Showing posts with label Disabilities. Show all posts
Showing posts with label Disabilities. Show all posts

Wednesday, October 6, 2021

EMPLOYMENT LAW QUARTERLY | Volume XXIII, Issue ii

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Employers, OSHA’s Emergency Temporary Standard is Coming. Are You Ready?

By David R. Vance*

The Biden Administration recently announced that it directed the Occupational Safety and Health Administration (“OSHA”) to issue an Emergency Temporary Standard (“ETS”) requiring employers to have their employees test negative for COVID-19 each week or get vaccinated. The ETS applies to employers with 100 or more employees. For additional information about the ETS, please see Zashin & Rich’s alert available here. This article provides helpful information for employers that intend to require weekly testing, as compared to mandating the vaccine. Employers with mandatory COVID-19 vaccination policies should also require testing for employees who are exempt from their mandatory vaccination policy based on a medical reason or a sincerely held religious belief.

Depending on the size of your workforce and its level of vaccination, weekly testing can present a significant administrative burden that requires additional staff or the reshuffling of job duties. In addition to creating a weekly testing infrastructure and possibly hiring new employees, additional employer testing considerations include when employees will test, how will employees report their test results, how will employers store the test results, should employers pay employees for the time it takes to test, where will employees test, etc.

While the ETS likely will address some of these questions, the government already has addressed some. For example, the Department of Labor has stated that the Fair Labor Standards Act requires employers to pay employees for employer mandated testing, particularly when such testing occurs during the employee’s normal workday. Employers also likely must compensate non-exempt employees for mandatory tests occurring outside normal work hours. The time involved with taking a COVID-19 test, including the time it takes to receive the test results, varies widely based on the type of test. Since employers should pay employees for testing time, employers will want to limit the time spent testing to the greatest extent possible.

For most employers, the most efficient and cost-effective testing method is rapid antigen testing completed at the employer’s location. Most antigen tests are easy to administer, can detect the presence of COVID-19 in just 15 minutes, and numerous companies provide them.

The COVID-19 pandemic has resulted in significant growth in the rapid test industry. The expected testing requirement under the ETS works similarly to requiring attendees at concerts or sporting events to test negative for COVID-19 before entering such events. Companies like KOACORE (www.koacore.com) have handled many of these types of events and can provide the rapid antigen tests and other testing solutions.

Unfortunately, rapid tests remain increasingly difficult to obtain. Once OSHA issues its ETS, they likely will become even more difficult to obtain. Employers that intend to allow employees to test weekly, as compared to mandating the vaccine, should begin discussions with third party providers (like KOACORE) to ensure they have tests readily available when the ETS takes effect.

We expect legal challenges to OSHA’s ETS. While it is difficult to discern the outcome of any such challenges, OSHA may have a difficult time proving the need for the emergency temporary standard. Regardless, employers should plan as if the ETS will take effect. By controlling the method of testing, employers can control the associated costs and timing of such testing. Doing so also avoids constant employee questions relative to testing locations, types of approved tests, and delayed PCR test results, among other questions.

As with all things COVID-19 related, a number of moving parts exist and employers should contact counsel to evaluate their options and intended plans of action.

*David R. Vance, an OSBA Certified Specialist in Labor and Employment Law, regularly advises clients on labor and employment matters. If you have questions regarding COVID-19’s continued impact on the workplace or other employment matters, please contact David at drv@zrlaw.com or (216) 696-4441.

NLRB: Vague “Savings Clause” Fails to Salvage Overbroad Arbitration Agreement

By Scott H. DeHart*

Arbitration is a popular alternative to litigating employment disputes in court and for good reason: arbitration has many distinct advantages that may include lower costs, quicker results, simpler procedures, and greater confidentiality. Arbitration’s favored status with employers received a major boost in 2018, when the U.S. Supreme Court issued its decision in Epic Systems Corp. v. Lewis, 584 U.S. ___, 138 S. Ct. 1612 (2018). In Epic Systems, the Court held arbitration agreements containing class action (or collective action) waivers - and which require that employment disputes resolve by individualized arbitration – do not violate the National Labor Relations Act (“NLRA”) and are enforceable under the Federal Arbitration Act (“FAA”).

Surely with such a ringing endorsement of mandatory employment arbitration agreements from the nation’s top Court, employers could expect little scrutiny of such policies by the National Labor Relations Board (“Board”) right? Unfortunately, as illustrated by a recent Board decision, the Board did not read Epic Systems to allow employers to run roughshod over employees’ collective-bargaining rights.

In Brinker Int’l Payroll Company L.P., 370 NLRB No. 137 (June 11, 2021), the Board found that a company had committed an unfair labor practice (“ULP”) by compelling its employees to sign a mandatory arbitration agreement that unlawfully restricted the employees’ access to the Board and its processes. Although the company attempted to narrow the scope of its policy with a “savings clause,” the Board found that the savings language did not salvage the company’s unlawful policy.

Since at least 2013, Brinker required its employees (as a condition of their employment) to sign an agreement that required “binding arbitration” of “all disputes involving legally-protected rights (e.g., local, state and federal statutory, contractual or common law right(s)) regardless of whether the statute was enacted or common law doctrine was recognized at the time this agreement was signed.” In 2015, the Board held that Brinker’s policy violated the NLRA. Applying the labor law precedents at that time, the Board found unlawful Brinker’s policy because it required employees to waive their right to pursue class and collective actions in any forum. The Board also found the policy unlawful because it restricted employees’ rights to file ULP charges with the Board. The Board sought enforcement of its ruling against Brinker in the U.S Court of Appeals for the Fifth Circuit. That case remained pending in 2018 when the U.S. Supreme Court issued its decision in Epic Systems. Based on the Supreme Court’s decision, the Fifth Circuit denied enforcement of the Board’s order and returned the case to the Board for additional proceedings.

Taking up Brinker’s arbitration policy for a second time, the Board explained that the FAA’s mandate (to enforce arbitration agreements) is not absolute – it can be overridden by a contrary command from Congress. The Board’s power and responsibility to prevent ULPs is one such command – in other words, “the FAA does not authorize the maintenance or enforcement of [arbitration] agreements that interfere with the right to file charges with the Board.” Brinker, 370 NLRB No. 137, Slip op. at *2. The Board explained that an arbitration agreement that expressly prohibits an employee from filing ULP is unlawful. However, the inquiry does not stop there. The Board established a balancing test in Boeing, 365 NLRB No. 154 (2017) to evaluate whether employer policies pass muster under the NLRA. Under Boeing, some policies are always lawful to maintain (Category #1), others are always unlawful to maintain (Category #3), and others require individual scrutiny by the Board (Category #2).

