Documentation of Disability

When a disability or the need for an accommodation isn’t known or obvious, you can ask an employee for reasonable documentation about that individual’s disability and its functional limitations that require reasonable accommodation.1

California’s disability regulations provide detailed guidance on documentation requirements under California law. Reasonable medical documentation states that an employee has a physical or mental condition that limits a major life activity, and describes why the employee or applicant needs an accommodation to have an equal opportunity to:

Participate in the application process or be considered for the job;
Perform job duties; or
Enjoy benefits and privileges of employment equal to non-disabled employees.

Sufficient DocumentationSufficient Documentation
Documentation is sufficient if it meets the following:

Physician's ExaminationPhysician's Examination
If employees provide insufficient documentation from their treating physician or other health care professional, you can require that they substantiate their disability and need for reasonable accommodation by visiting an appropriate health care professional of your choice.

Confidentiality of Medical RecordsConfidentiality of Medical Records
Medical information that employers obtain in the interactive process shall be maintained on separate forms and in medical files separate from the employee’s personnel file, and must be kept confidential.

1. 2 CCR sec. 11069(d)

Documentation of Disability

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