topic Re: Draft RA Email to BOSS....Comments welcome in Community Chat

Draft RA Email to BOSS....Comments welcome

Happiness Is Inside JOB — Mon, 25 Feb 2019 00:58:22 GMT

Here is my draft email to my supervisor, I don't return to work until Tuesday. I tried to be pleasant as I have to continue to work with him everyday until I find another job.

Please share your comments/revisions.

DRAFT

Good Morning JOHN DOE,

The purpose of this email to have an open dialogue and ensure that we both understand what is needed to move forward successfully.

I wanted to thank you for stopping by last Friday (2/22/19) to briefly discuss alternatives to the formal XYZ Reasonable Accommodation (RA) process. I received a disability determination letter from the Office of Human Resources Management approving my RA application, it is my intention to follow the route outlined in the XyA Departmental Regulation (DR). I do not want to withdraw my RA request to pursue an alternative route. The outlined RA Process is the best process to fit my current and future needs.

Initially, I was told that I did not have to go into extensive details of my medical condition; but I am getting the impression that you have concerns. I have a degenerative disc disease in the lumbar spine which has been diagnosed by my doctor and for which he’s prescribed a series of actions which included omitting commute time, teleworking two days per week, occupational therapy, physical therapy, special exercises, medications, joint injections and surgery. The complete and detailed documentation from my doctor was reviewed and approved by the RA office. It was my understanding that it’s just down to working out the logistics at this point. I was expecting to receive a Confirmation of Request for RA or an official RA Denial.

Frankly, I am a bit concerned with several parts of our conversation regarding my RA request. When we first met on February 7th, I asked you if OCFO has established procedures for all OCFO RA requests. It would really be helpful if OCFO had some kind of consistency which would help all employees feel that things are being done fairly across the board.

One comment, you made indicating that “we” will not go the RA r Which portion of the DR indicates that a Supervisor can make a determination for an Employee (who was deemed a qualified individual with a disability) that they will withdraw an approved RA request. I would think continuing the process as outlined in the DR would eliminate any confusion and misunderstandings.
The second comment, you made indicating that I need to act now because in six weeks the offer will be gone. Does our office have some sort of workload surge that crops up in mid-March, requiring everyone to be present in the office? If yes, the Family Medical Leave Act (FMLA) is an option, as I am comfortable with unpaid leave.
The third comment, I’m a bit confused about your telling me that Jane DOE used to report to you. Does that mean you think I should follow your suggestion of working outside of the RA rather than the plan laid out in my RA document? Do you have concerns regarding her ability to act impartially or complete her role in this action?

thank you

Re: Draft RA Email to BOSS....Comments welcome

Mz iMac — Mon, 25 Feb 2019 01:38:32 GMT

Why send an email? Tell your boss your concerns in person.

If you do not have to "detail" your disability then don't.

Re: Draft RA Email to BOSS....Comments welcome

Nonametoday — Mon, 25 Feb 2019 01:43:15 GMT

I agree with Mz Mac. There is something not quite right about emailing, but if you do, you have rambled on far too much.

Always thank someone before the rest of the letter. Then go to a paragraph about what it is you are seeking.

You need to tell him that you submitted your papers to HR and they have been approved, and if he needs your confirmation or further details that you can provide, you would be happy to including medical documentation as to treatment plan outlined by your physician.

Re: Draft RA Email to BOSS....Comments welcome

santorini — Mon, 25 Feb 2019 02:09:58 GMT

I think it's a bit too long and too detailed. I would make it short and to-the-point. I wouldn't rehash all of the other details of conversations and I wouldn't describe the medical condition so extensively. I would just refer to it as a temporary condition. As I said earlier, unfortunately if we make ourselves seem sickly and in need of lots of assistance/time off from work/support, we have a target on our back and the supervisor may ask for a replacement that he feels might be more reliable/less needy. Those words are certainly not how I view you. They are generic terms so please don't get your feelings hurt.

I would just say something like I wrote earlier. You will have put the needs out there and after that, it's up to them to discuss what can and will happen next. Going deeper and saying "you said ....." just makes it a more contentious situation. I would just state the simple facts and then let them come back with a response. Keep it professional and I think they will too.

Re: Draft RA Email to BOSS....Comments welcome

Drythe — Mon, 25 Feb 2019 02:11:02 GMT

@Happiness Is Inside JOB @Mz iMac

Have you read the thread @Happiness Is Inside JOB has down stream?

She has discussed w/ her super, who is already facing one EEOC action.

