Reasonable Accommodation Process

Initial Request for Reasonable Accommodation

1. Participant completes the Request for Reasonable Accommodation Form and submits it along with supporting documentation/verification of the need for the reasonable accommodation to their Residential Coordinator.

• Acceptable forms of supporting documentation/verification of need include:
  • DOH Verification of Need Form completed by a knowledgeable professional.
  • A letter from a knowledgeable professional.
  • A prescription completed by a medical professional indicating need.
  • If applicable, additional documentation for specific reasonable accommodations including: Rent
  • Reasonableness Certification, Request for Live-in Aide, and Request to Rent from Relative.

2. The Residential Coordinator will send the Request for Reasonable Accommodation Form and all supporting documentation to the DOH SPOC.
3. The DOH SPOC will review the request and the submitted documentation. If the request is verifiable without the need for additional information, DOH can approve the request. If the Reasonable Accommodation request is approved, DOH will indicate this in the Hot List in Elite, including effective date. DOH will also send an email to the Residential Coordinator instructing them to send an approval letter to the program participant and instructing them to complete an interim action, if necessary.
4. If the request is not immediately verifiable and requires further review, DOH will work with the Residential Coordinator to obtain additional information or assist the Coordinator in beginning the interactive process with the participant.
5. If DOH denies a reasonable accommodation request, a denial letter will be sent to the participant from DOH (a copy will be sent to the agency) and the denial will be indicated in the Hot List in Elite.

Exception Payment Standard Requests (HCV, SHV and PSH only)

1. The Residential Coordinator submits the following documents to their SPOC:

• RA paperwork
• Completed hand calculated 50058
• RFTA for requested unit
• Completed utility allowance sheet
• Completed Rent Reasonableness form

2. DOH will review and respond to this request within 10 calendar days.
3. If the Exception Payment Standard is approved DOH will mail an approval letter to the participant and enter the approval in the Elite Hot List. SPOC will email copy of the letter to the agency.
4. If the Exception Payment Standard is denied DOH will mail a denial letter to the participant and enter the denial in the Elite Hot List. SPOC will email copy of the letter to the agency.
5. Reasonable Accommodation Exception Payment Standards are not recalculated on a yearly basis. If a participant is requesting a new Exception Payment Standard they will need to complete a new Reasonable Accommodation.

Approval of Existing Accommodations at Annual Reexamination or Move

1. Residential Coordinator completes the Verification of Continued Need of Reasonable Accommodation Form by listing all reasonable accommodations currently approved for the participant. The participant signs the form verifying that they continue to need the accommodation. There is no need to re-verify the need unless there has been a known change or the participant reports that they no longer need the accommodation.
2. DOH will update the Hot List in Elite with the new approval including date.