. So, as part of the interactive process, the employer can offer alternative suggestions for types of adjustable height workstations and discuss how the accommodation could be effective. If there are multiple options being considered, the employer may choose the less expensive option, again providing that the desk or workstation purchased is effective. Some vendors offer desktop height adjustable equipment that is placed on existing office furniture while other options include complete desks that raise and lower electronically or manually. The EEOC has said that if more than one accommodation is effective, "the preference of the individual with a disability should be given primary consideration. However, the employer providing the accommodation has the ultimate discretion to choose between effective accommodations.”

Q3. Are there alternatives to providing the adjustable height workstation?

It depends. In some cases an employee may need an ergonomic or adjustable office chair or additional support when sitting, which could be provided by adding a lumbar cushion or seat cushion. An ergonomic assessment could be performed to ensure that the chair being used is placing the employee in an ergonomically correct seating position. Other accommodations for sitting and standing could be explored, depending on the need of the employee. However, for some, having the ability to alternate between sitting and standing with an adjustable height workstation may be the accommodation to focus on. A list of vendors that provide adjustable height workstations for office settings, and a list of vendors that provide adjustable height workstations for industrial settings can be found on the JAN Website.

Q4. What else can we consider to address these types of requests?

While a request for equipment, such as an adjustable height workstation, can be straightforward there may be other factors for an employer to consider if experiencing an increase in accommodation requests. Questions to consider include: Would it be beneficial to have ergonomic assessments completed for all employees on a regular basis as a benefit of employment? Is it time to update office furniture and get rid of desks and chairs that have been used for years? Is it necessary to treat all requests for adjustable height workstations as accommodation requests? Or can we have a policy around requests for adjustable height workstations that offers updated equipment as a benefit of employment?

Some employers find that taking proactive measures can not only help to prevent workplace injuries, but also streamline requests for equipment that might have otherwise gone through the general ADA process. Of course, what works for one employer may not for another. But keeping an open mind about changes that could be made in policies and procedures could be beneficial for both employees and those in charge of handling accommodation requests. 

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