The Board considered the language of Brinker’s policy and found that it made arbitration the “exclusive forum for resolving all disputes” with Brinker’s employees, which would include claims brought under the NLRA. Because this language restricted employees’ access to the Board, the Board found Brinker’s policy unlawful.

“But wait!” responded Brinker – the mandatory arbitration agreement had a “savings clause” that told employees that the agreement “does not limit an employee’s ability to complete any external administrative remedy (such as with the EEOC).” Surely this would stop employees from wrongly interpreting the policy as a restriction on their right to file ULP charges? Not quite, according to the Board.

Yes, employers might salvage an otherwise overbroad arbitration agreement with a “savings clause” stating that employees “retain the right to file charges with the Board, even if the agreement otherwise includes claims arising under the [NLRA] and within its scope.” But the savings language must explicitly inform employees that they retain the right to file charges and to access the processes of administrative agencies (even if “the Board” or “the NLRB” is not named specifically). Brinker’s “savings clause” made a reference to an “administrative remedy,” but it named the Equal Employment Opportunity Commission (“EEOC”) and not the NLRB. This reference to the EEOC, a “competing” federal agency according to the Board, canceled out any benefits that the savings clause might have had to “safeguard employees’ right to file [ULP]” charges. The Board assigned Brinker’s agreement to Boeing “Category #3” (always unlawful) and ordered Brinker to rescind its arbitration agreements.

Brinker is a cautionary tale about the importance of careful, clear, and explicit drafting and misplaced reliance on “savings” clauses. The lesson applies not only to companies with mandatory arbitration agreements, but any company that maintains employee handbooks or other various policies. A “savings clause” can shape the interpretation (and enforceability) of an arbitration agreement or other policies, but employers should not haphazardly or vaguely write them. The savings clause should adequately safeguard employees’ NLRB rights. Sometimes employers do not want to mention in their documents anything that might invite or inspire employees to consider organizing – for example, specific references to “Section 7” or “collective bargaining” rights or the “NLRB” or “unfair labor practices.” However, the Brinker decision reminds employers that if their language remains too vague, then they might invite scrutiny from the NLRB.

*Scott H. DeHart, a member of the firm’s Columbus office, regularly advises clients on labor and employment matters, including issues relating to arbitration agreements and employee handbooks. If you have questions about the NLRB’s Brinker decision or other employment related issues, please contact Scott at shd@zrlaw.com or (614) 224-4411.

In it for the Long Haul: Long COVID and Reasonable Accommodations

By Marcus A. Pringle*

The COVID-19 pandemic continues to present employers with a multitude of practical and legal issues impacting their workforces. One such issue revolves around employees suffering from long-term effects of COVID-19, i.e., Post-Acute COVID-19 Syndrome or “long COVID,” and whether an employer must provide these employees with reasonable accommodations under the Americans with Disabilities Act (“ADA”).

Under the ADA, a covered “disability” includes a physical or mental impairment that substantially limits a major life activity. Employers cannot discriminate against individuals with disabilities and have a duty to reasonably accommodate employees/applicants with disabilities, unless doing so creates an undue hardship. A reasonable accommodation is a change or adjustment to a job or work environment that permits a person with a disability to perform their job. For example, reasonable accommodations can include a modified work schedule or leave, reassignment, or providing/modifying equipment to aid the employee.

According to the Centers for Disease Control and Prevention, individuals suffering from long COVID experience “a wide range of new, returning, or ongoing health problems . . . four or more weeks after first being infected,” including, but not limited to: difficulty breathing or shortness of breath; tiredness or fatigue; worsening symptoms after physical or mental activities; difficulty thinking or concentrating; chest or stomach pain; headaches; and dizziness. Furthermore, COVID-19 can cause long-term damage to organs including the heart, lungs, and brain.

In July, the Department of Health and Human Services (“HHS”) and the Department of Justice (“DOJ”) jointly issued guidance (available here) addressing long COVID as a disability under the ADA and related statutes. The guidance does not address Title I of the ADA, which covers private employers, and states that “employment is outside of the scope of this guidance document.” However, the guidance still provides information on how government agencies and courts may apply the ADA with respect to employees suffering from long COVID.

In the joint guidance, HHS and the DOJ state that long COVID can meet the definition of a disability under the ADA. In making this determination, an individualized assessment is necessary, i.e., whether a particular person’s symptoms substantially limit a major life activity. The guidance provides the following as examples:

  • “A person with long COVID who has lung damage that causes shortness of breath, fatigue, and related effects is substantially limited in respiratory function, among other major life activities.”
  • “A person with long COVID who has symptoms of intestinal pain, vomiting, and nausea that have lingered for months is substantially limited in gastrointestinal function, among other major life activities.”
  • “A person with long COVID who experiences memory lapses and ‘brain fog’ is substantially limited in brain function, concentrating, and/or thinking.”

The guidance also advises that individuals suffering from long COVID may be entitled to reasonable accommodations. While it does not address employment-related accommodations, the guidance provides examples in other contexts, including allowing a student additional time to take a test on account of difficulties with concentrating and allowing a service animal to accompany an individual experiencing dizziness.

In light of the HHS/DOJ’s guidance, it is possible that the U.S. Equal Opportunity Commission and courts may take a similar approach with respect to the ADA and long COVID. As such, employers should consider whether long COVID may trigger the ADA’s (and similar state laws’) protections and requirements, including providing employees with reasonable accommodations. As the ADA requires an individualized approach, employers should contact counsel with questions regarding whether an employee with symptoms of long COVID may qualify as disabled and the types of accommodations that they may have to provide.

*Marcus A. Pringle practices in all areas of labor and employment law. For more information about the HHS/DOJ’s long COVID guidance or questions about the ADA and reasonable accommodations in general, please contact Marcus at map@zrlaw.com or (216) 696-4441.

EEOC Releases New Resources on the Workplace Rights of LGBTQ+ Employees

By Jantzen D. Mace*

In June, to honor Pride Month and the anniversary of the U.S. Supreme Court’s ruling in Bostock v. Clayton County, the EEOC released new resources to educate employees, applicants, and employers about the rights of all employees to remain free from sexual orientation and gender identity discrimination in employment. The EEOC released the new resources online which include a new landing page and a new technical assistance document titled: “Protections Against Employment Discrimination Based on Sexual Orientation and Gender Identity.” The EEOC confirmed that these resources rely on previously voted positions adopted by the Commission and do not represent a change in EEOC policy.

