Accommodating Employees with
Intellectual Disabilities
Melanie Whetzel, Lead Consultant
Cognitive/Neurological Team
JAN is a service of the U.S. Department of Labor’s
Office of Disability Employment Policy.
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Intellectual Disabilities
Agenda
 About Intellectual Disabilities
 Situations and Solutions
 Job Accommodations
 Q&A
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Intellectual Disabilities
ADAAA and Intellectual / Cognitive Disabilities
There are some impairments that will virtually
always constitute a disability because they
substantially limit brain function. An
intellectual / cognitive disability is one of them
because of limitations in the functions of
learning, reading, and thinking.
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Intellectual Disabilities
Accommodations for Limitations in
 Cognitive Abilities
 Motor Abilities
 Social Abilities
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Intellectual Disabilities
Accommodations for Limitations in
Cognitive Abilities
 Reading
 Writing
 Memory
 Performing Calculations
 Organization
 Time Management/Performing or Completing
Tasks
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Intellectual Disabilities
Situation: A bus garage employee who had
difficulty reading, but had excellent listening
comprehension skills often missed
instructions and important announcements
that were sent via e-mail.
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Intellectual Disabilities
Reading
Depending on cognitive abilities, people with Intellectual
Disabilities may not be able to read information in the
work environment.
 Provide pictures, symbols, or diagrams instead of
words
 Read written information to employee
 Provide written information on audiotape
 Use voice output on computer
 Use line guide to identify or highlight one line of text
at a time
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Intellectual Disabilities
Solution: The employee was provided with
screen-reading software that allowed him to
listen to the e-mails that he received. His
performance greatly improved, as well as his
attendance at meetings and gatherings.
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Intellectual Disabilities
Situation: A janitorial
employee is unable to write
well and accurately document
the work she completed
because the form the
employer required her to use
necessitated writing out the
tasks she completed. Her
documentation made it
appear as if she did nothing
during her shift.
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Intellectual Disabilities
Writing
Depending on cognitive abilities, people with Intellectual
Disabilities may not be able to write, spell, sign
documents, or otherwise communicate through
written word.
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Provide templates or forms to prompt information
requested
Allow verbal response instead of written response
Allow typed response instead of written response
Use voice input on computer
Use spell-check on computer
Use a scribe to write the employee’s response
Provide ample space on forms requiring written response
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Intellectual Disabilities
Solution: The employer accommodated the
employee by making a change to the form she
used so that she had the same opportunity as
others to document the work she completed.
Her form included pictures of the tasks that
only required her to check off each one as it
was completed.
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Intellectual Disabilities
Situation: A grocery store stocker was having
difficulty remembering what tasks to return to
when he was interrupted by customers asking
for assistance or when he was called to
another task such as cleaning up a spill
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Intellectual Disabilities
Memory
People with Intellectual Disabilities may have memory
deficits due to the cognitive inability to retain
information, auditory processing difficulties, or
congenital hearing impairments.
 Use voice-activated recorder to record verbal
instructions
 Provide written information
 Provide checklists
 Prompt employee with verbal cues (reminders)
 Post written or pictorial instructions on frequentlyused machines
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Intellectual Disabilities
Solution: The stocking clerk was given a small
voice recorder that he kept in his pocket.
When the current task he was engaged in was
interrupted, he would record exactly what he
was doing and where he was so that he could
return to the task.
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Intellectual Disabilities
Situation: A baker’s assistant is unable to
count to twelve when filling a baking sheet
with cookie dough.
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Intellectual Disabilities
Performing Calculations
Depending on cognitive abilities, people with Intellectual Disabilities
may not be able to count, tally, measure, or track due to an
inability to “do math” or perform calculations. involving numbers.
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Allow use of calculator
 Large-display calculator
 Talking calculator
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Use counter or ticker
Make pre-counted or pre-measured poster or jig
Provide talking tape measure
Use liquid level indicators
Mark the measuring cup with a “fill to here” line
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Intellectual Disabilities
Solution: A plastic template that fit the baking
sheet was created with twelve holes in which
to place the cookie dough. Once the holes
are filled, the assistant removed the template
and baked twelve cookies each time.
