Employees with Medical Concerns

Since the COVID-19 pandemic began, Prince William County Schools (PWCS) has implemented numerous mitigation measures in our schools and buildings adhering to the guidance of the Virginia Department of Education and Department of Health, Occupational Safety and Health Administration (OSHA), Centers for Disease Control (CDC), Department of Labor and Industry (DOLI), and the Virginia Occupational Safety and Health Administration (VOSH) Emergency Infection Disease Prevention Standard.

Every precaution has been taken to protect the health and safety of our students, our employees, and others in the school community during this pandemic. However, we understand that some employees may have medical concerns that impact their comfort level within the work environment. The information provided below outlines the process addressing those concerns. As a Division, we are committed to being compassionate, fair, consistent, and supportive of all our employees, while continuing to meet the needs of our students.

Employees with certain underlying medical conditions which place them at increased risk for severe illness from the virus that causes COVID-19 may qualify for an accommodation in accordance with the Americans with Disabilities Act (ADA). The Americans with Disabilities Act (ADA) requires an employer to provide reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment unless doing so would cause undue hardship.

To help us determine whether your medical condition constitutes a disability as defined by the ADA and, if so, whether reasonable workplace accommodations can be provided, the following process will be followed:

1. You and your physician will need to complete the COVID-19 Disability Accommodation Request Form, reviewing your job description and completing all fields in the form. This form is available as a download below.
2. Submit your completed COVID-19 Disability Accommodation Request Form to the Office of Benefits and Retirement Services.
3. The Office of Benefits and Retirement Services will review your forms and notify you of your eligibility/ineligibility for reasonable accommodations during the pandemic. This does not mean that your requested accommodation is automatically granted, only that you are eligible/ineligible to be considered for an accommodation.
4. You will be scheduled for an interactive process meeting with your administrator and an administrator from the Office of Benefits and Retirement Services.
5. During the interactive process meeting, the job-related limitations imposed by your disability and how those limitations could be overcome with a reasonable accommodation will be discussed. Your preferred accommodations will be discussed, and a determination will be made regarding whether your preferred accommodation is not available or creates an undue hardship for PWCS. If so, alternative accommodations will be discussed.

6. Once accommodation options have been explored, PWCS will choose what accommodations, if any, will be implemented and both you and your administrator will receive written correspondence documenting the chosen reasonable accommodations.
7. If you are receiving accommodations, you should let your administrator know if there are changes or problems with the accommodation so that we can address your concerns in a timely manner.

What are “Reasonable Accommodations”?

In general, an accommodation is any reasonable change in the work environment or in the way things are customarily done that enables an individual with a disability to enjoy equal employment opportunities. An accommodation is reasonable if it doesn’t create undue hardship for the employer.

There are three categories of reasonable accommodations:

1. Modifications or adjustments to the work environment, or to the manner or circumstances under which the position held or desired is customarily performed, that enable a qualified individual with a disability to perform the essential functions of that position; or

2. Modifications or adjustments that enable an employee with a disability to enjoy such equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities; or

3. Modifications or adjustments to a job application process that enable a qualified applicant with a disability to be considered for the position such qualified applicant desires.

Throughout the pandemic, PWCS has been very proactive in providing reasonable accommodations through implementation of many mitigation measures, including personal protective equipment (PPE) and implementation of workplace protocols, to allow for the safest return possible. Each employee’s health requirements are different, so the interactive process meetings are individualized to try and meet each employee’s preferred accommodations, the unique needs of each employee’s health situation, and the specific assignment.

What is undue hardship as it relates to an accommodation?

An accommodation poses an undue hardship if it results in significant difficulty or expense for PWCS, taking into account the nature and cost of the accommodation, the resources available to PWCS, and the operations of the school division, including delivery of instruction to students.

How will my situation be handled if my underlying health condition is not one that would place me at increased risk for severe illness from the virus that causes COVID-19, or if my medical concern is that I live with someone who is medically fragile or has a compromised immune system and I am concerned about exposing my household member to the virus?

PWCS is not required to engage in the interactive process or implement reasonable accommodations for employees whose medical concerns are for someone other than themselves. However, administrators will work with you regarding additional mitigation measures, including personal protective equipment (PPE) and implementation of workplace protocols that meet federal, state, and local criteria for safety during this pandemic.

Where do I get Personal Protective Equipment?

Prince William County Schools has enhanced Personal Protective Equipment (PPE) at all locations for all employees. Surgical masks, facemasks, and other PPE is available to all employees and requests should be directed to your supervisor.

Joe Makolandra, Director of Benefits and Retirement Services makolaJ@pwcs.edu Cell 571.722.8834

Elisa Pickette, Supervisor picketE@pwcs.edu Cell 571.245.2696

Kathy Snow, Administrative Coordinator snowKR@pwcs.edu Cell 571.241.0768