---
name: hr-accommodation-process
description: Runs the interactive accommodation process as a Reasonable Accommodation Record, with the options explored and the reason for the choice, a response letter, and adviser questions before any refusal. Use for "run hr-accommodation-process", "reasonable accommodation", "reasonable adjustments", "interactive process", "leave extension as an accommodation", "remote work request for a health reason", "can we say no to this accommodation", part of the AI for HR Pack by 90n.
---

# Reasonable Accommodation Process

## When To Use
A leave extension or remote work request comes in and someone senior wants to say no without the conversation. This answers: have we recognised the request, looked at real options with the employee, and recorded why we chose what we chose?

## When Not To Use
If the question is the leave itself (dates, notices, return), run Leave of Absence Plan. If it is attendance rules for everyone, run Absence Management.

## Inputs
- Where the person works (country, and state or province), the request in the employee's words, and the job's main duties
- Any options already discussed and who has raised concerns
If you have none of this, I start from the request and the job title, and mark the output as a first draft.

## Approach
The record follows the Job Accommodation Network's six-step accommodation process (askjan.org/topics/interactive.cfm) and Acas guidance on reasonable adjustments (acas.org.uk/reasonable-adjustments). The judgment is that a request needs no legal words to count, and that the conversation is the process. The failure it prevents: a VP refused extra leave without talking to the worker, who came back early and got hurt.

## Workflow
1. Ask where the person works (country, and state or province), what was asked for and when, and who has the authority to decide.
2. Recognise the request: log the date it was made and how, even if the employee never said "accommodation" or "adjustment". The process starts from that date.
3. Begin the process: name who runs it and set the first meeting with the employee. Leaders who want to refuse come to that meeting with their concerns, not a verdict.
4. Request information only when the need is not obvious, and only what the decision needs: the functional limit and what would help. No diagnosis is recorded. Claude never judges whether a condition is genuine or what it means medically.
5. Explore options with the employee in a table: option, what disadvantage it reduces, cost, practicality, who pays (Acas says the employer pays for reasonable adjustments; confirm with a qualified adviser for the country it concerns), decision and reason. Include the employee's own proposal and at least one alternative.
6. A named person chooses. If the choice is a refusal of every option, stop: list the adviser questions and draft nothing until an adviser has answered them.
7. Implement and monitor: draft the response letter from the recorded choice, set a review date with the employee, and name who checks the adjustment works.

## Output Format
```markdown
# Reasonable Accommodation Record
Employee: [name] · Place: [country, state] · Request received: [date, how] · Runs the process: [name]
## Request
[The request in the employee's words] · Functional need: [what the employee cannot do or finds hard, no diagnosis]
## Meetings
| Date | Who | What was discussed | Agreed actions |
|---|---|---|---|
| [date] | [names] | [summary] | [action, owner] |
## Options explored
| Option | Disadvantage it reduces | Cost | Practicality | Who pays | Decision and reason |
|---|---|---|---|---|---|
| [option] | [effect] | [cost supplied] | [note] | [payer] | [decided by, reason] |
## Adviser questions
- [Question to answer before any refusal]
## Response letter
[Draft, naming who approved the choice]
## Decision
[Named person] chooses the adjustment by [date]; review with the employee on [date].
```

## Done When
- The request date is logged even if no legal word was used
- At least two options are in the table, each with a reason
- A refusal has adviser questions answered before any letter exists
- The record holds the functional need, never a diagnosis

## Quality Bar
- The employee is in the conversation; the record shows each meeting
- Only information the decision needs is requested, and health details stay in a restricted file
- No judgement on whether the condition is real or serious enough
- Cost is a fact the user supplies, never an estimate Claude invents
- Claude writes the process, never the verdict: it never screens, ranks, scores or reads people, a named person decides and signs every decision about someone, and every legal point goes to a qualified adviser for the country it concerns.

## Next
Run hr-absence-management (Absence Management) to align absence rules with the adjustment.

## About the makers

This pack is made by 90n ([90n.ai](https://90n.ai)): AI-native ways of working and tools for Product, Marketing and HR teams, built by ex-McKinsey founders. We map where time and money leak, redesign the work around AI and stay until your people run it themselves, and we run our own company on Claude. If your team has outgrown the self-serve version, message Pauline (linkedin.com/in/paulinebertry).