Examples of Accommodation

Video: Home Depot – On the Job with Andy Andrianidis 

 

People with intellectual or developmental disabilities may experience limitations in cognitive abilities, motor abilities, and social abilities that can affect workplace performance. The degree of limitation will vary from individual to individual, and therefore, the accommodation provided will also vary.

The following is a quick overview of some of the job accommodations that might be useful for employees who experience intellectual or developmental disabilities. For a more in depth discussion, access JAN’s publications at http://AskJAN.org/media/atoz.htm.

Cognitive Limitations:

Reading

• Provide pictures, symbols, or diagrams instead of words
• Read written information to employee or provide written information on audiotape
• Use voice output on computer
• Use Reading Pen on single words
• Use line guide to identify or highlight one line of text at a time

Writing

• Provide templates or forms to prompt information requested
• Allow verbal response instead of written response
• Allow typed response instead of written response
• Use voice input and spell-check on computer
• Use a scribe to write the employee’s response
• Provide ample space on forms requiring written response
• Use voice activated recorder to record verbal instructions

Calculations

• Allow use of large-display or talking calculator and use counter or ticker
• Make pre-counted or pre-measured poster or jig
• Provide talking tape measure and liquid level indicators
• Mark the measuring cup with a “fill to here” line

Organization:

• Minimize clutter and color-code items or resources
• Provide A-B-C and 1-2-3 chart
• Divide large tasks into multiple smaller tasks
• Use symbols instead of words and use print labels instead of hand-written labels

Time Management:

• Provide verbal prompts (reminders)
• Provide written or symbolic reminders
• Use alarm watch or beeper
• Use jig for assembly to increase productivity
• Arrange materials in order of use
• Use task list with numbers or symbols
• Avoid isolated workstations
• Provide space for job coach
• Provide additional training or retraining as needed

 

Gross and Fine Motor Limitations:

Computer Use

• Use keyguard
• Use alternative input devices such as speech recognition, trackball, and joystick

Telephone Use

• Use large-button phone
• Use phone with universal symbols (fire, police, doctor)
• Use phone with speed-dial, clearly labeled
• Use receiver holder and/or headset

Workstation Use

• Place anti-fatigue mats at workstation
• Use motorized scooter
• Use stools at workstations
• Move items within reach
• Provide frequent rest breaks

Tool Use

• Use ergonomic tools, handle build-ups, or other tool adaptations
• Use orthopedic writing aids
• Use grip aids
• Use jig or brace

Social Interaction:

• Implement a structure of positive feedback
• Use visual performance charts
• Provide tangible rewards
• Use co-workers as mentors and provide sensitivity training (disability awareness) to all employees
• Use Employee Assistance Program (EAP)
• Provide job coach and use training videos to demonstrate appropriate behavior
• Model appropriate social skills such as where to eat, when to hug, how to pay for coffee, and how to ask for help

 

Further Resources:

Accommodations for an employee with Down Syndrome,

• Provide verbal instructions at slower pace or provide recorded instructions
• Break job tasks into sequential steps
• Make use of charts, pictures, color-coding
• Job restructuring
• Exchange nonessential functions between employees
• Supported employment and job coaches
• Assist with job training
• Monitor, assess, and provide supports as needed
• Assist in determining reasonable accommodations
• Assist in understanding
• Assist in asking appropriate questions
• Provide day-to-day guidance or feedback
• Use and understand Assistive technology
• Utilize audio or video recorder
• Use touch screen monitor
• Use electronic organizer
• Use screen reader software

 

Examples of Accommodation:

Intellectual or Cognitive Impairment

A cookie maker with intellectual or cognitive impairment cannot count, but must bake cookies in sets of twelve. Suggestion – use a twelve-hole plastic template, which is inserted on the cookie sheet during preparation, but removed before baking. The employee can use the template as a guide, filling every hole in the template with cookie batter, ensuring that she makes twelve cookies every time. Approximate accommodation cost is under $20.

A production line worker with intellectual or cognitive impairment wears bulky safety gloves and uncomfortable safety glasses while separating cardboard in manufacturing plant. Her productivity is below average. Suggestion – purchase correct size safety gloves, so her manual dexterity is not affected. Purchase correct size safety glasses, so employee is not losing time pushing her glasses up. Approximate accommodation cost is under $100.

A grocery store clerk with intellectual or cognitive impairment cannot tell time. He does not know when to take his break, and is often late returning from breaks. Suggestion – Use a multi-set alarm watch that beeps or vibrates. A supervisor can set the alarm to alert employee when to go on break, or return from break. Approximate accommodation cost is under $35.

A cafeteria worker with intellectual or cognitive impairment cannot remember to clock out after completing his shift. He also forgets to turn in keys that will be used on the next shift. Suggestion – Post a reminder at the employee exit, one with words and pictures that asks, “Did you clock out? Did you return the keys?” Approximate accommodation cost is $0.

