HR 2.06 City of Portland Human Resources Administrative Rules

Vocabulary flashcards covering key terms and definitions related to the City of Portland's Human Resources Administrative Rules on reasonable employment accommodations.

Reasonable Accommodation

A change in the work environment or in the way job duties are performed that provides an equal employment opportunity.

Protected Status

Refers to individuals who are entitled to reasonable accommodations due to disabilities, pregnancy, or religious customs and beliefs.

ADA

Americans with Disabilities Act, a federal law that prohibits discrimination based on disability.

Interactive Process

A collaborative effort between the Worker, the manager, and the Business Partner to discuss the need for an accommodation.

Disability

A physical or mental condition that substantially limits one or more major life activities.

Major Life Activities

Activities that include caring for oneself, seeing, hearing, eating, sleeping, walking, and working.

EEOC

Equal Employment Opportunity Commission, which enforces federal laws prohibiting employment discrimination.

Religion

Includes all aspects of religious observance and practice, as well as beliefs, according to the Civil Rights Act.

Pregnancy Definition

As per Oregon law, includes pregnancy, childbirth, or related medical conditions.

Employer Responsibilities

Employers must process accommodation requests without regard to the requestor’s protected status.

Undue Hardship

An accommodation that poses significant difficulty or expense relative to the size, resources, nature, or structure of the employer's operation.

Medical Documentation

Documentation that may be required to substantiate a request for reasonable accommodation.

Confidentiality of Medical Information

Medical information obtained regarding a request for accommodation must be kept confidential and separate from personnel files.

Bureau's Assigned Human Resources Business Partner

The HR representative responsible for overseeing accommodation requests within each City Bureau.

Accommodation Request

A communication in which a Worker asks for an adjustment or change related to a Protected Status.

Denial of Accommodation Letter

A letter provided to the Worker explaining the reasons for a denial of a reasonable accommodation request.

Approval of Accommodation Letter

A letter provided to the Worker detailing the next steps after an accommodation has been granted.

Appeal Process

The procedure for a Worker to challenge a denial of an accommodation request.

Temporary Accommodation

An accommodation that is provided for a limited time while a more permanent solution is determined.

Citywide Recordkeeping

The responsibility of the Bureau of Human Resources to maintain records of accommodation requests.

Reassignment

Moving a Worker with a Protected Status to a different position if they cannot be accommodated in their current role.

Tracking Data

Monitoring and recording accommodation requests within each Bureau for compliance purposes.

Discrimination Complaint

A filing by a Worker who believes they have been discriminated against due to their Protected Status.

Accommodation Request intake form

Form provided by the Business Partner to Workers requesting an accommodation.

Ergonomic Program

A program available to all employees for special equipment to address or prevent injuries.

Oregon State Law (ORS 653.077)

Mandates reasonable rest periods for nursing employees to express milk.

Bureau of Technology Services

A resource that may be consulted regarding reasonable accommodation requests related to technology.

Community Partner

External organizations that may assist in providing accommodations depending on the request.

Job-Related Challenge

An issue an employee faces that prompts a request for accommodation.

Business Partners

HR professionals who manage the accommodation process within their assigned Bureaus.

Request Processing Time Frame

The period within which the City aims to process accommodation requests.

Workplace Modification

Adjustments made to accommodate a Worker’s needs due to a Protected Status.

Sincerely Held Beliefs

Beliefs that are held with the strength of traditional religious views, including non-theistic beliefs.

Civil Rights Act of 1964

Federal legislation that prohibits discrimination on the basis of race, color, religion, sex, or national origin.

Oregon State Laws ORS 659A.112 and ORS 659A.033

State laws concerning employment discrimination and reasonable accommodations.

Essential Functions

The fundamental job duties of the employment position the individual holds.

Compliance

Adherence to legal standards set by federal or state regulations in providing reasonable accommodations.

Multiple Accommodation Options

Situations where more than one type of accommodation may be provided to support a Worker.

Vacant Position

A position that is open and may be filled to accommodate a Worker needing reassignment.

Documented Decision Process

The requirement to maintain records of decisions regarding accommodation requests.

Job Applicants

Individuals applying for jobs who may also request accommodations based on their Protected Status.

Evaluating Effectiveness

The process of monitoring how well an accommodation is meeting the needs of the Worker.

Grievance Procedure

The process through which a Worker can formally raise concerns about discrimination or retaliation.

Workplace Safety

Considerations that must be addressed when implementing reasonable accommodations.

Resource Allocation

The distribution of resources to effectively implement and monitor accommodations.

Human Resources Training

Training provided to HR staff to ensure they are equipped to handle accommodation requests.

Employee Wellness Programs

Programs that may offer support or accommodations without medical documentation.

Family Medical Leave

A type of leave that may provide context for a disability or need for accommodation.

Compliance Tracking

The ongoing assessment of adherence to accommodation policies and regulations.

Responsibility for Requests

The obligation of Workers to initiate accommodation requests as needed.

Communication of Decisions

Requirement to inform Workers about the outcome of their accommodation request.

Legal Compliance

Adhering to the laws governing reasonable accommodations and employee rights.

Facility Administrators

Personnel who may assist in implementing accommodations within physical workspaces.