He has offered variances to her approved RA approval, and told her that if she works at home he will be checking her Facebook to make sure she is working.

This is more of a note to record, CYA act.

Re: Draft RA Email to BOSS....Comments welcome

bikerbabe — Mon, 25 Feb 2019 02:16:01 GMT

I did see your original thread.

Email is far too long. My eyes glazed over just looking it. Edit. Edit. Edit. Stick to the critical points/discrepancies. Don’t bog down with unneeded tangents and details. Bottom line, you want to go thru official RA route. And you don’t need to explain your disease process. Your RA is already approved.

I do think email is appropriate because you need to document. You already had a face-to-face.

I’m not criticizing, trying to help.

Re: Draft RA Email to BOSS....Comments welcome

Zhills — Mon, 25 Feb 2019 02:28:41 GMT

I would print out the basic info and hand it to him after having an oral discussion.

Just be sure that the two are exactly the same subject and opinions.

Always "put it in writing" if it is important! JMO

Re: Draft RA Email to BOSS....Comments welcome

gizmogal — Mon, 25 Feb 2019 02:32:18 GMT

DEFINITELY transmit this by email or US mail. Do not do this by phone or a private sit down in his office. You want documentation of your communication. 1: you want the record of your position on this matter as you state it, not some conversation you remember one way and the boss claims differently. 2: you want there to be a firm way to prove the date and time your words and position or questions were offered. 3: you want to be able to be as explicit as possible, still business-like, but overtly stating your point of view, legal rulings in place, strategy going forward. This is a formal statement, not a hope-he-gets-it communication.

This isnt too wordy. It’s not meant to be a chat or a casual comment. You are taking a position based on findings and recommendations that cleared thru HR, and it sounds like the boss is resisting, dodging, obfuscating, or “reinterpreting “. So you’ve been forced to be explicit and to stand your ground. If it takes a thousand words, so be it. You are polite but firm and even yiurvquestiins are asked without snark. Maintain decorum and dignity but stay on point. You’ve done that.

My one recommendation, in addition to my endorsement of the draft, is that you make sure the CC line in the email indicates it is concurrently sent not only to JOHN DOE, but also a particular contact in the Human Resources office approving the RA process and to your outside counsel, if you have a lawyer involved, and anyone responsible for your physical assessment in the medical team. When everyone knows what has already been resolved and agreed on and JOHN DOE seems to take exception or make a different rationale put in place, he needs to know everyone is on board and part of the email chain.

If allow this email to be just between you and Mr. Doe, he will be much more defensive and protective of his position. With “witnesses” to your words, he has to measure his own words or weigh the value of standing pat if he replies.

Good job. I hope your reasonable accommodations are arranged with enough comfort so you can stay productive, prove you can hold the job and fulfill requirements, and get healthy or protect your health, too.

Re: Draft RA Email to BOSS....Comments welcome

Abrowneyegirl — Mon, 25 Feb 2019 02:32:51 GMT

As PP have mentioned it is WAY to long.

Please remove all the medical information - your boss is not your doctor.

The purpose of the email is short and brief- you wish to have all the approved accommodations via the RA.

Your goal is to document your wishes in writing, NOT to explain or defend your position.

Good luck!

Re: Draft RA Email to BOSS....Comments welcome

santorini — Mon, 25 Feb 2019 02:37:24 GMT

The majority of us have agreed that it's way too long and detailed. Some of us are in the legal world and know a thing or two about how situations like this can evolve. I will exit the conversation now and wish you good luck in your negotiations. Take care.

Re: Draft RA Email to BOSS....Comments welcome

ALRATIBA — Mon, 25 Feb 2019 02:38:40 GMT

Personally, I'd have my HR rep deal with my boss under these circumstances.

Re: Draft RA Email to BOSS....Comments welcome

Lisa now in AZ — Mon, 25 Feb 2019 02:58:59 GMT

@ALRATIBA I agree. The email was way too long and detailed and she just needs to go through HR and take care of it. This is a simple process which she has already been approved for, so there should be no negotiating and making deals. She needs to get this in place so it is not manager dependent.

Re: Draft RA Email to BOSS....Comments welcome

jannabelle1 — Mon, 25 Feb 2019 03:18:45 GMT

If your disability has been approved by your HR group, why do you need to obtain further approval from your supervisor? And why is he questioning what has already been approved? Seems like he has the problem - not you. I agree with the other comments here that you have gone into way too much detail that is not necessary. Personally, I wouldn't offer any of this information to your supervisor and I wouldn't send anything to him in writing.

