EEOC
Are Employers Required to Make Commuting Accommodations under the Americans with Disabilities Act?
The answer to this question is unclear, and federal courts continue to disagree. The Americans with Disabilities Act (“ADA”) requires employers to provide reasonable accommodations to employees with disabilities, so long as the accommodations do not create an undue burden for the employer or pose safety risks. In analyzing accommodation claims, courts must address each of these inquiries. A longstanding federal circuit divide over employers’ duty to provide commute accommodations recently intensified. The current divide—dubbed a “soft split” by some—is largely the result of the individualized and fact-specific nature of ADA accommodation cases. Given the courts’ reliance on specific facts in each case, the conflicting rulings may be reconciled through future decisions issued by the circuit courts, without resort to the U.S. Supreme Court. The Seventh Circuit’s recent decision in EEOC v. Charter Communications, discussed below, illustrates this willingness to distinguish and reconcile its own ADA accommodations decisions. Requiring Accommodations: The Second and Third, and now Seventh, Circuits The U.S. Courts of Appeals for the Second and Third Circuits, in 1995 and 2010, respectively, held that under the ADA, employers are required to accommodate workers with disabilities in their commutes to and from work. In Lyons v. Legal Aid Society, the Second Circuit noted that the ADA does not provide a closed-end definition of “reasonable accommodation.” Based in part on the ADA’s legislative history, the Second Circuit concluded that employers may be required to help pay for the parking spot of “an otherwise qualified disabled employee” who experiences difficulty walking in order to minimize the distance the employee must walk in order to get to work. The Third Circuit, in Colwell v. Rite Aid Corp., similarly concluded that employers must provide schedule changes to accommodate employees’ vision-related driving barriers. The Seventh Circuit echoed this conclusion in July 2023, in EEOC v. Charter Communications, a case involving an employee with cataracts who requested a temporary change in his work schedule so he could start and end work two hours earlier while he found a home closer to his workplace. The Seventh Circuit noted that, “[m]odified work schedules . . . appear in the ADA’s legislative history.” Quoting Third Circuit cases, the Seventh Circuit sought to strike a balance between employees’ and employers’ interests, and further stated that “[a]n employer is not required to bend over backwards to accommodate a disabled employee or expend enormous sums in order to bring about a trivial improvement in the life of a disabled employee. Instead, the duty of reasonable accommodation is satisfied when the employer does what is necessary to enable the disabled worker to work in reasonable comfort.” In reaching its decision in Charter Communications, the Seventh case analyzed its 2008 decision, Filar v. Board of Education of the City of Chicago. In Filar, the court held that the employer was not required to provide accommodations to minimize or eliminate transportation barriers to employees. But this decision, like others in the ADA accommodations space, was tied closely to the facts of that case. There, the employee was a substitute teacher for schools throughout Chicago who had a hip condition that prevented her from walking long distances and prevented her from driving. She requested to work only at locations “within minimum walking distance from public transportation.” The Seventh Circuit affirmed dismissal of the teacher’s claim, explaining that her request was administratively unreasonable and “too barebones” given the hundreds of schools she may have worked at and over ten-thousand bus stops she may have used. The Seventh Circuit distinguished Charter Communications from Filar by explaining that the employee’s accommodations in Charter Communications would not have imposed any unfair or too-costly burdens on the employer to the point of creating undue hardship. In addition to considering its past ruling in Filar and decisions from the Second and Third Circuits, the Seventh Circuit in Charter Communications analyzed—and distinguished—decisions from the Sixth and Tenth Circuits. Eschewing Accommodations: The Sixth and Tenth Circuits The U.S. Courts of Appeals for the Sixth and Tenth Circuits, in 2012 and 2021, respectively, held that employers are not required to provide their employees accommodations surrounding transportation barriers, reasoning that such barriers are external to the workplace, or that providing accommodations would constitute preferential treatment for employees with disabilities. The Sixth Circuit case, Regan v. Faurecia Automotive Seating, Inc., involved an employee at an automotive supplier with narcolepsy. When she began working at the supplier, she lived 24 miles from her workplace, but she later moved 79 miles away, resulting in a two to four hour commute. She requested a work-schedule change, which her employer denied. The employee challenged the denial as being an adverse employment action in the form of constructive discharge. The Sixth Circuit concluded that this denial was “not a