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Intellectual Disabilities
Situation: An office worker
at an elementary school
was responsible for
receiving copy orders and
providing the completed
copies to teachers within
two days. He was unable
to complete the
handwritten orders on time
with no organizational
system.
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Intellectual Disabilities
Organization
People with Intellectual Disabilities may be disorganized due to an
inability to retain information and/or an inability to transfer or
apply skills in different work environments.
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Minimize clutter
Color-code items or resources
Provide A-B-C chart
Provide 1-2-3 chart
Divide large tasks into multiple smaller tasks
Avoid re-organization of workspace
Label items or resources
 Use symbols instead of words
 Use print labels instead of hand-written labels
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Intellectual Disabilities
Solution: The school secretary provided a
typed form that required the teachers to
supply a uniform amount/type of information,
while at the same time setting up daily labeled
baskets that the teachers placed their orders
and materials in. The baskets allowed the
employee to see which orders needed to be
done first, allowing the copy orders to be
completed in the two-day time frame.
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Intellectual Disabilities
Situation: A mail clerk had difficulty
remembering to go for his second mail
collection run when he was involved in other
tasks.
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Intellectual Disabilities
Time Management/Performing or Completing Tasks
People with Intellectual Disabilities may have limitations in adaptive
skills, such as self-initiating tasks.
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Provide verbal prompts (reminders)
Provide written or symbolic reminders
Use alarm watch or beeper
Use jig for assembly to increase productivity
Arrange materials in order of use
Use task list with numbers or symbols
Avoid isolated workstations
Provide space for job coach
Provide additional training or retraining as needed
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Intellectual Disabilities
Solution: The mail clerk was provided with a
watch that had a timer set for when he
needed to start his run. The watch vibrated to
alert him it was time to go.
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Intellectual Disabilities
Accommodations for Limitations in Motor
Abilities
 Using Computer
 Using Telephone
 Accessing Workspace
 Handling or Grasping Objects
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Intellectual Disabilities
Situation: An activities aide in an extended
living facility had difficulty writing
documentation in the daily log for the groups
she assisted.
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Intellectual Disabilities
Using Computer:
People with Intellectual Disabilities might have difficulty using the
computer. This may be due to manual dexterity deficits, spasticity
or rigidity, paralysis, or birth defects involving the fingers, hands,
or arms.
 Use key guard
 Use alternative input devices
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speech recognition
speech output
trackball
joystick
touchscreen
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Intellectual Disabilities
Solution: The aide was
provided speech to text
software that allowed
her to dictate her notes
from a computer, print
them out, and then
place them in the log /
binder.
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Intellectual Disabilities
Situation: A maintenance worker had difficulty
reading commonly called phone numbers
from a chart, then dialing the numbers
correctly.
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Intellectual Disabilities
Using Telephone:
People with Intellectual Disabilities might have difficulty
using the telephone. This may be due to manual
dexterity deficits, spasticity or rigidity, paralysis, or
birth defects involving the fingers, hands, or arms.
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Use large-button phone
Use phone with universal symbols (fire, police, doctor)
Use phone with speed-dial, clearly labeled
Use receiver holder
Use headset
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Intellectual Disabilities
Solution: The employee was provided a large
button phone that allowed for photos to be
inserted in place of the numbers. The phone
numbers were programmed in, so the
employee only had to press the button with
the photo of the person he was calling for the
call to go through.
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Intellectual Disabilities
Situation: A parts sorter in a distribution center
had difficulty standing for his shift with only a
thirty-minute lunch and short afternoon break.
His work became sloppy in the afternoons due
to his fatigue.
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Intellectual Disabilities
Accessing Workspace:
People with Intellectual Disabilities may have difficulty
accessing the workspace. This may be due to muscle
weakness or fatigue, an inability to stand for long
periods of time, inability to walk long distances,
inability to reach items, or an inability to carry/move
heavy objects.
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Place anti-fatigue mats at workstation
Use motorized scooter
Use stools at workstations
Move items within reach
Provide frequent rest breaks
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Intellectual Disabilities
Solution: The employee was
provided with a both an antifatigue mat to help his back
and legs and a stand/lean
stool that allowed him the
ability to work in an upright
position while his weight
rested on the padded seat.
