Essential Functions



Essential Functions

The term “essential functions” means the fundamental job duties of the employment position the individual with a disability holds or desires. The term “essential functions” does not include the marginal functions of the position.

Determination of Essential Functions

A job function may be essential because:

a. It is the sole reason the position exists;

b. There are a limited number of employees available to perform the function, or among whom the function can be distributed; and

c. It is a highly specialized function.

Evidence to be considered in determining whether a function is essential

a. The employer’s judgment.

b. A written job description.

c. The amount of time spent performing the function.

d. The consequences of not requiring a person in this job to perform a function.

e. The terms of the collective bargaining agreement.

f. Other relevant factors. i.e. The nature of the work operation and the employer’s organizational structure may be factors to consider.

Identifying “Essential Functions” of the job

The first consideration is whether employees of the position actually are required to perform the function.

For example: A job announcement or job description for a secretary or receptionist may state that typing is a function of the job. If, in fact, the employer has never or seldom required an employee in that position to type, this could not be considered an essential function.

If a person holding a job does perform a function, the next consideration is whether removing that function would fundamentally change the job.

Several reasons a function could be considered essential are:

1. The position exists to perform the function.

For example:

▪ A person is hired to proofread documents. The ability to proofread accurately is an essential function, because this is the reason that this position exists.

▪ A company advertises a position for a “floating” supervisor to substitute when regular supervisors in the day, night, and graveyard shifts are absent. The only reason this position exists is to have someone who can work in any of the three shifts in place of an absent supervisor. Therefore, the ability to work at any time of day is an essential function of the job.

2. There are a limited number of other employees available to perform the functions, or among whom the function can be distributed.

This may be a factor because there are only a few other employees, or because of fluctuating demands of a business operation.

For example: It may be an essential function for a file clerk to answer the telephone if there are only three employees in a very busy office and each employee has to perform many different tasks. Or, a company with a large workforce may have periods of very heavy labor-intensive activity alternating with less active periods. The heavy work flow during peak periods may make performance of each function essential, and limit an employer’s flexibility to reassign a particular function.

3. A function is highly specialized, and the person in the position is hired for special expertise or ability to perform it.

For example: AQ company wishes to expand its business with Japan. For a new sales position, in addition to sales experience, it requires a person who can communicate fluently in the Japanese language. Fluent communication in the Japanese language is an essential function of the job.

There are several types of evidence to be considered in determining whether a function is essential. The list is not all-inclusive. Evidence to be considered includes:

a. The employer’s judgment

An employer’s judgment as to which functions are essential is important evidence. However, the legislative history of the ADA indicates that Congress did not intend that this should be the only evidence, or that it should be the prevailing evidence. Rather, the employer’s judgment is a factor to be considered along with other relevant evidence.

However, the consideration of various kinds of evidence to determine which functions are essential does not mean that an employer will be second guessed on production standard, setting the quality or quantity of work that must be performed by a person holding a job, or be required to set lower standards for the job.

For example: If an employer requires typists to be able to accurately type 75 words per minute, the employer is not required to show that such speed and accuracy are “essential” to a job, or that less accuracy or speed not be adequate.

b. A written job description prepared before advertising or interviewing applicants for a job.

The ADA does not require an employer to develop or maintain job descriptions. A written job description that is prepared before advertising or interviewing applicants for a job will be considered as evidence along with other relevant factors. However, the job description will not be given greater weight than other relevant evidence.

A written job description may state that an employer performs a certain essential function. The job description will be evidence that the function is essential, but if individuals currently performing the job do not in fact perform this function, perform it very infrequently, a review of the actual work performed will be more relevant evidence than the job description.

If an employer uses written job descriptions, the ADA does not require that they be limited to a description of essential functions or that ”essential functions” be identified. However, if an employer wishes to use a job description as evidence of essential functions, it should in some way identify those functions that the employer believes to be important in accomplishing the purpose of the job.

For example: A written job description may state that an employee reads temperature and pressure gauges and adjusts machine controls to reflect these readings. The job description will be evidence that these functions are essential.

In identifying essential function to determine if an individual with a disability is qualified, the employer should focus on the purpose of the function and the result to be accomplished, rather than the manner in which the function presently is performed. An individual with a disability may be qualified to perform the function if an accommodation would enable this person to perform the job in a different way, and the accommodation does not impose undue hardship. Although it may be essential that a function be performed, frequently it is not essential that it be performed in a particular way.

For example: In a job requiring use of a computer, the essential function is the ability to access, input, and retrieve information from the computer, It is not “essential” that a person in this job enter information manually, or visually read the information on the computer screen. Adaptive devices or computer software can enable a person without arms or a person with impaired vision to perform the essential functions of the job.

If the employer intends to use a job description as evidence of essential functions, the job description must be prepared before advertising or interviewing for a job. A job description prepared after an alleged discriminatory action will not be considered as evidence.

c. The amount of time spent performing the function.