significant change in employment status,” and that her commute was “a mere inconvenience” insufficient to constitute an adverse employment action. In Unrein v. PHC-Fort Morgan, Inc., the Tenth Circuit addressed the issue of commute accommodations as it pertained to a clinical dietician who became legally blind during the course of her employment at a medical center. Like the employee in Regan, the dietician had a long commute to work—120 miles round trip—which she could no longer complete on her own following her diagnosis. As an accommodation, she requested “a flexible schedule to accommodate her transportation,” which was unpredictable, involved her reliance on friends and family, and resulted in her inability to guarantee when she would be physically present at the medical center. Following 15 months of the flexible-schedule accommodation, the medical center determined that the dietician’s erratic schedule disrupted her ability to carry out her essential job functions, and that the issue of a transportation barrier was outside its purview as an employer. The Seventh Circuit in Charter Communications considered but distinguished the facts of that case from Regan and Unrein, explaining that “[t]he plaintiff in Regan had chosen to move much farther away from her job, and that choice aggravated the effects of her disability on her ability to commute safely,” and that “[t]he plaintiff in Unrein was asking for an accommodation that would have made it impossible for her to meet the essential job function of being physically present on a reliable schedule.” Conclusion Conflicting decisions in the federal circuits are often resolved by the U.S. Supreme Court. Given the absence of bright-line rules in ADA accommodations cases and the recent willingness of the Seventh Circuit to distinguish its earlier ruling on a commute-accommodations case, however, the Sixth and Tenth Circuits may be open to making similar refinements to their ADA accommodations decisions. To guard against ADA-accommodations claims, employers should ensure that their employees, regardless of the presence of a disability, are able to perform their essential job functions, and employers should be able to clearly identify and be able to justify those functions to their employees and to a fact finder. They should also continue to engage in interactive discussions with employees about accommodations, including those related to commuting, and carefully evaluate the costs and hardship associated with individual accommodation requests.
September 14, 2023
by Matthew M. Durham and Monica Delgado
EEOC
EEOC, Other Federal Agencies Set the Pace for Employers Using AI in the Workplace
It is safe to say that the use of artificial intelligence (AI) went mainstream in 2023. With the widening acceptance of AI, dozens of industries have raced to adopt the technology into various operations at a staggering pace – including adopting AI in human resources (HR) processes in the workplace. But, employers and HR departments should keep pace with federal agencies seeking to mitigate risks associated with AI in the workplace. AI in the Workplace AI in the workplace is moving at a fast clip. According to the Equal Employment Opportunity Commission (EEOC), as many as 83% of employers, and as many as up to 99% among Fortune 500 companies, are using some form of AI to screen or rank candidates for hiring. The use of AI in the workplace is not new from an HR perspective. Employers have long been able to use AI to perform certain HR functions in the recruiting process, such as resume screening. But now, employers can use AI for other recruitment functions, such as administering personality and aptitude tests or analyzing video interviews. Once workers are on-boarded, employers can use AI to help with worker safety, protection, management, and productivity through real-time locating systems and other technologies. Federal Agencies’ Guidance With the introduction of AI comes great benefits, several federal agencies seek to cut in on potential consequences by issuing guidance, requesting information, and devising plans for AI in the workplace in the following ways: On January 26, 2022, the federal Occupational Safety and Health Administration (OSHA) issued a trade release announcing an update and expansion of a chapter in the OSHA Technical Manual on Industrial Robot Systems and Industrial Robot System Safety. The update notes that advances in AI boost the abilities and uses of robot systems in industrial applications. The revisions add current “technical information on the hazards associated with industrial and emergent robot applications, safety considerations for employers and workers, and risk assessments and risk reduction measures.” On May 12, 2022, the EEOC issued its guidance on AI “discuss[ing] how existing ADA requirements may apply to the use of [AI] in employment-related decision making and offers promising practices for employers to help with ADA compliance when using AI decision making tools.” The same day, on May 12, 2022, the Department of Justice reported issued guidance that “outlines issues that employers should consider to ensure that the use of software tools in employment does not disadvantage workers or applicants with disabilities in ways that violate the ADA.” On October 