NASA Procedural Requirements

NPR 3713.1C Effective Date: April 22, 2019 Expiration Date: April 22, 2026

Subject: Reasonable Accommodations Procedures for Individuals with Disabilities

Responsible Office: Office of Diversity and Equal Opportunity

Chapter 5. Records Maintenance and Reporting

5.1 Records Maintenance

5.1.1 The NASA Center's EO Director/Officer, through the DPM, shall maintain custody of all records obtained or created during the processing of a request for reasonable accommodation with the exception of medical records (see Section 5.1.2) and Agency attorney work products (maintained by the Office of the General Counsel or the Center Office of the Chief Counsel). Decision Makers shall not maintain any documentation related to the reasonable accommodations process in an employee’s official personnel file or an applicant’s interview file.

5.2 Reasonable Accommodation Reporting

5.2.1 ODEO shall prepare an annual report no later than October 31st of each calendar year, containing the following information, presented in the aggregate:

a. The number and type of reasonable accommodations, by job type, that have been requested by job applicants in the Agency’s application process and whether those requests have been granted or denied;

b. The number and type of reasonable accommodations, by job type, requested by employees;

c. The number and type of reasonable accommodations approved, by job type, and the number of reasonable accommodations, by job type, that have been denied;

d. The number of requests that required supporting medical information;

e. Reasons for denial of requests identified in Section 5.2.1.3;

f. Number and type of reasonable accommodations requested related to benefits or privileges of employment;

g. Amount of time (in calendar days) taken to process requests, including the time it takes for the employee to provide the requested information;

h. Sources of technical assistance consulted; and

i. Numbers of new managers and supervisors trained.

5.2.2 In addition, the report shall provide a qualitative assessment of the reasonable accommodation program, including any recommendations for improvement of NASA's reasonable accommodation policies and procedures to be utilized in NASA EEO strategic planning, such as the Model EEO Plan. Qualitative assessment may include analysis and recommendations based on such factors as:

a. Focus groups of individuals who have participated in the process, to learn more about their experiences with and perceptions of the process.

b. Responses to relevant questions on the EO Functional Review Customer Satisfaction Survey and the Diversity and Inclusion Assessment Survey.

c. Course evaluations of reasonable accommodation training.

d. Reporting of analytics (e.g., number of page views) for online technical assistance and training tools relating to the provision of reasonable accommodations.

5.3 Conformity with NASA Records Management Policy

5.3.1 ODEO and Center EO Offices shall maintain and safeguard all records and documents following the requirements provided in NPR 1441.1. This includes proposing changes to current retention schedules and developing new retention schedules when necessary.

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