ADA Accommodation Process: Accommodation/Special Assistance Request

To ensure that each client is asked whether they need an ADA accommodation to help meet a Department requirement, the Accommodation/Special Assistance workflow is used to record information about a client’s accommodation request as it relates to their disability. 

During application, reevaluation and recertification, when a request for a TAFDC disability exemption based on disability is made, and whenever a client who is applying for or receiving TAFDC or EAEDC and/or SNAP benefits discloses a disability, you must open the Accommodation/Special Assistance workflow to go through the accommodation screening and record the type of accommodation request, if any, and the type of assistance the client will need.

In the BEACON workflow, the Accommodation/Special Assistance workflow is located prior to the Household Composition section in the AU Manager CM, Closed AUs, Extension Request, Reevaluation, and Reinstatement workflows. This workflow is critical as it offers the client the opportunity to engage in a discussion, with you or with the Client Assistance Coordinator (CAC), about any issues that might require accommodation.

Important: The Accommodation/Special Assistance workflow is mandatory for completion in the following situations:

  • Application, reevaluation and recertification when an interview is required
  • When a request for a TAFDC or EAEDC disability exemption is made on the associated Work Requirements page
  • Whenever a client is indicated as Disabled on the Disability page, or
  • Whenever a client indicates that they have a disability

The purpose of this workflow is to help you and the client identify any specific areas of concern, and record specific information that will assist you and the Department in finding appropriate accommodations for a client with a disability.  If, at any point during the inquiry, you find that you or the client needs additional assistance, the CAC is an available resource.  Instructions on how to refer to the CAC are found at Accommodation/Special Assistance CAC Referral page.

When you open the Accommodation/Special Assistance Request page, the following message must be read:

“At DTA, we want to make sure we give you the help you need to get and keep your benefits. Here are some things we may ask you to do:

  • Read and follow instructions on notices we send
  • Fill out forms we send you
  • Give us documents that we ask for
  • Tell us about changes in your household
  • Meet deadlines

For some of our clients, doing some of these things can be a challenge because of a mental health condition, other health conditions or disability.  If you need help with any of these things, DTA may be able to help. This is called an accommodation. Is that something you think you need?”

After reading the text above, you must:

  1. click the Yes or No radio button, based on the client’s response

    1. Important: If this is a second or subsequent assessment, the previous answer may still appear in this Field. It is important to record the client’s current answer to this specific assessment question. If the client’s response has not changed to the assessment question, continue the remainder of the case action and enter a narrative with the client’s current response. The previous answer is retained in History or can be found in the Summary Activity tab.

  2. If the client is not sure how to respond, you should further explain what is being asked.  The goal is to help the client self-identify regarding barriers that might be making getting and retaining assistance difficult. Try to determine what part of the read message might not be clear by asking the client questions.  If necessary, a CAC referral can be made.  Accommodation/Special Assistance CAC Referral page
  3. if the Yes radio button is clicked, when you click Next the Accommodation/Special Assistance CAC Referral page is available
  4. if the No radio button is clicked, you must tell the client the following: “You can let us know any time a health condition makes it hard to do something we ask you to do.”
  5. on the Declination field of the Accommodation/Special Assistance Request page, select the Reason the client does not want the Accommodation screening done:
    1. Disabled, but no accommodation is requested
    2. Not disabled
    3. Does not want to discuss
  6. the remainder of the case action (application, reevaluation, redetermination or case maintenance) can then be completed

If a client has an accommodation from an earlier application or recertification interview, it is not necessary to repeat the Disability Inquiry “script” with the client as if this was the first time you and the client are reviewing disability accommodations.  Instead, you should ask the client if there has been any change in the client’s disability that the client would like recorded and if the client would like to make any change in their ADA accommodation.

You should ask the following questions:

  • “I see you have an accommodation from the Department.  Is this accommodation continuing to help you?”
  • “Is there any change in your condition that you want us to enter on BEACON?  Do you want to make any changes to the accommodation you have now?”

If the client states that they wish to continue the accommodation, you must enter the new End Date following these rules:

  • If this is a one-time accommodation (such as the client needs to be seen for an appointment on the first floor due to a temporary mobility issue) the Start and End date would be the same date
  • If this is a time-limited accommodation (such as the client has a broken wheelchair. The accommodation lasts until the wheelchair is repaired.) the Start and End date would be the date the accommodation was given and the expected end date of the period the client must be seen at home
  • If it is an ongoing accommodation (such as the client needs an ASL interpreter) the Start date is the current date and no End date should be selected. 
  • If the client requests a change to the accommodation, you must make those changes following procedures at the ADA Request for Modification page
  • If the client requests an additional accommodation above and beyond the current accommodation, you must complete the Accommodation workflow
  • If the client no longer wants the present accommodation, you must speak with the Client Assistance Coordinator (CAC) who will end date the accommodation

For a list of current Client Assistance Coordinators (CAC) see List of Client Assistance Coordinators.

Related Topics

ADA Policy and Procedures

Last Update:  November 22, 2023