Accommodation Special Assistance Disposition Page

This page is used to view and update:

the Americans with Disabilities Act (ADA) accommodation difficulty Type/Remedy for a grantee that was entered on the Accommodation/Special Assistance Screening – Difficulty tab
Case manager dispositioned ADA accommodation information
Client Assistance Coordinator (CAC) dispositioned ADA accommodation information, and
ADA TAO Accommodation Review Team disposition information

Difficulty Tab

Use this tab to review the Accommodation request, as well as mark the accommodation decision.

AU Manager Tab

Case Manager Accommodation Approval Procedures

To approve the accommodation, you must:

review the Difficulty tab for the requested accommodation
approve the accommodation request by clicking the Approved radio button for all accommodations requested, and
1. Note: You cannot deny an accommodation request at this point. Denials will only be made by the CAC or the TAO Accommodation Team. If you mistakenly click No on the Approved Yes/No radio button on the Difficulty tab, a warning message will display the following message: All Type/Remedy rows on the Difficulty tab must be approved before the request can be dispositioned as Approved on the AU Manager tab.
click the Yes radio button on the AU Manager tab. This will generate an Accommodation Approval Notice (ADA-1-A) that must be given or mailed to the client once the action has been approved on the Interview Wrapup page

Case Manager Referral to CAC Procedures

If a requested ADA accommodation is something you would not normally do (such as exempting a special vehicle), no accommodation readily presents itself, the client requests seeing the CAC or if it is not clear that the client is disabled, a referral must be made to the CAC.

To make the referral to the CAC:

on the AU Manager tab, click the CAC Review Request radio button
the Request date will populate with the current date
record any comments needing to be made about the referral in the Comments field
click the Copy to ECF narrative check-box if you want the comments automatically copied to the Narrative tab (these comments will then appear on the Narrative tab and must be related to the accommodation referral). If a CAC annotates the Narrative with the decision, the Narrative will be marked by a blue CAC circle or a blue CAC circle with a “+” sign for a client with an authorized representative, and
click Finish. The client’s name will appear on the Pending Accommodation View of the CAC for the area in which the client resides

Important: If the client wants a hard copy referral for the CAC, see procedures at ADA Accommodation Process: Case Manager Making Client Assistance Coordinator (CAC) Referral.

If the client decides at any time during the screening process (up to the time that the accommodation decision is dispositioned) that they are disabled but does not want an accommodation, the CAC must go to the Difficulty tab and click the check-box next to the statement: “No assistance requested at this time, but may want an accommodation in the future.” No additional action needs to be taken on the accommodation. The client can request another accommodation at any time.

CAC Tab

CAC Accommodation Disposition Procedures

If the client is referred to the CAC to provide an accommodation, the CAC would disposition the accommodation request on this tab.

Important: Before a CAC can deny an accommodation request either in whole or in part, s/he must consult the TAO Accommodation Team.

Once the CAC dispositions the accommodation they must:

click the Difficulty tab of the Accommodation Special Assistance Disposition page to review the requested accommodation
in the Approved column, click the Yes/No radio button for each requested accommodation
click the CAC tab of the Accommodation Special Assistance Disposition page
go to the Disposition drop-down selection box and select one of the following:
1. Approved
2. Denied
3. Abandoned
  1. if the Accommodation Disposition is Approved and there is not at least one Type on the Accommodation/Special Assistance Disposition - Difficulty Tab that has been marked Approved Yes, then the CAC will receive the following error message: “At least one Type/Remedy row on the Difficulty Tab must have a value of Yes before the request can be dispositioned as Approved on the CAC tab”
  2. if Accommodation Disposition is Denied and there is at least one Type on the Accommodation/Special Assistance Disposition - Difficulty Tab that has been marked Approved Yes, then the CAC will receive the following error message: “At least one Type/Remedy row on the Difficulty tab is approved. The request cannot be dispositioned as Denied/Abandoned on the CAC tab”
  3. if Accommodation Disposition is Abandoned and there is at least one Type on the Accommodation/Special Assistance Disposition – Difficulty Tab that has been marked Approved Yes, then the CAC will receive the following error message: “At least one Type/Remedy row on the Difficulty tab is approved. The request cannot be dispositioned as Denied/ Abandoned on the CAC tab”
  4. if the Accommodation Disposition is Abandoned and no accommodations have been entered, the clients pending accommodation request can be dispositioned. CACs attempts to make client contact within 30 days was unsuccessful.
    1. Note: Accommodation Disposition drop-down selection box will only display Abandoned disposition when there is a pending accommodation request.
Selection of an Abandoned disposition will not generate an ADA-1C Notice.
select the Reason for the denial from the Reason drop-down list: Not an ADA Reasonable Accommodation
record any comments needed to explain what the disability and accommodation was and why the CAC approved, denied or abandoned the accommodation in the Comments field, and
click the Copy to ECF narrative check-box if you want the comments automatically copied to the Narrative tab (these comments will then appear on the Narrative tab. A blue CAC circle or a blue CAC circle with a “+” sign for a client with an authorized representative will appear next to any comments made by the CAC in the Narrative tab).