If he has problems with what you are able to do during your disability and has specifically told you that, then I would document those conversations and let HR handle them. That's what they are there for since they have already approved your disability. It's up to your supervisor to work with you according to their ruling. It's on him to comply - it's not up to you to defend your health situation nor explain it to him.

Forget about the written and verbal confronations about what he said....document what was said for your own purpose and let HR sort it out. If you feel that's it's necessary to send him your response, then definitely copy your HR representative in your response.

Good luck to you!

Re: Draft RA Email to BOSS....Comments welcome

Happiness Is Inside JOB — Mon, 25 Feb 2019 03:32:05 GMT

THANK YOU EVERYONE..

I am so glad that I sent you a draft to read. I was thinking this is too long but I wanted to make a point that really does not need to be made.

I will delete at least half and I think I will eliminate all the YOU SAID....

Two heads, really 20 heads are better than one!!!

I'm so glad I am a QVC poster because I thought I was explaining but I was rambling.

I will come back on Tuesday and send an update of his response. I do plan to send an email though beause he can't just cancel my approved RA request.

He has to follow the agency directive even if my request is denied meaning he does not accept the doctor's recommendations.

Re: Draft RA Email to BOSS....Comments welcome

RollTide2008 — Mon, 25 Feb 2019 03:37:18 GMT

It comes across as hostile. Shouldn’t your HR department be drafting your RA?

Re: Draft RA Email to BOSS....Comments welcome

qbetzforreal — Mon, 25 Feb 2019 03:40:33 GMT

Edit out detailed medical information and the questions about his comments. Just let him know you will be follow what was approved by RA.

Re: Draft RA Email to BOSS....Comments welcome

GCR18 — Mon, 25 Feb 2019 04:20:56 GMT

I think the email will close the door to getting along better with your boss. If the email is the route you want to go, send it. It covers all aspects of the topic.

Re: Draft RA Email to BOSS....Comments welcome

NYC Susan — Mon, 25 Feb 2019 04:51:03 GMT

@qbetzforreal wrote:
Edit out detailed medical information and the questions about his comments. Just let him know you will be follow what was approved by RA.

I agree. It's much too long, and needs to be more on point.

There's no need for medical information. It adds a personal component that's not necessary, and it alters the tone you want to convey. This should be short, and you should say as little as possible. Don't open to the door to any further issues or complications. And if you ramble too much, he'll have trouble figuring out what you're trying to say. Keep it very brief so your main point is crystal clear.

I like to start and close letters such as these in a cordial manner, with my concerns (or criticisms or whatever) in the middle.

(I also agree with those who have said this is an HR issue. Maybe there's no HR Dept? If there is, then they're the ones who should be taking care of this. When I went on FMLA a few years ago, everything was done thru HR. My boss at the time was completely uninvolved, and I believe that's the way it's supposed to be.)

Re: Draft RA Email to BOSS....Comments welcome

Lucky Charm — Mon, 25 Feb 2019 17:04:51 GMT

Several *red* flags.....

This post....First paragraph....2nd sentence....

"I have tried to be pleasant as I have to continue to work with him everyday until I find another job.

The original thread you started, you mentioned in a *sidenote* about another lady in the office "who they LIKE and they are allowing her to telework more days".

Do you feel *they* don't like you?

How much harder would it be for you to schedule your PT on your days you don't have to commute to work, since that's one of the issues your doctor signed off for you (commuting)?

It was inappropriate for the boss to mention to you--employees abusing work at home privileges, perhaps it was just a word of caution? (It can and does happen, unfortunately.)

Will be interested to see how this all turns out.

Re: Draft RA Email to BOSS....Comments welcome

Pook — Mon, 25 Feb 2019 14:59:04 GMT

@Happiness Is Inside JOB I would not send that email. I have been a union steward as well as a supervisor so I see it from all sides as not a good move. As others stated it comes across as hostile and you suspecting him of something and will not help you in the future if you continue to work there. I would send him a short email saying you will continue with HR's plan and then contact HR for further instructions on implementation. They might say you need to speak with your supervisor and at that point I would request a meeting with HR and explain that you were unsure of implementation after speaking with him and need clarification.

Tread carefully because statistically many "reasonable " accommodations requests are not really necessary and are just employees wanting special privileges and many doctors will fill out the forms the way the patient requests. Then management can require further documentation if they feel you are creating issues and that email could start that especially if the supervisor is well liked by management. They could require you to provide documentation that there is no therapy you could attend after work hours, etc.