Autism

A grocery stock person with Autism cannot remember to wear all parts of his uniform. Suggestion – take a picture of the employee in full uniform. Give him the picture, and allow him to use the picture as reference when preparing for work. Approximate accommodation cost is $5.

A kitchen worker with Autism has difficulty controlling emotions at work when his routines or job tasks are changed. Suggestion – provide employee with a picture chart, which would identify all tasks to be completed in a week. Meet with the employee daily or weekly to remind the employee of upcoming tasks or changes in routine, so he will not become anxious or upset. Approximate accommodation cost is $0.

Fragile-X

A video store clerk with Fragile-X did not know her ABCs, and could not read movie titles. She had difficulty stocking returned videos to the shelf. Suggestion – Employer make xerox picture labels for the movie cases that match shelf display boxes. This will allow the employee to match pictures, not words, when returning videos to the shelf. Approximate accommodation cost is under $75.

Asperger Syndrome

A cleaning staff person with Asperger Syndrome was not cleaning to quality standards. Suggestion – Use a job coach to model skills and techniques for cleaning. Also use a multi-set alarm watch to help the employee budget time, allowing herself enough time to complete each task to the employer’s standards. Approximate accommodation cost is under $35.

A social worker with Asperger Syndrome works for a group home. He is extremely disorganized, and often comes to work unprepared. Suggestion – make a list of job-essential items (keys, cell-phone, calculator, day-planner, and roster) for the employee to tape inside his book bag. The employee can review the list prior to leaving for work, to make sure he has the items he will need to perform his job tasks. Approximate accommodation cost is $5.

Prader-Willi Syndrome

A janitor with intellectual or cognitive impairment and Prader-Willi Syndrome cleans physician’s offices at night. His compulsion to eat any food product prevents him from staying on task, and sometimes makes him sick. Suggestion – store all food in a locked cabinet or locked area. Proovide a job coach for this employee, to help keep him on task, and to model appropriate behavior. Approximate accommodation cost is under $250.

Down Syndrome

A clerical aid with Down Syndrome would sometimes get lost or become disoriented when delivering mail items to different floors in her building. Suggestion – provide an employee with a colour-coded map of the building, identifying each department or office, and location of elevators. This employee could also use a walkie-talkie to communicate with a supervisor in the event she was lost in the building. Approximate accommodation cost is under $75.

Fetal Alcohol Syndrome

A mail clerk with fetal alcohol syndrome has difficulty filing forms alphabetically, and has difficulty reading handwritten labels. Suggestion – make print labels for the files. Provide an ABC poster in the filing area for the employee to use as an educational reference. Approximate accommodation cost is $10.

Cerebral Palsy

A receptionist with cerebral palsy could not remember how to transfer telephone calls, due to a cognitive deficit. Suggestion – provide a color-coded flip chart that would explain the procedures one step at a time. This employee can keep the flip chart by her phone, to refer to as needed. Approximate accommodation cost is under $30.

A production worker with intellectual or cognitive impairment and Cerebral Palsy had difficulty grasping a plastic bottle to accurately apply an adhesive label. Suggested making a wooden jig to hold the bottle while the employee applies the label. Approximate accommodation cost was under $50.

Spina Bifida

A mail clerk with spina bifida cannot stay on task because she is easily distracted by conversations in the workplace. Suggestion – allow the employee to wear a headset that plays music, or provide her with a radio or an environmental sound machine at her workstation. Approximate accommodation cost is $65.

 

Additional Information on Accommodation for Limitations in Motor Abilities

Using a Computer:

This may be due to manual dexterity deficits, spasticity or rigidity, paralysis, or birth defects involving the fingers, hands, or arms.

Use key guard

Use alternative input devices

• speech recognition
• speech output
• trackball
• joystick
• touchscreen

Using Telephone:

This may be due to manual dexterity deficits, spasticity or rigidity, paralysis, or birth defects involving the fingers, hands, or arms.

Use large-button phone

Use phone with universal symbols (fire, police, doctor)

Use phone with speed-dial, clearly labeled

Use receiver holder

Use headset

Accessing Workspace:

This may be due to muscle weakness or fatigue, an inability to stand for long periods of time, inability to walk long distances, inability to reach items, or an inability to carry/move heavy objects.

Place anti-fatigue mats at workstation

Use motorized scooter

Use stools at workstations

Move items within reach

Provide frequent rest breaks

Handling or Grasping Objects:

This might be due to an inability to pinch or grip, inability to maintain a steady hand, muscle weakness, or joint pain.

