224 Step Three: Identify the Abilities and Limitations of the Individual

224.1 Overview

The next step in the interactive process is determining the physical and mental abilities and limitations of the employee or job applicant as they relate to the essential functions of the job at issue. The individual is best able to tell what he or she can and cannot do. Therefore, discuss the job with the individual, including the following:

• The nature of the job.
• The essential functions you expect the individual to perform.
• The usual manner in which an individual performs the essential functions.

224.2 Gaining the Individual’s Participation

Gaining the individual’s participation is a key part of the process — that is what makes it interactive. The following are examples of questions that, as appropriate, may be modified and used to gain the individual’s participation in the reasonable accommodation process:

• At the present time, an individual performs the essential functions in this manner. Can you tell us or show us how you can achieve the same results?
• This position requires using this equipment regularly in this manner. Can you show us how you would use it to complete required tasks?
• Historically, an individual has done this job using this sequence and method. Do you feel you could accomplish the same results in this or in another way?
• This is the usual arrangement of the work area. Do you have any suggestions regarding changes or modifications that may enable you to perform the job?

224.3 Documentation

In some cases, the supervisor or manager may require further documentation to provide more information about the disability and its effects and job restrictions, and to clarify how the requested accommodation will help enable the employee to perform essential functions of the job. When a disability, need for accommodation, or both are not obvious or otherwise already known, the supervisor or manager must refer the matter to the RAC for further handling.

224.4 Defining Abilities and Limitations: Job Applicants

It is never appropriate to ask an applicant if he or she has a disability. However, it is always appropriate to ask an applicant to describe or demonstrate how he or she will be able to perform the essential functions of the job, with or without a reasonable accommodation.

The supervisor or manager must refer the applicant to the RAC for an in-depth analysis of the applicant’s ability to perform the essential functions of the position if, based upon the applicant’s response, the supervisor or manager determines any of the following:

• Restrictions would not permit safely performing the job.
• The Postal Service cannot provide an accommodation to permit safely performing the job.
• The appointing official is unsure.

224.5 Defining Abilities and Limitations: Employees

For employees requesting reasonable accommodation, the supervisor or manager must consider medical and other information provided by the employee to determine the following:

• Job-related limitations; and
• How to overcome them.

Ask the employee what he or she thinks is needed to enable him or her to perform the job. Alternatively, districts and areas, as well as Headquarters, have RACs to whom you may refer a decision on accommodating an employee if you are unsure about the requesting employee’s abilities and limitations.