Reasonable Accommodation Status Update
A reasonable accommodation status update form for checking whether an existing accommodation is still working, what has changed, and whether any adjustments are needed. Use it to document the review, keep the process consistent, and minimize unnecessary PII.
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Overview
This Reasonable Accommodation Status Update template is for reviewing an accommodation that is already in place. It captures the review details, the current accommodation, whether it is still effective, what has changed since the last review, and any adjustments the employee wants to request.
Use it when you need a documented check-in after a role change, schedule change, location change, equipment update, or employee report that the accommodation is not working as expected. The structure keeps the review focused on the accommodation itself instead of reopening the entire intake. It also supports progressive disclosure: if nothing has changed, the form stays short; if issues exist, the follow-up fields capture the details needed to act.
Do not use this template as the initial accommodation request, as a medical intake form, or as a place to collect broad personal history. It is also not the right tool when the employee is asking for a new accommodation category that requires a separate review. The form is designed to support data minimization, clear validation, and a clean record of what was reviewed, what changed, and what happens next.
Standards & compliance context
- Use data minimization principles by collecting only the fields needed to assess whether the accommodation is still effective and what adjustment is requested.
- Limit access to the form and its responses to staff who need the information to manage the accommodation, and keep an audit trail of review activity where appropriate.
- If the form is used in an HR context, include an ADA-aware prompt that invites reasonable follow-up without requiring disclosure of unnecessary medical details.
- Apply clear consent and review language so the employee understands the purpose of the check-in and how the information will be used.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
What's inside this template
Review Details
This section establishes who is reviewing the accommodation and when the check-in occurred, which is essential for a reliable record.
- Employee name
-
Employee ID
Optional if your organization uses an internal case or employee identifier.
- Review date
- Reviewer role
Current Accommodation
This section identifies the active accommodation so the review is anchored to the exact support already in place.
- Accommodation type
-
Accommodation description
Briefly describe the current accommodation in place. Avoid medical details; focus on the work-related adjustment.
- Is the accommodation still in place?
- Accommodation start date
Effectiveness Check
This section captures whether the accommodation is still working and what specific issues are being observed.
- How effective is the accommodation currently?
- What issues or barriers are you experiencing?
- Describe the issue or barrier
Changes Since Last Review
This section isolates work changes that may explain why the accommodation needs to be adjusted now.
- Have there been any changes since the last review?
- What changed?
- Describe the changes
Requested Adjustments
This section records the concrete change the employee is asking for and how they want to follow up.
- Are any adjustments needed?
- Describe the adjustment needed
- Preferred follow-up
Consent and Review
This section confirms the employee understands the review process, agrees to the check-in, and acknowledges the information handling.
- I consent to HR or the designated accommodation coordinator reviewing this status update and contacting me if follow-up is needed.
- I understand I should not include unnecessary medical details or other sensitive PII in this form.
- What happens after I submit
How to use this template
- 1. Enter the employee and review details, including the reviewer role and review date, so the record clearly shows who performed the check-in and when.
- 2. Confirm the current accommodation type and description, then mark whether it is still in place so the form reflects the active setup before any changes are discussed.
- 3. Rate effectiveness and describe only the issues observed, using conditional logic to reveal issue details only when the accommodation is not fully effective.
- 4. Record any work changes since the last review, such as schedule, role, location, equipment, or workflow changes, and add change details only where relevant.
- 5. Capture the adjustment request and follow-up preference, then use the consent and review section to confirm the employee agrees to the review and understands what happens after submission.
Best practices
- Keep the review focused on the current accommodation and the specific change that triggered the update, not the employee's full medical background.
- Use conditional logic so issue details and adjustment fields appear only when they are needed, which reduces friction and unnecessary disclosure.
- Mark required versus optional fields clearly, and make the review date a date picker and any counts or ratings numeric inputs instead of free text.
- Include a plain-language line that explains who will review the submission and what happens after it is sent.
- Limit free-text fields to the minimum necessary detail and avoid asking for diagnosis, treatment history, or unrelated personal information.
- Document changes in work conditions separately from the accommodation itself so you can tell whether the issue is with the setup or the environment.
- If the employee can submit anonymously in your process, do not use this template for that workflow; accommodation reviews need identity-linked follow-up and an audit trail.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
When should this status update form be used?
Use it after an accommodation has already been approved and put in place, not as the initial request form. It works best for periodic check-ins, after a role change, schedule change, equipment change, or when the employee reports the accommodation is no longer effective. It helps HR document whether the current setup still meets the need without reopening unrelated details.
Who should complete the review and who should see it?
The reviewer is usually HR, a people manager, or an accommodation coordinator, depending on your internal process. The employee should review the current accommodation details and confirm whether it is still effective, but access should be limited to people who need the information to act on the request. Keep the record narrow and avoid sharing medical details beyond what is necessary for the review.
How often should a reasonable accommodation be reviewed?
There is no universal cadence, so the review schedule should follow your policy, the nature of the accommodation, and any known change points. Many organizations review after a set period, after a job change, or when the employee or manager flags an issue. The form is designed to support recurring check-ins without forcing a full reapplication each time.
Does this form replace the original accommodation request?
No. This template is for status updates on an existing accommodation, not for deciding eligibility from scratch. It should reference the current accommodation, note whether it is still in place, and capture any needed adjustments. If the underlying need has changed materially, you may need a separate intake or reassessment process.
What should we avoid collecting in this form?
Collect only the information needed to evaluate whether the accommodation is still effective and what adjustment is requested. Avoid unnecessary PII, broad medical history, or open-ended fields that invite more detail than the review requires. The template supports data minimization by keeping the fields focused on the accommodation, observed issues, and the requested next step.
How does this help with ADA-related documentation?
It creates a consistent record of the review, the current accommodation, the effectiveness check, and any follow-up preference. That makes it easier to show that the organization considered the request, reviewed the current setup, and responded to changes. It is not legal advice, but it supports a documented, repeatable process.
Can this be customized for remote, hybrid, or on-site roles?
Yes. The change and adjustment fields can be tailored to capture schedule changes, workstation changes, assistive technology needs, remote access issues, or physical workspace concerns. You can also add conditional logic so only relevant follow-up questions appear based on the accommodation type.
What happens after the employee submits the update?
The form should clearly state who receives it, how it will be reviewed, and whether the employee should expect a follow-up meeting or written response. That confirmation line reduces confusion and helps set expectations for next steps. If your process includes an audit trail, this submission can become part of the accommodation record.
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