Use ergonomic tools, handle build-ups, or other tool adaptations

Use orthopedic writing aids

Use grip aids

Use jig or brace

Additional Information on Accommodations for Limitations in Social Abilities

Emotional Support:

Give positive feedback

Use visual performance charts

Provide tangible rewards

Use co-workers as mentors

Use Employee Assistance Program (EAP)

Provide job coach

Interacting with Co-Workers:

Limitations in adaptive skills, such exhibiting appropriate social skills.

Provide sensitivity training (disability awareness) to all employees

Use role-play scenarios to demonstrate appropriate behavior in workplace

Use training videos to demonstrate appropriate behavior in workplace

Model appropriate social skills

• Where to eat at work
• When to eat at work
• When to hug other co-workers
• How to pay for coffee
• What to do if you are mad
• Who to ask for help
• When to leave your workstation

Working Effectively with Supervisors:

Limitations in adaptive skills, such as communicating with others and exhibiting appropriate social skills.

Communicate one-to-one with employee

Deal with problems as they arise

Keep job coach informed

Train supervisors on communication etiquette

Discuss disciplinary procedures

Monitor effectiveness of accommodations currently provided

Accommodation for Persons Living with ASD

Autism Spectrum Disorders (ASDs), also referred to as Pervasive Developmental Disorders (PDDs), are brain-based developmental disabilities that affect a person’s ability to communicate, understand language, and relate to others. Estimates from the Centers for Disease Control and Prevention (CDC) indicate that 1.5 million Americans have ASD (Kennedy Kreiger Institute, 2005).

Adults with ASD, especially those with high-functioning Autism or with Asperger Syndrome, are able to work successfully in mainstream jobs (NIMH, 2009). Workplace limitations include: difficulties with social interaction, understanding social conventions, and social use of language (Kennedy Kreiger Institute, 2009).

Exhibiting Acceptable Workplace Social Skills:

• Encourage all employees to model acceptable social skills
• Provide a job coach to help understand different social cues
• Recognize and reward acceptable behavior to reinforce such behaviors
• Review conduct policy with employee to reduce incidents of unacceptable behavior
• Provide concrete examples to explain unacceptable behavior
• Provide concrete examples to explain consequences
• Use training videos to demonstrate acceptable behavior in workplace
• Use role-play scenarios to demonstrate acceptable behavior in workplace

Interacting with Coworkers:

• Provide workplace sensitivity training to promote disability awareness
• Help employee “learn the ropes” by providing a mentor
• Make employee attendance at social functions optional
• Allow employee to transfer to another workgroup, shift, or department
• Encourage employees to minimize personal conversation, or move personal conversation away from work areas
• Provide telework, or work-at-home, as a job accommodation
• Allow alternative forms of communication between coworkers, such as email, instant messaging, or text messaging

Communicating Effectively with Supervisors:

• Provide detailed day-to-day guidance and feedback
• Identify areas of improvement for employee in a fair and consistent manner
• Provide clear expectations and the consequences of not meeting expectations
• Establish long term and short term goals for employee
• Assist employee in assigning priority to assignments
• Assign projects in a systematic and predictable manner
• Adjust supervisory method by modifying the manner in which conversations take place, meetings are conducted, or discipline is addressed

Communicating in the Workplace:

• Provide advance notice of meetings, particularly when employee is required to provide information to attendees
• Allow employee to provide written response in lieu of verbal response
• Provide advance notice of meeting topics, particularly when employee is required to participate verbally
• Allow employee to bring an advocate to performance reviews and disciplinary meetings

Below are general tips to help employees with Asperger Syndrome reach their potential in the workplace:

• Give verbal instructions a little more slowly.
• Be direct and clear in your instruction and try not to make it too “wordy”.
• Ask the individual to repeat what you have asked him or her to do – you may have to repeat instruction before it is completely understood.
• Write down instructions (or have the employee write them down). This will help your employee to perform the task with fewer questions and reminders.
• Many people with Asperger Syndrome like routine in the job. Try to establish as much routine as possible, e.g. performing the same task every morning on arrival and/or before leaving at the end of their work day, scheduling coffee/lunch break at the same time every day.
• It is difficult for many people with Asperger Syndrome to handle multiple tasks. Have them focus on one task at a time for better performance.

General – Accommodations for Employees with Autism

• Do not make assumptions
• Use direct and precise explanations
• Give detailed instructions for tasks
• Be clear about your expectations of him or her
• Show respect for difference
• Use written as well as oral instructions
• Check that you have been understood.
• Hold regular one-to-one meetings for feedback and monitoring
• Make sure that the person is involved in the team
• Give one-to-one training rather than group training
• Raise staff awareness of the employee with autism’s particular strengths, difficulties and needs. Is it worth mentioning again that these are suggestions and many individuals with developmental disabilities may require very few (or none of these accommodations). Like with all employees, level of support needs vary.