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Intellectual Disabilities
Situation: A production worker had difficulty
grasping a plastic bottle to accurately apply an
adhesive label.
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Intellectual Disabilities
Handling or Grasping Objects:
People with Intellectual Disabilities might have
difficulty handling or grasping objects. This
might be due to an inability to pinch or grip,
inability to maintain a steady hand, muscle
weakness, or joint pain.
 Use ergonomic tools, handle build-ups, or
other tool adaptations
 Use orthopedic writing aids
 Use grip aids
 Use jig or brace
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Intellectual Disabilities
Solution: JAN suggested making a wooden jig,
which secured the bottle, thus allowing the
employee to use both hands when applying
the label.
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Intellectual Disabilities
Accommodations for Limitations in Social
Abilities
 Emotional Support
 Interacting with Co-Workers
 Working Effectively with Supervisors
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Intellectual Disabilities
Situation: A new employee
who had passed the
probationary period with
flying colors was now
experiencing the gradual
withdrawal of the job
coach who had been
instrumental in the
employee’s success. The
supervisor was seeing a
few issues resurface.
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Intellectual Disabilities
Emotional Support:
People with Intellectual Disabilities may have
limitations in adaptive skills including
communication, and understanding emotions and
social cues.
 Give positive feedback
 Use visual performance charts
 Provide tangible rewards
 Use co-workers as mentors
 Use Employee Assistance Program (EAP)
 Provide job coach
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Intellectual Disabilities
Solution: The employer recruited a co-worker
that had formed a positive relationship with
the new employee to function as a natural
support to the employee after the job coach
was gone, providing the same type of support.
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Intellectual Disabilities
Situation: An employee
who had difficulty making
and sustaining eye contact
had the habit of sliding his
eyes down to co-workers’
chest area when he was
conversing with them.
Female co-workers felt this
was highly inappropriate.
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Intellectual Disabilities
Interacting with Co-Workers:
People with Intellectual Disabilities may have limitations
in adaptive skills and exhibiting appropriate social
skills like communicating and cooperating with others
and maintaining interpersonal relationships.
 Provide sensitivity training (disability awareness) to
all employees
 Use role-play scenarios to demonstrate appropriate
behavior in workplace
 Use training videos to demonstrate appropriate
behavior in workplace
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Intellectual Disabilities
Interacting with Co-Workers (cont.):
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Model appropriate social skills
 Where to eat at work
 When to eat at work
 When to hug other co-workers
 How to pay for coffee
 What to do if you are mad
 Who to ask for help
 When to leave your workstation
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Intellectual Disabilities
Solution: The employee was provided a
mentor, someone whom he felt comfortable
with to help guide him with personal/social
skills. They worked on practicing the skill of
looking at an alternative location near the coworker’s ear when the employee couldn’t
maintain eye contact while talking to coworkers.
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Intellectual Disabilities
Situation: An employee
who was having difficulty
performing her job
functions, even right after
her manager had given
her instructions called
JAN for suggestion on
communication
strategies.
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Intellectual Disabilities
Working Effectively with Supervisors:
People with Intellectual Disabilities may have limitations
in adaptive skills in areas such as communication,
interpersonal relationships, and problem-solving.
 Communicate one-to-one with employee
 Deal with problems as they arise
 Keep job coach informed
 Train supervisors on communication etiquette
 Discuss disciplinary procedures
 Monitor effectiveness of accommodations currently
provided
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Intellectual Disabilities
Solution: JAN suggested strategies for
communication that included speaking more
slowly, using clear short sentences, and
asking the employee to repeat back the
information to help determine if she has
understood.
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Intellectual Disabilities
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Intellectual Disabilities
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Intellectual Disabilities
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Intellectual Disabilities
Questions
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Intellectual Disabilities
Contact
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(800)526-7234 (V) & (877)781-9403 (TTY)
AskJAN.org & jan@askjan.org
(304)216-8189 via Text
janconsultants via Skype
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