The EEOC’s new landing page consolidates information and resources regarding the scope of protections against sexual orientation and gender identity discrimination in the workplace. The page also contains information about harassment, retaliation, and how to file a charge of discrimination with the EEOC. Additional resources include links to EEOC statistics and updated fact sheets about recent EEOC litigation and federal sector decisions regarding sexual orientation and gender identity discrimination.

The technical assistance document, accessible through the new landing page, contains a series of questions and answers which should help the public understand the Bostock decision and the EEOC’s positions on the laws that the agency enforces. The Q&As address issues concerning Title VII coverage of employers, employees, and types of discriminatory actions that may fall under the statute’s protections, as well as issues more closely related to discrimination based on sexual orientation and gender identity.

Employers should take note of the following points raised by the Q&As:
̶ Workplace Attire. Covered employers may not require a transgender employee to dress in accordance with the employee’s sex assigned at birth. Prohibiting an employee from dressing or presenting themselves consistent with that person’s gender identity constitutes sex discrimination.

̶ Bathrooms, Locker Rooms, and Showers. Employers may have separate, sex-segregated bathrooms, locker rooms, and showers for men and women, or may choose to have unisex or single-use bathrooms, locker rooms, and showers. Where an employer has separate bathrooms, locker rooms, or showers for men and women, employers should allow transgender individuals to use the facilities of the gender with which they identify.

̶ Pronouns and Names. The use of pronouns or names that are inconsistent with an individual’s gender identity may amount to harassment, which includes unwelcome conduct that is based on gender identity. To be unlawful, the conduct must be “severe or pervasive” when considered along with all other unwelcome conduct based on the individual’s sex (which includes gender identity), such that the conduct creates a work environment that a reasonable person would consider intimidating, hostile, or offensive. Though accidental misuse of a transgender employee’s preferred name or pronouns does not violate Title VII, intentional and repeated use of that individual’s wrong name or pronouns could contribute to an unlawful hostile work environment.
The new landing page and technical assistance document are part of the EEOC’s effort to ensure that the public can find accessible, plain language materials in a convenient location on the EEOC’s website. “All people, regardless of sexual orientation and gender identity, deserve an opportunity to work in an environment free from harassment or other discrimination,” EEOC Chair Charlotte A. Burrows said. “The new information will make it easier for people to understand their rights and responsibilities related to discrimination based on sexual orientation and gender identity.” They also provide a good resource for employers hoping to address these topics.

The new landing page can be accessed at the following link: https://www.eeoc.gov/sexual-orientation-and-gender-identity-sogi-discrimination.

*Jantzen D. Mace, a member of the firm’s Columbus office, practices in all areas of labor and employment law. For more information about these resources or the rights of LGBTQ+ employees, please contact Jantzen at jdm@zrlaw.com or (614) 224-4411.

Safer Federal Workforce Task Force Issues COVID-19 Workplace Safety Guidance for Federal Contractors and Subcontractors

*By Scott Coghlan

On September 9, 2021, the Biden Administration announced a six-point COVID-19 Action Plan to combat the coronavirus. The Action Plan directed the Occupational Safety and Health Administration (OSHA) to issue an Emergency Temporary Standard (ETS) applicable to private employers with 100+ employees that will mandate full vaccinated status or weekly negative COVID-19 tests for such employees. OSHA has not issued the ETS and the Action Plan did not set a deadline for the issuance of the ETS.

On that same date, President Biden issued an Executive Order directing the White House’s Safer Federal Workforce Task Force (Task Force) to issue new guidance (Guidance) regarding vaccination requirements and other COVID-19 safety measures for federal contractors and subcontractors. On September 24, 2021, the Task Force published its COVID-19 safety protocols. The Guidance imposes three primary requirements on federal contractors and subcontractors:
  1. Employees of covered contractors must be fully vaccinated, except for those that are legally entitled to an accommodation;
  2. Covered contractor workplaces must require masks and physical distancing for all employees, visitors and others; and,
  3. Covered contractors must designate a person to coordinate COVID-19 workplace safety efforts at covered contractor workplaces.

Which Federal Contracts Are Subject to the Guidance?

The following delineates the contracts or contract-like instruments entered into with the Federal Government subject to the Guidance:
  • For services, construction or a leasehold interest in real property;
  • For services covered by the Service Contract Act;
  • For concessions, including any concessions contract excluded by Department of Labor regulations; or
  • Entered into with the Federal Government in connection with Federal property or land and related to offering services for Federal employees, their dependents or the general public.
The Guidance does not apply to grants, contracts under the Indian Self-Determination and Education Assistance Act, under certain values set forth in the Federal Acquisition Regulation or subcontracts that relate solely to for the provision of products. Notably, the Guidance also does not apply to covered contractor employees who only perform work outside of the United States.

The Executive Order requires that contracts contain a clause that specifies that the contractor or subcontractor shall comply with all guidance for contractor and subcontractor work locations published by the Task Force. The prime contractor must include this clause in contracts with first-tier subcontractors and subcontractors must ensure that the clause exists with lower tier subcontracts.

When Do the Guidance Requirements Go Into Effect?

For contracts awarded before October 15, 2021, the requirements must become part of the contract when an option is exercised or an extension is made. Between October 15 and November 14, 2021, federal agencies must include the requirements in the solicitation documents. From November 14, 2021 forward, the requirements must be made part of any new contract.

Important Definitions

The Guidance has many defined terms, but those of primary importance are:
  • A covered contractor – means “a prime contractor or subcontractor at any tier who is a party to a covered contract.”
  • A covered contractor employee – means “any full-time or part-time employee of a covered contractor working on or in connection with a covered contract or working at a covered contractor workplace” and “includes employees of covered contractors who are not themselves working on or in connection with a covered contract.” The phrase “in connection with” refers to employees who perform tasks necessary to perform the contract but are not directly engaged in performing the actual work such as human resources and billing personnel.
  • A covered contractor workplace – means “a location controlled by a covered contractor at which any employee of a covered contractor is working on or in connection with a covered contract is likely to be present during the performance for a covered contract” but “does not include a covered contractor employee’s residence.”

The Primary Requirements Imposed on Federal Contractors and Subcontractors

Vaccination

The Guidance requires fully vaccinated covered contractor employees by December 8, 2021 unless they are legally entitled to an accommodation due to a medical condition or sincerely held religious belief, practice or observance. After that date, all such employees must be fully vaccinated by the first day of the performance of a newly awarded covered contract. This includes employees that have already had COVID-19 and employees working remotely from home. The Guidance also provides for an “urgent, mission-critical” exception if a federal agency requires covered contractor employees to commence work before becoming fully vaccinated. In that case, the covered contractor must ensure that the employees are fully vaccinated within 60 days of their beginning work on the contract.