31, 2022, the National Labor Relations Board (NLRB) General Counsel issued a memorandum recommending that the NLRB “apply the Act to protect employees, to the greatest extent possible, from intrusive or abusive electronic monitoring and automated management practices that would have a tendency to” interfere with protected concerted activity. On January 10, 2023, the EEOC issued a draft strategic enforcement plan which announced that the agency would focus “on employment decisions, practices, or policies in which covered entities' use of technology contributes to discrimination based on a protected characteristic. These may include, for example, the use of software that incorporates algorithmic decision-making or machine learning, including artificial intelligence; use of automated recruitment, selection, or production and performance management tools; or other existing or emerging technological tools used in employment decisions.” On May 1, 2023, the White House Office of Science and Technology Policy (OSTP) announced that it will be releasing a public request for information (RFI) “to learn more about the automated tools used by employers to surveil, monitor, evaluate, and manage workers.” The OSTP states that responses to the RFI “will be used to inform new policy responses, share relevant research, data, and findings with the public, and amplify best practices among employers, worker organizations, technology vendors, developers, and others in civil society.” On May 18, 2023, the EEOC issued its guidance explaining the application of Title VII to an employer’s use of automated systems, including AI, noting that the scope of the guidance “is limited to the assessment of whether an employer’s ‘selection procedures’—the procedures it uses to make employment decisions such as hiring, promotion, and firing—have a disproportionately large negative effect on a basis that is prohibited by Title VII.” Employers should expect to see more federal guidance on AI as technologies continue to develop. What Employers Can Do to Stay in the AI Race With federal agencies’ guidance in mind and an expectation of more regulation to come, employers should take proactive steps to ensure the use of AI in the workplace keeps pace with developing law. These steps include: Understanding that AI in the workplace is governed by several different laws, including privacy laws, data security laws, and anti-discrimination laws at the state and federal levels. Considering including references to the use of AI in the recruiting, hiring, and employment process in employment policies and notices. Partnering with HR, IT, and legal counsel to ensure that AI practices remain competitive while compliant with local and federal law. For additional information on employer considerations before using AI and automated decision-making systems in the workplace, check out a previous Quirky Questions article on the topic. The idea that AI can create numerous benefits in the workplace seems to be gaining traction. Federal guidance issued in 2022 and 2023 signal that regulation of AI in the workplace will strive to keep up with the strides made in technological advances. Employers and HR can stay ahead of the curve by keeping abreast of, and following, regulations applicable to their company.
May 18, 2023
by Melonie S. Jordan and Jack Sullivan
EEOC
It ain’t Over ’til it’s Over (and Even Then, it Might not Be Over): How long can the EEOC Continue Investigating – after Issuing a Right-to-Sue Letter?
EEOC charges are a fact of life for employers. Even with comprehensive equal employment policies, top-notch human resources personnel, and a great workplace culture, many employers will at some point encounter a charge of discrimination or retaliation. While any charge is an unwelcome event, the stakes increase even further if the EEOC decides to take the employer to court. The prospect of litigating against the EEOC can be daunting. So employers tend to breathe a sigh of relief when they learn that the EEOC has issued a right-to-sue letter in response to a pending charge, because this typically signals the end of the EEOC’s investigation (and involvement in the matter). Although the charging party may still sue, after the EEOC issues a right-to-sue letter, is it safe for employers to assume the EEOC is safely in the rear view mirror? On August 15, 2017, the United States Court of Appeals for the Seventh Circuit decided EEOC v. Union Pacific Railroad Company, adding to current uncertainty about when the EEOC’s authority to act comes to an end. Prior court of appeals decisions had split over the question of whether the EEOC can continue investigating after issuing a right-to-sue letter. The Seventh Circuit sided with the Ninth Circuit in holding that the EEOC can continue to investigate, and go on to file its own enforcement action, even after issuing a right-to-sue letter. This conflicts with an older decision from the Fifth Circuit—which held that such action exceeded the agency’s authority. As with any circuit split, there is a chance the Supreme Court might weigh in. The underlying facts are straightforward, but the procedural history is not. In 2011, two African-American men began entry-level jobs with Union Pacific. They unsuccessfully applied for promotions and were