The Equal Employment Opportunity Commission states that an employer who relies on a medical assessment to determine an applicant’s medical suitability must engage in an individualized medical assessment with the applicant to determine whether the applicant is able to perform the position’s essential functions. The assessment includes determining:
1. Whether the applicant can perform the essential functions of the position without posing a direct threat to the safety of the applicant or others, and
2. Whether that threat could be eliminated or reduced by reasonable accommodation.
When medical restrictions or limitations are identified, the Postal Service™ follows the interactive process described in Handbook EL-307, Reasonable Accommodation, An Interactive Process, to make a medical suitability decision.
Changes to Handbook EL-312, effective March 13, 2008, are described below.
Explanation of Changes
Part 571. Clarifies that a medical assessment is conducted only after an applicant is selected and given a conditional offer of employment. Aligns the explanation with the Rehabilitation Act to describe that the medical assessment is used to determine suitability to perform the functions of a particular position. Changes the format of explanations of situations that require a medical assessment to improve readability.
Part 574. Clarifies that a medical assessment is conducted only after an applicant is selected and given a conditional offer of employment. Clarifies that the appointing official makes the suitability decision in order to determine eligibility to appoint or place. Reorganizes text from 574 into new 574, 574.1, and 574.2.
Section 574.1. Moves some text formerly in 574 to this section. Adds text to explain that an individualized assessment is made to determine whether the applicant is able to perform a position’s essential functions without posing a direct threat to the safety of the applicant or others. Adds the role of the Reasonable Accommodation Committee (RAC) to assist the appointing official in reaching a medical suitability decision.
Section 574.2. Moves some text formerly in 574 to this section. Clarifies that decision of medical suitability can also lead to a placement action.
The remaining sections of 574 are renumbered and the text is not changed, but the title of 541.42 is changed.
Handbook EL-312, Employment and Placement
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5 Suitability
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57 Medical Suitability
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571 Policy
[Revise the text of 571 to read as follows:]
A medical assessment is administered only after an applicant is selected and a conditional offer of employment extended. To determine medical suitability to perform the functions of a particular position, a medical assessment is mandatory for all:
a. Career and noncareer appointments.
b. Employees applying for positions that have more demanding physical requirements than the employee’s present position.
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[Revise the title and text of 574 to read as follows:]
574 Appointment and Placement Decisions
Once the bona fide job offer is extended and the medical assessment conducted, the appointing official must give careful consideration to the results from the medical assessment and the applicants’ ability to perform the essential functions of the position with or without reasonable accommodation. When the appointing official determines that the applicant is medically suitable, the applicant is appointed or placed.
[Renumber current 574.3 through 574.5 as new 574.41 through 574.43 and current 574.1 and 574.2 as new 574.3 and 574.4. Add new 574.1 and 574.2 to read as follows:]
574.1 Consideration of Limitations
When limitations or restrictions are identified during the medical assessment, appointing officials must follow the interactive process described in Handbook EL-307, Reasonable Accommodation, An Interactive Process, to make the appropriate medical suitability decision. When limitations are reported in the medical assessment, appointing officials should verify that the assessment was based on accurate job information and contact the selecting official to determine whether the restrictions would permit safe performance of the job, with or without reasonable accommodation. An appointing official performs an evaluation of the findings to determine whether the applicant is able to perform the position’s essential functions without posing a direct threat to the safety of the applicant or others.
Appointing officials must not use limitations or restrictions to automatically determine that an applicant is medically unsuitable. If the appointing official concludes that limitations may not permit safe performance of the job, the applicant is referred to the Reasonable Accommodation Committee (RAC) for an individualized analysis and to provide a recommendation to the appointing official. The appointing official weighs the RAC recommendation and evaluates the objective reasonableness of the findings in light of the duties of the position, the applicant’s work history, and potential accommodation.
574.2 Notification of Medical Suitability Decision
When the appointing official determines that the applicant is medically suitable, with or without reasonable accommodation, the applicant is notified and the appointment or placement is made. If the appointing official makes a determination not to appoint because of medical unsuitability, the applicant is advised of this final decision in writing. See Appendix A-7.
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[Revise the title of new 574.41 to read as follows:]
574.41 Manager, Human Resources (District)
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We will incorporate these revisions into the next printed edition of Handbook EL-312 and into the next update of the online version on the Postal Service PolicyNet Web site:
(The direct URL for the Postal Service PolicyNet Web site is http://blue.usps.gov/cpim.)
— Selection, Evaluation, and Recognition,
Employee Resource Management, 3-13-08