Covered contractors are not required to provide vaccines to their employees nor are they required to pay employees for their time and expense for getting vaccinated (Note: This differs from the forthcoming OSHA ETS which will require employers to provide employees with paid leave to get vaccinated and to recover from vaccine side effects). However, covered contractors must verify each employee’s vaccination status by having the employee show or provide one of the following documents (a digital copy such as PDF, digital photograph or scanned image is acceptable):
  • A copy of the immunization record from a health care provider or pharmacy
  • A copy of the COVID-19 Vaccination Record Card
  • A copy of medical records documenting the vaccination
  • A copy of immunization records from a public health or State immunization information system or
  • A copy of any other official documentation verifying vaccination that states the vaccine name, date(s) of administration of the vaccine and the name of the health care professional or clinic site that administered the vaccine

Mask and Social Distancing Requirements

Covered contractors must ensure that all individuals, including covered contractor employees and visitors, comply with published CDC guidance for masking and physical distancing at covered contractor workplaces. In areas of high or substantial community transmission, even fully vaccinated persons must mask indoors. In areas of low or moderate community transmission, fully vaccinated persons do not need to mask indoors. Regardless of transmission levels, fully vaccinated persons do not have to physically distance.

Consistent with CDC guidelines, covered contractors may provide exceptions to masking and/or physically distancing if an individual is alone in an enclosed office or while eating or drinking, if physical distancing is maintained. Similarly, if a workplace risk assessment determines that wearing a mask would create a safety risk, an exception to masking is permitted. Exceptions must be approved in writing by the person designated by the contractor to ensure compliance with the Guidance.

Covered contractors are required to check the CDC COVID-19 Data Tracker County View website at least weekly to determine the level of community transmission in all areas where they have a covered contractor workplace in order to determine the appropriate safety protocols. When the community transmission level rises from low or moderate to substantial or high, the contractor is instructed to put it place more protective safety protocols consistent with CDC guidelines. However, when the community transmission level is reduced from high or substantial to moderate or low, the level must remain at the lower level for at least two weeks before a contractor may implement safety protocols recommended for the lower community transmission rate.

Designation of a Person to Coordinate COVID-19 Safety Efforts

Covered contractors must designate one or more persons to ensure compliance with the Guidance and its workplace safety protocols. The designated persons must provide information on required COVID-19 safety protocols to covered contractor employees and all other individuals at a covered contractor workplace. Communication of these safety protocols may occur by email, websites, signage or other means in a readily understandable manner.

What About Work From Home Employees?

Individuals authorized to work from home under the covered contract must comply with the vaccination mandate. This is true even if the employee never works at a covered contractor workplace or Federal workplace during the performance of the contract. However, residences are not considered covered contractor workplaces so work from home employees do not have to comply with masking and physical distancing while in their residence.

Will Federal Contractors Have to Comply with OSHA’s Forthcoming ETS?

Yes. Covered contractors will need to comply with other workplace safety standards, including OSHA’s forthcoming ETS for employers with 100 or more employees.

What Should Employers Do Now?

Employers should consider taking the following steps now in order to follow the new Guidance:
  • Review existing contracts or current bids for solicitation to see if the Guidance applies to your contract, workplace and employees
  • Designate a company representative to implement the Guidance
  • Create a plan to obtain employee vaccination verification
  • Develop a protocol to ensure weekly review of the CDC COVID-19 Data Tracker County View and the manner in which updated transmission levels and safety protocols will be communicated to employees, visitors, vendors or others that are likely to be present at a covered employer workplace
  • Determine how medical and religious based vaccination and mask requirements accommodation requests will be processed and what accommodations are available
  • Ensure that you are prepared to amend existing contracts with lower tier subcontractors to include the mandatory clause requiring compliance with all guidance published by the Task Force

*Scott Coghlan chairs the firm’s Workers’ Compensation Group and regularly advises clients on all workers’ compensation and OSHA related matters. If you have a question about the Ohio BWC’s or OSHA’s response to COVID-19 or any other workers’ compensation or OSHA related questions, please contact Scott at sc@zrlaw.com or (216) 696-4441.

Z&R Shorts

Please join Z&R in welcoming Sarah Moore and Marcus Pringle to its Employment and Labor Groups


Sarah Moore has served both public and private sectors for over 25 years regarding labor and employment matters. Sarah has utilized traditional, modified, and IBB bargaining models in negotiations with unions that include AAUP, AFSCME, Cleveland Building Trades, CWA, IAFF, IBEW, FOP, NCF&O, OAPSE, OEA/NEA, OFT/AFT, OPBA, Laborers, SEIU, Steelworkers, Teamsters, and UAW. She regularly supports management with contract administration and handles arbitrations and factfinding proceedings. Sarah also litigates labor issues before state and federal courts (including injunctions and mandamus actions) and administrative agencies (ULPs and representation matters). Sarah advocates on employment matters in state and federal courts, including issues of benefits and pay, discrimination, harassment, restrictive covenants, as well as constitutional and contract-based claims. She has also litigated workers’ compensation appeals, negligence, and special education cases.

Marcus Pringle's practice encompasses all areas of employment and labor law. Marcus has experience defending against charges of discrimination and retaliation, sexual harassment, unfair labor practices, and workers’ compensation matters. Marcus earned his law degree from Cleveland-Marshall College of Law, where he was the Director of Operations for the Entertainment and Sports Law Association, Executive Assistant for the Great Lakes Sports and Entertainment Law Academy, and member of the Trial Advocacy Team. Marcus earned his B.S. in Broadcast Journalism from the Pennsylvania State University and is a graduate of Hudson High School.

Upcoming Speaking Engagements


October 14, 2021
Stephen Zashin presents “Trade Secret Boom: Key Trends in Non-Compete and Trade Secret Cases” with Justin Flamm at the Ohio State Bar Association’s 58th Annual Midwest Labor and Employment Law Seminar in Columbus, Ohio. Information regarding day one of the OSBA’s Midwest Seminar can be found here.

October 15, 2021
Sarah Moore presents “Technology Changing the Labor Law Practice: Negotiations, Mediations and Arbitrations” with Paul Unger, Daniel Zeiser, and R. Jessup Gage at the Ohio State Bar Association’s 58th Annual Midwest Labor and Employment Law Seminar in Columbus, Ohio. Information regarding day two of the OSBA’s Midwest Seminar can be found here.

