As soon as a decision is made that an accommodation is denied, that decision shall be immediately communicated to the requestor using the "Denial of Reasonable Accommodation Request Form" (see Appendix C). A copy of this completed form shall be given to the individual making the request, the individual’s immediate supervisor and the Mission Area/Agency DEPM. The explanation for the denial should be written in plain language, clearly stating the specific reasons for the denial. Where a specific requested accommodation was denied, but an offer of a different one in its place is provided, the denial notice will explain both the reasons for the denial of the requested accommodation and the reasons that the decision maker believes that the offered accommodation will be effective. Reasons for the denial of a request shall include specific reasons, for example, why the accommodation would not be effective or why it would result in undue hardship.
The written notice of denial also informs the individual that she/he has the right to file an equal employment opportunity complaint and may have rights to pursue a grievance or Merit Systems Protection Board procedures. The notice also explains procedures available for alternative dispute resolution along with appropriate encouragement to use this process to resolve issues associated with the denial to accommodate.
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