eventually terminated in October 2011, when their positions were eliminated. Both men filed EEOC charges alleging discrimination and retaliation (they had filed earlier charges after being denied the promotions). Union Pacific grudgingly responded to the charges and to the EEOC’s first request for information, requiring an EEOC subpoena and enforcement action. The EEOC eventually issued a right-to-sue letter pursuant to 42 U.S.C. § 2000e-(5)(f)(1), which requires the agency to issue notice of a charging party’s right to sue within 180 days after receiving a charge. The charging parties sued in federal court. But they ultimately lost on summary judgment, and the Seventh Circuit affirmed. Case closed, right? Not so fast. While the lawsuit was pending in the district court, the EEOC issued a second request for information. When Union Pacific refused to respond, the EEOC filed suit to enforce its subpoena. Union Pacific moved to dismiss, arguing that the EEOC lacked authority to continue investigating given that it had already issued a right-to-sue letter. The district court denied the motion, and Union Pacific appealed. The Court of Appeals framed the legal question as “whether the EEOC is authorized by statute to continue investigating an employer by seeking enforcement of its subpoena after issuing a notice of right-to-sue to the charging individuals and the dismissal of the individuals’ subsequent civil lawsuit on the merits.” The answer, at least in the Seventh Circuit, is “yes.” The court noted that the EEOC’s governing statutes give it the authority to request information or records only in the context of investigating a charge. In other words, the EEOC cannot simply call up employers and ask to sift through their personnel files. Although the EEOC must issue a right-to-sue letter within 180 days of receiving a charge, the governing statutes are silent as to what effect such a letter has on the agency’s investigative powers. With no clear-cut statutory answer, the Seventh Circuit looked to analogous cases, including the Supreme Court’s decision in EEOC v. Waffle House, Inc., 534 U.S. 279 (2002). In Waffle House, the Supreme Court held that a charging party’s agreement to arbitrate the claims giving rise to a charge did not prevent the EEOC from pursuing victim-specific judicial relief on behalf of the charging party. In other words, the EEOC could go to court even though the employee could only go to arbitration. Following Waffle House, the Seventh Circuit itself addressed a similar issue, holding that even when a charging party withdraws a charge, the EEOC can continue its investigation. See Watkins Motor Lines, Inc. 553 F.3d 593 (7th Cir. 2009). These decisions, buttressed by the EEOC’s own regulations, see 29 C.F.R. § 1601.28(a)(3), led the Seventh Circuit to conclude that the agency can continue investigating employers and subpoenaing their records even after issuing a right-to-sue letter. But what about the fact that the charging parties’ underlying case had been decided on the merits? Union Pacific argued that this resolution terminated the EEOC’s authority to investigate. Once again, the Seventh Circuit disagreed. According to the court, the EEOC’s authority does not derive from a charging party’s claims; a valid charge irrevocably triggers the agency’s investigative and enforcement powers. Tethering the EEOC to the private interests of the parties would undermine the agency’s mission to serve the public interest. In short, the court held that the EEOC gets to decide when it is done investigating, not the parties. This decision has at least two important implications for employers. First, EEOC charges are serious matters with potentially significant consequences. Whether employers respond to charges themselves or engage outside counsel, they should ensure that their submissions to the agency are comprehensive and persuasive. The same goes for responses to requests for information. In 2016, the EEOC issued its first-ever nationwide procedures on how to effectively respond to charges, outlining the elements that the agency considers most important. See U. S. Equal Empt. Opportunity Comm’n, Effective Position Statements. Employers are well advised to familiarize themselves with these expectations to achieve the best possible result at the agency level. Second, employers should consider pursuing a “no probable cause” finding, even after the EEOC issues a right-to-sue letter. The agency rarely pursues an investigation after issuing a right-to-sue letter, but Union Pacific proves that—at least for now—it can still happen. Employers and their outside counsel may want to request findings of no probable cause as a matter of course for every EEOC charge, even after the agency issues a notice of right-to-sue. Given the disparate views among the circuit courts regarding the scope of the EEOC’s authority, employers should stay tuned for future developments in this key area. Employers should also be aware of how courts view this issue in their jurisdictions to ensure they understand the potential consequences after a right-to-sue notice issues. Finally, employers should consider seeking legal guidance when responding to any agency charge—given the high stakes involved.
August 24, 2017
by Marilyn Clark and Trevor Brown