For example: If an employee spends most of the time or a majority of the time operating one machine, this would be evidence that operation of this machine was an essential function.

d. The consequences of not requiring a person in this job to perform a function.

Sometimes a function that is performed infrequently may be essential because there will be serious consequences if it is not performed.

For example: An airline pilot spends only a few minutes of flight landing a plane, but landing the plane is an essential function because of the very serious consequences if the pilot could not perform this function.

A firefighter may only occasionally have to carry a heavy person from a burning building, but being able to perform this function would be essential to the firefighter’s job.

A clerical may only spend only a few minutes a day answering the telephones, but this could be an essential function if no one else is available to answer the phones at that time, and business calls would go unanswered.

e. The terms of a collective bargaining agreement.

Where a collective bargaining agreement lists duties to be performed in particular jobs, the terms of the agreement may provide evidence of essential functions. However, like a position description, the agreement would be considered along with other evidence, such as the actual duties performed by people in these jobs.

f. Work experience of people who have performed a job in the past and work experience of people who currently perform similar jobs.

The work experience of previous employees in a job and the experience of current employees in similar jobs provide pragmatic evidence of actual duties performed. The employer should consult such employees and observe their work operations to identify essential job functions, since the tasks actually performed provide significant evidence of these functions.

g. Other relevant factors.

The nature of the work operations and the employer’s organizational structure may be factors in determining whether a function is essential.

For example: A particular manufacturing facility receives large orders for its product intermittently. These orders must be filled under very tight deadlines. To meet these deadlines, it is necessary that each production worker be able to perform a variety of different tasks with different requirements. All of these are essential functions for a production worker at the facility. However, another facility that receives orders on a continuous basis finds it most efficient to organize an assembly line process, in which each production worker repeatedly performs on major task .At this facility, this single task may be the only essential function of the production worker’s job.

Another employer may structure production operations to be carried out by a “team” of workers. Each worker performs a different function, but every worker is required, on a rotating basis, to perform each different function. In this situation, all the functions may be considered to be essential for the job, rather than the function that any one worker performs at a particular time.

The inquiry into what constitutes a position’s essential functions is not intended to second guess an employer’s business judgment as to qualification standards or production standards as long as the standards are job-related and consistent with business necessity.

Analysis For to Determine Essential Job Functions (Duties)

Position No. _______ Classification Title____________ Working Title _____________

Working Unit _____________ Work Location______________

List and number each job duty. Provide answers to questions in Sections A & B, using “Yes” and “No” whenever possible. On side 2, in Section C, explain answers pertinent to the justification for any duties identified in Section B as “essential.” Use additional page(s) of this form if position has more than 6 duties.

|SPECIFIC JOB FUNCTIONS (DUTIES) |

|A. Essential Job Function (Duty) | | | | | |

|Criteria/Applicable Questions | | | | | |

|1. Position exists to perform duty: | | | | | |

|2. Approximate % of time of total | | | | | |

|position duties? | | | | | |

|3. Any significant consequences if | | | | | |

|duty not done? | | | | | |

|4. Did previous incumbent perform this| | | | | |

|duty? | | | | | |

|5. Other | | | | | |

|B. Limited number of employees | | | | | |

|available to perform this duty: | | | | | |

|1. Are limited number of employees | | | | | |

|available to perform this duty? | | | | | |

|2. Are there pertinent bargaining | | | | | |

|agreement provisions? | | | | | |

|3. Other | | | | | |

|C. Highly specialized position where | | | | | |

|person hired for expertise to perform | | | | | |

|specific duty: | | | | | |

|1. Is special expertise, training or | | | | | |

|education required at job entry? | | | | | |

|2. IS license or certification | | | | | |

|required? | | | | | |

|3. Other | | | | | |

|D. Other | | | | | |

|Is this duty essential? | | | | | |

|Requires satisfaction of at least one | | | | | |

|criterion in Section A; if “no”, duty | | | | | |

|is “marginal.” | | | | | |

Position No._____

C. Remarks. Explain Section A “Yes” and other answers pertinent to a justification for each duty listed on side 1 in Section B as “essential” Use same duty # as used on side 1. Refer to specific questions being answered (e.g. 1 (1) refers to “would removal fundamentally change the job?”; 3 (1) refers to “Is special expertise, training or education required at job entry?”)

Duty #________

Duty #________

Duty #________

Duty #________

Duty #________

Duty #________

D. ESSENTIAL PHYSICAL AND MENTAL DEMANDS OF THE POSITION. Describe special or out of the ordinary working conditions, if any that are a regular part of this job. Include frequency of explore to these conditions.

E. Completion and Approval

Completed by: Names__________________ Approved by_______________________

(Unit)

Position _________ Date_______ Name________________ Date_____

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