Tuesday, June 27, 2017

EMPLOYMENT LAW QUARTERLY | Volume XIX, Issue i

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Akron United: The Rubber City Passes New Law to Combat Discrimination

By Emilie M. Carver*

On March 20, 2017, the City of Akron joined a growing list of Ohio cities with non-discrimination ordinances when Mayor Dan Horrigan signed Ordinance Number 82-2017 into law. The new law protects Akron residents and visitors against discrimination in employment, housing, and public accommodations, and creates the Akron Civil Rights Commission to hear complaints and enforce the new law. The Mayor and City Council “wish to affirm the dignity and worth of all people and provide certainty to the residents and visitors of Akron that unlawful discrimination will not be tolerated in this City.”

The new ordinance is structured similarly to Ohio’s statewide anti-discrimination law, but includes protected classes not covered by state (or federal) law. Akron’s ordinance, like Ohio law, prohibits discrimination based on a person’s age, race, color, religion, national origin, ancestry, disability, sex, and military status, but adds protections for creed, marital status, familial status, gender identity or expression, and sexual orientation. Akron’s law follows the trend set by Cincinnati, Cleveland, Columbus, Dayton, Toledo, and Youngstown, among other Ohio cities.

With respect to employment discrimination, Akron’s law applies to employers that regularly employ four or more individuals. Similar to Ohio law, Akron’s law also applies to “any person acting on behalf of an employer, directly or indirectly.” Attorneys representing employees may argue the law provides for individual supervisor liability.

The ordinance also establishes the Akron Civil Rights Commission, whose five members will be appointed by the Mayor and confirmed by the Akron City Council. The Commission will “aim to include a diverse set of members from classes of individuals protected from discrimination” by the new ordinance. Commission members must be residents of the City of Akron.

The Akron Civil Rights Commission will hear and investigate complaints brought by individuals who believe they have been discriminated against. A party must file a complaint with the Akron Civil Rights Commission within one year of the alleged discriminatory practice. The new ordinance does not limit the right to file complaints with other agencies, including the Ohio Civil Rights Commission and the Equal Employment Opportunity Commission. Notably, the Akron Civil Rights Commission is empowered to order some substantial remedies for discrimination: hiring, reinstatement, upgrading or promotion; back pay; compliance reporting; notice posting; damages for injury, humiliation, and embarrassment; costs; attorney fees; and civil penalties to the Akron Civil Rights Commission of up to $1,000.00 for each violation.

*Emilie M. Carver practices in all areas of employment and labor law. If you have questions regarding Akron’s new non‑discrimination ordinance, please contact Emilie (emc@zrlaw.com) at (216) 696-4441.




The Saga Continues: Sixth Circuit Rules Employment-Related Class Action Waivers In Arbitration Agreements Are Unenforceable

By Helena Oroz*

The U.S. Court of Appeals for the Sixth Circuit recently issued a much-anticipated decision that cracked the current class action waiver circuit court split even wider. In NLRB v. Alternative Entertainment, Inc., the Sixth Circuit held that an arbitration provision requiring employees to arbitrate individually all employment-related claims is unenforceable because it violates the National Labor Relations Act’s (“NLRA”) guaranteed right to collective action. 858 F. 3d 393 (6th Cir. 2017).

The case began, as so many do, with an employee’s termination. A field technician for Alternative Entertainment, Inc. (“AEI”) voiced his concerns about AEI’s changes to its compensation structure to coworkers, a manager, AEI’s Chief Financial Officer, and even the company’s president, repeatedly referring to technicians collectively. Two days after the employee spoke with the CFO and emailed the president, the company terminated his employment because the “relationship [was] not working out.”

The employee filed charges with the National Labor Relations Board (“NLRB”). An Administrative Law Judge determined that the company violated the NLRA, and the NLRB adopted that decision and filed an application to enforce the order. And that, in short, is how an employee literally makes a federal case out of discontent with compensation practices.

Specifically at issue in the case was AEI’s “Open Door Policy and Arbitration Program.” AEI’s arbitration program required employees to resolve employment-related disputes exclusively through binding arbitration. The company’s arbitration agreement contained a provision stating that the parties agreed that “a claim may not be arbitrated as a class action…and that a claim may not otherwise be consolidated or joined with the claims of others.” The NLRB concluded that this provision violated the NLRA because it prevented employees from taking any concerted legal action.

In reviewing the NLRB’s decision, the Sixth Circuit considered the compatibility of the Federal Arbitration Act (“FAA”), which governs the enforceability of arbitration agreements, and the NLRA, which protects the right to engage in “concerted activities for the purpose of collective bargaining or other mutual aid or protection,” commonly referred to as “Section 7 rights.” The Court determined that the statutes do not conflict because of the FAA’s savings clause. The FAA’s savings clause provides that arbitration agreements are as enforceable as other contracts, but likewise are not any more enforceable than any other contracts “at law or in equity.” In other words, the Court reasoned that the FAA’s savings clause does not require enforcement of any arbitration agreement with illegal provisions. In this case, the arbitration agreement at issue included provisions that prohibited collective and class action suits – illegal under the NLRA as interfering with employees’ Section 7 rights.

In so holding, the Sixth Circuit agreed with the Seventh and Ninth Circuits’ previous holdings on the issue and completely disagreed with the Fifth Circuit’s previous holdings that arbitration provisions mandating individual arbitration of employment-related claims are enforceable. Now it is up to the U.S. Supreme Court to decide how the saga ends. Before the Sixth Circuit even had issued this decision, the Supreme Court had already granted writs of certiorari this past January in Morris v. Ernst & Young, LLP (9th Circuit, 2016), Lewis v. Epic Systems Corp. (7th Circuit, 2016), and Murphy Oil USA, Inc. v. NLRB (5th Circuit, 2015) and consolidated the three cases. The consolidated cases are currently in the briefing stage, so it remains unclear when the Supreme Court will actually issue a decision to resolve this ongoing circuit split.

In the meantime, if you are an employer with an arbitration program, keep tabs on these developments – and perhaps prepare for a change to your program pending the Supreme Court’s decision. Another take away, beyond the immediate scope of this article? Don’t rush to terminate an employee you find annoying because he or she is complaining about compensation changes or other terms and conditions of employment something, especially on behalf of a group. It’s a good way to start the NLRB ball rolling and end up in federal court.

*Helena Oroz, an OSBA Certified Specialist in Labor and Employment Law, is is a member of the firm’s Labor and Employment Groups and has extensive experience with arbitration agreements. If you have questions regarding your arbitration program, contact Helena at hot@zrlaw.com or (216) 696-4441.