CACs and First Available Worker Model

If the First Available Worker (FAW) gets an Action of an available verification for a client, they must review it. If it is a document that may relate to a pending disability/accommodation (verified through reviewing the case for a detailed narrative from the CAC or pending accommodation request), the FAW Dismisses the Action and emails the CAC for the FAW’s TAO. If the client is not served by the FAW’s catchment area, this CAC must email the CAC for the TAO covering the client’s catchment area with a subject line of SECURE: Accommodation Verification and the text that reads: “Verification for client John Smith Agency ID 1234567 is available, appears to be relevant to pending ADA request.” The CAC in the client’s TAO will then disposition the verification, review if it is adequate, and/or follow up with the client as appropriate.

Accommodation Decision- ADA-1C Notice Generation

if the accommodation Type/Remedy on the Accommodation/Special Assistance Disposition - Difficulty Tab has Approved Yes for all accommodation requests, then the full approval version of the ADA-1C is produced
if the accommodation Type/Remedy on the Accommodation/Special Assistance Disposition - Difficulty Tab has Approved Yes for some accommodation requests and Approved No for some accommodation requests, then the partial approval and partial denial version of the ADA-1C is produced, or
if the accommodation Type/Remedy on the Accommodation/Special Assistance Disposition - Difficulty Tab has Approved No for all accommodation requests, then the full denial version of the ADA-1C is produced.

Note: A denial notice is automatically generated on day 30 after the ADA-1B is generated if the disability verification is not entered.

CAC Referral to TAO Accommodation Team Procedures

If the CAC cannot make a decision on the accommodation or the CAC wishes to deny the accommodation request either in whole or in part, the CAC refers the matter to the TAO Accommodation Team to discuss and decide.

Important: If the CAC clicks the Yes/No Disposition radio button and then clicks Team Review Yes, a warning pop-up message will appear: “A Team Review has been requested. The CAC Disposition can be completed only when the Team Review is complete.”

Clicking OK will remove and gray out the choice on the Disposition radio button.

To make the referral, the CAC must:

go to the CAC tab of the Accommodation Special Assistance Disposition page
click Yes for the Team review request radio button
the Request date is prepopulated
record any comments needed to explain what the disability and accommodation was and why the CAC approved or denied the accommodation in the Comments field
click the Copy to ECF narrative check-box if you want the comments automatically copied to the Narrative tab (these comments will then appear on the Narrative tab). A blue CAC circle or a blue CAC circle with a “+” sign for a client with an authorized representative will appear next to any comments made by the CAC in the Narrative tab.
click Finish. The client’s name will appear on the Accommodation Team Review view

Team Review Tab

TAO Accommodation Team Recommendation Procedures

As part of the accommodation process while the ADA request is pending, if the TAO Accommodation Team becomes aware that an adverse action notice has been issued to the client, it will also review whether the client’s disability affects his or her ability to meet a Department requirement that results in a specific adverse action (closing, reduction or denial), and whether help from DTA to resolve the issue, including an accommodation, is appropriate.

The TAO Accommodation Team must ensure that the closing, reduction or denial will not occur while the ADA accommodation request is pending, if the client can make a plausible assertion that a disability affects their ability to meet DTA requirements. If DTA offers an accommodation or assistance and the client unreasonably refuses to cooperate, the closing, reduction or denial can proceed.

If the client’s reason for not complying with the DTA requirement is not related to disability, and DTA can take steps to resolve the issue, it must do so.

Once the TAO Accommodation Team:

receives the request from the CAC
discusses the accommodation request or denial, and
decides if the accommodation is approved or denied

a member of the TAO Accommodation Team must mark the Team’s recommendation on the Team Review tab of the Accommodation Special Assistance Disposition page:

click the Difficulty tab of the Accommodation Special Assistance Disposition page to review the requested accommodation
click the Team Review tab of the Accommodation Special Assistance Disposition page
click either Approved or Denied for the Recommendation radio button
the date populates in the Recommendation date field
record any comments needed to explain what the disability and accommodation was and why the accommodation was approved or denied in the Comments field
click the Copy to ECF narrative check-box if you want the comments automatically copied to the Narrative tab (these comments will then appear on the Narrative tab). A blue CAC circle or blue CAC circle with a “+” sign for client with an authorized representative will appear next to any comments made by the CAC in the Narrative tab, and
click Finish. The client’s name will appear on the Pending/Approved Accommodation View

The CAC must then disposition the accommodation request following procedures earlier in this section.