More Data, More Problems? EEO-1 Now Requires Reporting of Summary Pay and Hours Worked Data

By Lisa A. Kainec*

If you thought the Equal Employment Opportunity Commission ("EEOC") was all up in your business before, 2017 won’t bring you any relief. Beginning with 2017 data, the EEOC has created additional reporting requirements for employers required to submit an Employer Information Report, or EEO-1.

Specifically, certain employers must now submit summary pay and hours worked data for their workforce. Starting with the 2017 report, due March 31, 2018:
  • Private employers and federal contractors/subcontractors with 100 or more employees will submit summary pay data.
  • Federal contractors/subcontractors with 50 to 99 employees will continue to report the same job category and demographic data as required in previous years (no summary pay data).
  • Private employers with 99 or fewer employees and federal contractors/subcontractors with 49 or fewer employees are not required to submit an EEO-1 report.

Until now, the EEO-1 required all reporting employers to categorize employees by job and demographics. Employers first categorize their employees into ten job categories, which remain the same (Executive/Senior Level Officials and Managers; First/Mid-Level Officials and Managers; Professionals; Technicians; Sales Workers; Administrative Support Workers; Craft Workers; Operatives; Laborers and Helpers; and Service Workers). Next, employers report the number of employees within each job classification by sex and ethnicity or race (White; Black or African American; Native Hawaiian or Pacific Islander; Asian; Native American or Alaska Native; or Two or More Races).

Now, applicable employers also must report summary pay data. The revised EEO-1 contains twelve pay bands into which the employer must categorize employees. Employers should pull employee pay data from Box 1 of employee Forms W-2 to prepare the revised EEO-1 but should not report individual pay or salaries. Instead, employers will mark the number of employees in a pay band that fall within a particular job category and demographic. For example, an employer may report five Native Hawaiian men in pay band 10 ($128,960 - $163,799) in the Executive/Senior Level Officials and Managers job category. See the new EEO-1 here: https://www.eeoc.gov/employers/eeo1survey/2016_new_survey_2.cfm.

In addition, applicable large employers must count and report hours worked for employees. Employers will report the total number of hours worked for all employees in a particular pay band and may count hours based on records required under the Fair Labor Standards Act (“FLSA”). For FLSA non-exempt employees, employers should report based on the hours those employees worked. For FLSA exempt employees, employers may: 1) report 20 hours per week for each part-time employee and 40 hours per week for each full-time employee; or 2) report the actual number of hours worked by each exempt employee. For example, four employees in a particular ethnicity and pay band (e.g., Black/African American in pay band 11) could work the following hours: 2,080; 2,500; 1,660; and 1,040. In that case, the employer would report 7,280 hours worked in the year in the Black/African American and pay band 11 column/row. See this portion of the new EEO-1 here: https://www.eeoc.gov/employers/eeo1survey/2016_new_survey_3.cfm.

Since applicable employers now must submit cumulative information for a given year (e.g., hours worked), the EEOC also changed the reporting deadline. Previously, the EEOC required employers to submit their EEO-1 report by September 30th in a given year. Now, the deadline is March 31st. Therefore, applicable employers must submit the next EEO-1 report, which reflects 2017 data, by March 31, 2018 (and will submit 2018 data by March 31, 2019, etc.).

The EEOC also modified the “workforce snapshot period” – the three-month window during which employers choose one pay period to identify and count employees for EEO-1 reporting purposes. Previously, the “workforce snapshot period” was July 1 to September 30. Under the revised EEO-1 report, that “workforce snapshot period” is from October 1 to December 31. Once the employer identifies the individuals on which it will report, it reports their information, including summary pay and hours worked data, for the calendar year.

While employers have some time to adjust to the new reporting requirements, they should begin developing and identifying processes for gathering the newly required data now.

*Lisa A. Kainec, an OSBA Certified Specialist in Labor and Employment Law, practices in all areas of employment and labor law. If you have questions about the EEO-1 or its new reporting requirements, contact Lisa (lak@zrlaw.com) at 216.696.4441.




Top Five Handbook Policies for Employers to Review in 2017

By Brad E. Bennett*

Federal and state legal developments over the past couple of years have brought changes that impact workplace policies and procedures. While President Trump has indicated that federal employment regulations will be pulled back under his administration, employers should make sure their handbooks are up to date in order to comply with current federal and state laws. Here are five policy provisions to review based upon federal and state developments over the past couple years.

1. Whistleblower Provisions

Employers should make sure their handbook provisions do not inadvertently discourage employees from reporting potential legal violations to the employer or to government agencies. The Equal Employment Opportunity Commission (“EEOC”) has been targeting any policy that may be interpreted as curbing an employee's right to go to the EEOC—or any other agency—to report violations of the law. Reviewing language throughout a handbook in order to address this issue is encouraged. Further, ensuring that a strong anti-retaliation policy or provision is contained in the handbook will prove to be invaluable.

2. Background Checks

Public employers also should take a close look at their background check policies and procedures to make sure they align with Ohio’s “ban-the-box” law that went into effect in March of 2016. The law prohibits Ohio public employers from asking about criminal convictions in the initial application.

The EEOC also has previously issued an Enforcement Guidance regarding the use of criminal background checks in employment. The EEOC Guidance, which is applicable to both public and private sector employers, should also be taken into consideration when revising background check policies and procedures. The EEOC Guidance states that policies which exclude applicants with any criminal conviction from employment are considered discriminatory. Instead, the EEOC requires employers to determine whether specific criminal conviction exclusions are “job related and consistent with business necessity.” To make such a determination, the EEOC utilizes a three-factor test utilized by the Eighth Circuit Court of Appeals in Green v. Missouri Pacific Railroad Co., 523 F.2d 1290 (8th Cir. 1975) (the "Green factors"). Based upon the Green factors, the EEOC will review whether the employer considered the following in denying employment based upon a criminal conviction:
  • The nature and gravity of the offense or conduct;
  • The time that has passed since the offense or conduct and/or completion of the sentence; and
  • The nature of the job held or sought.

Therefore, employers are encouraged to review their background check policy and procedure in light of Ohio’s “ban-the-box” law and the EEOC Guidance.

3. Drug Testing Policies

As of September 2016, medical marijuana is legal in Ohio. However, nothing in the new law interferes with an employer’s right to prohibit the use, possession or distribution of marijuana in the workplace. Because marijuana is still listed on Schedule I of the Federal Controlled Substance Act, it is also still illegal under federal law. Therefore, Ohio’s medical marijuana law specifically authorizes employers, through a drug-free workplace policy, to treat medical marijuana’s presence in an employee’s system as a violation of the policy. It is advisable for employers to make it clear in their drug-free workplace policies that detection of the presence of medical marijuana in an employee’s system through a drug test will violate the policy.

4. Weapons Ban Policies


Effective March of 2017, Ohio’s new concealed carry law prohibits both public and private employers from having or enforcing policies that restrict valid concealed carry holders (as well as covered active military members) from transporting or storing their firearms and ammunition in their personal vehicles. While nothing in the new law requires employers to allow concealed carry holders to bring their weapons into employer buildings or employer owned or operated vehicles, it does permit concealed carry holders and covered active military members to store their personal firearms and ammunition in their personal vehicles as long as the vehicle is in a location where it is otherwise permitted to be (e.g. a parking lot).

As a result, weapons policies, vehicle usage policies, and other applicable policies should be reviewed and revised in order to ensure continued compliance with Ohio law in this area.

5. Workplace Accommodations and Light Duty Policies

By now, employers are well aware of their obligation to provide a “reasonable accommodation” to a qualified employee or applicant with a disability under Ohio and Federal law. As such, most employers already have a “disability accommodation” policy. However, an employee or applicant with a disability is not the only area where employers must provide a reasonable accommodation.

Title VII of the Civil Rights Act (“Title VII”) also requires employers to provide reasonable accommodations for an employee’s religious practices. In 2015, the requirement to provide religious accommodations was brought to the forefront when the U.S. Supreme Court found that Abercrombie & Fitch failed to inquire whether a reasonable accommodation to its dress code policy could be provided when it rejected a Muslim applicant who wore a hijab to the job interview. See EEOC v. Abercrombie & Fitch, 135 S.Ct. 2028 (2015).

In the case of Young v. UPS, 135 S.Ct. 1338 (2015), the U.S. Supreme Court also held that employer light duty policies that are limited to only workplace injuries and which cannot be utilized by pregnant employees violate the Pregnancy Discrimination Act and Title VII. The U.S. Supreme Court made it clear that polices must treat “women affected by pregnancy . . . the same for all employment-related purposes . . . as other persons not so affected but similar in their ability or inability to work.” As a result, light duty policies and accommodation policies should address female employees who, due to pregnancy, are limited in their ability to work.

Based upon the U.S. Supreme Court’s duel opinions regarding religious accommodations and accommodating pregnancy-related limitations, employers should take a second look at both their light duty and workplace accommodations policies and procedures. Employers should spell out in their handbooks not only the legal basis for accommodations but also the employer’s intention to comply with them when they are reasonable.

So, there you have it – the top five handbook policies to review for 2017 (thus far). Of course, don’t forget the value of supplying employee and management training once your handbook policies are revised. Managers also should be trained regarding their obligations when confronted with a request for an accommodation or for light duty under the law and under the handbook policy.

*Brad E. Bennett, an OSBA Certified Specialist in Labor and Employment law, is a member of the firm’s Labor and Employment Groups and practices out of the firm’s Columbus, Ohio office. If you have questions regarding your company’s handbook policies, contact Brad at beb@zrlaw.com or (614) 224-4411.




Substance Over Form: Employers Need the Right Evidence to Combat Disability Discrimination Claims

By David P. Frantz*

Even though a stock clerk could not fulfill his job’s lifting requirements, a court concluded that he was qualified for the job. In Camp v. Bi-Lo, LLC, 662 Fed. Appx. 357 (6th Cir. 2016), a grocery store discharged a stock clerk when the clerk’s doctor did not clear him to lift 60 pounds, which was a “frequent” requirement of his job. The clerk sued, claiming the store discriminated against him on the basis of his disability in violation of the Americans with Disabilities Act (“ADA”).

At issue in Camp was whether the stock clerk was qualified for his position, given his inability to lift 60 pounds and the employer’s contention that this was an essential job function. When determining whether a particular job function is essential, courts consider a number of factors: 1) the employer’s judgment; 2) the written job description; 3) the amount of time the employee spends performing the function; 4) the consequences of not requiring the employee to perform the function; 5) the work experience of previous employees who held the position; and 6) the current work experiences of employees in similar jobs.

The court in Camp rejected the employer’s reliance on the stock clerk job description. The employer created the job description more than thirty years after the clerk started working for the company. In addition, the clerk’s immediate supervisor testified that heaving lifting was not an essential job function. The court found that a supervisor’s testimony may rebut claimed essential functions detailed in a job description.

Further, the employer submitted nothing more than the job description to prove two facts: 1) that heavy lifting took up a significant percentage of the clerk’s job; and 2) the clerk’s inability to lift more than 35 pounds caused an actual burden. In contrast, everyone who worked with the clerk testified that heavy lifting was a small and non-important part of the job. The court also concluded that any consequences resulting from the clerk’s disability were de minimis, as the clerk and his co-workers had an arrangement alleviating the clerk from having to lift the heaviest items. Those co-workers also testified that such an arrangement would have minimal effect on store operations. Finally, the court considered that the clerk fulfilled his job duties for years with his disability and the help of co-workers.

The Camp case teaches employers several important lessons. Disability discrimination cases are fact-specific. It is imperative that employers engage in an interactive process with individual employees to determine if any reasonable accommodations exist. In addition, employers should fully evaluate whether a job function is truly essential and should not simply rely on an old written job description. Employers also should ensure that management and supervisors have the same understanding regarding a job’s essential functions.

*David P. Frantz practices in all areas of employment and labor law. If you have questions about this decision, disability discrimination, or reasonable accommodations, please contact David (dpf@zrlaw.com) at 216.696.4441.





Z&R SHORTS


Please join Z&R in welcoming Sean Kelly to its Employment and Labor Groups.


Sean Kelly joined Zashin & Rich in 2017. He represents public and private sector employers in all aspects of labor and employment law and employee benefits disputes. Sean has extensive litigation experience before state federal courts and administrative agencies. His representative cases include complex occupational safety and health, workplace intentional tort, employment discrimination, and whistleblower matters. Sean also has experience handling disputes arising under the Employer Retirement Income Security Act of 1974 (ERISA) and state insurance law. Sean has appeared before the Supreme Court of Ohio, and has set Ohio precedent in the area of workers' compensation. In addition to his litigation practice, Sean counsels employers in EEO, OSHA, employee benefits, executive compensation, wages and hours, and other compliance matters. He brings over a decade of experience in highly specialized industry sectors including aviation, maritime, health care, and oil and gas production. His practice includes helping employers properly address inspections by government agencies including OSHA, NIOSH, and the FAA.

Upcoming Speaking Engagements


Monday, August 21, 2017
Patrick M. Watts presents “Creating Fair Labor Standard Act (FLSA) Compliance Strategies That Work” at the National Business Institute’s seminar on Advanced Employment Law held at the Hilton Garden Inn Akron in Akron, Ohio.

Wednesday–Friday, September 13–15, 2017
Patrick M. Watts and Lisa A. Kainec present “Medical Marijuana and the Heroin Epidemic: Impact on the Workplace” at the Ohio Society for Human Resource Management seminar held at Kalahari Resorts in Sandusky, Ohio.

Monday, October 2, 2017
Jonathan J. Downes presents “Labor and Employment Law Challenges” at the Ohio Association Chiefs of Police New Chiefs’ Workshop held at the Crowne Plaza Columbus North‐Worthington in Columbus, Ohio.

Tuesday, October 24, 2017

Lisa A. Kainec presents “Employment Law Hot Topics and Legislative Update” at the Medina Society for Human Resource Management seminar held at Weymouth Country Club in Medina, Ohio.

Wednesday, November 2, 2016

EMPLOYMENT LAW QUARTERLY | Volume XVIII, Issue iii

Download PDF




Not So Fast (Food): Ohio Employer Goes Too Far With Supersized Influence Over His Employees’ Voting Decisions

By Brad S. Meyer*

With a hotly debated election season upon us, everyone seems to have an opinion on the candidates and significant ballot issues. While political discussions are common in the workplace, Ohio employers cannot influence their employees’ votes.

More specifically, Ohio has a statute limiting an employer’s influence over how employees vote on Election Day. Ohio Revised Code 3599.05 makes it illegal for an employer or his agent or a corporation to:

print or authorize to be printed upon any pay envelopes any statements intended or calculated to influence the political action of his or its employees; or post or exhibit in the establishment or anywhere in or about the establishment any posters, placards, or hand bills containing any threat, notice, or information that if any particular candidate is elected or defeated work in the establishment will cease in whole or in part, or other threats expressed or implied, intended to influence the political opinions or votes of his or its employees.

A violation of this statute is punishable by a fine of $500 - $1,000.

In 2011, the owner of a fast food restaurant violated R.C. 3599.05 when, in the month preceding the election, the employer enclosed a letter containing the company’s logo on it with each employee’s pay check that stated:

As the election season is here we wanted you to know which candidates will help our business grow in the future. As you know, the better our business does it enables us to invest in our people and our restaurants. If the right people are elected we will be able to continue with raises and benefits at or above our present levels. If others are elected we will not. As always who you vote for is completely your personal decision and many factors go into your decision.

The letter then listed the candidates the owner believed would help the business move forward.

At least one employee filed a complaint against the owner with local prosecutors. The Ohio Secretary of State investigated the claim and recommended charges against the owner. Ultimately, the owner pled no contest to a violation of R.C. 3599.05 and agreed to pay a $1,000 fine.

Accordingly, Ohio employers must understand that there are limits to the amount of influence they can exert over their employees’ choices at the ballot box. If an employer wishes to publish political opinions to their employees, they should consult counsel to help avoid violating the law.
*Brad S. Meyer practices in all areas of public and private labor and employment law. For more information on political speech in the workplace or other labor and employment questions, please contact Brad at bsm@zrlaw.com or 216.696.4441.




Elections and the Workplace: Employee Time Off for Voting

By Brad E. Bennett*

As Election Day approaches, employers will receive requests from employees for time off from work to go vote. As there is no federal law governing time off for voting, numerous states have enacted laws governing employee leave for voting. In the 29 states that currently have laws providing for voting leave, the requirements vary. For example, 21 of those states require employers to provide paid time off to employees to vote.

The following table summarizes the key aspects of state voting laws:
DOWNLOAD PDF OF TABLE


In addition to the state laws summarized above, employers also should know about any local ordinances relating to employee time off for voting. With Election Day fast approaching, employers should understand the validity of an employee request for time off to vote and prepare for the impact of any voting-related absences upon business operations.

*Brad E. Bennett practices in all areas of public and private labor and employment law. For more information on employee leave or other labor and employment questions, please contact Brad at beb@zrlaw.com or 614.224.4411.




EEOC Changes the Notice Employers are Required to Provide Employees Participating in an Employee Health Program

By Patrick J. Hoban*

The Equal Employment Opportunity Commission (“EEOC”) recently published final rules under the Americans with Disabilities Act (“ADA”) for employers who offer certain wellness programs that collect employee health information. Specifically, the EEOC detailed what type of notice employers must provide regarding the use of employee health information. According to the EEOC, the new rules ensure that Employee Health Programs (“EHPs”) “are reasonably designed to promote health and prevent disease, that they are voluntary, and that employee medical information is kept confidential.”

Generally, the ADA prohibits employers with 15 or more employees from discriminating against individuals on the basis of a disability. To prevent such discrimination, the ADA restricts employers with respect to obtaining medical information from employees and applicants. Notwithstanding the general restriction, however, the ADA permits employers to make certain inquiries of employees regarding their health and to conduct medical exams of employees when such requests are part of voluntary EHPs.

Voluntary EHPs encompass health promotion and disease prevention programs and activities offered to employees as part of an employer sponsored health plan or as a benefit of employment. The EEOC promulgated the new rules to guide employers who may offer incentives to employees to participate in wellness programs that require them to answer disability-related inquiries or undergo a medical examination.

Under the ADA, participation in an EHP must be voluntary. An EHP is voluntary if: (1) it does not require employees to participate; (2) it does not deny coverage under any of its group health plans or limit the extent of benefits (with some limited exceptions) due to non-participation; (3) it does not result in any adverse employment action or retaliation against any employees; and (4) it provides notice to employees regarding the use of their health information.

The new rules issued by the EEOC provide employers further guidance on the fourth prong of the voluntary test - the notice requirement. While the EEOC provides a Sample Notice for Employee-Sponsored Wellness Programs, employers are not required to use the EEOC sample. Under the new rules, an employer is required to provide employees with notice that: “(A) is written so that the employee from whom medical information is being obtained is reasonably likely to understand it; (B) describes the type of medical information that will be obtained and the specific purposes for which the medial information will be used; and (C) describes the restrictions on the disclosure of the employee’s medical information, the employer representatives or other parties with whom the information will be shared, and the methods that the covered entity will use to ensure that medical information is not improperly disclosed (including whether it complies with the measures set forth in the HIPAA regulations).”

After much debate, the EEOC declined to include a requirement that employees participating in EHPs provide prior written and knowing confirmation that their participation is voluntary. In making its determination, the EEOC sought to ensure that no employee unwittingly authorized the dissemination of confidential and protected information, while refusing to place unwieldy burdens on an employer. In order to balance those competing interests, the EEOC ruled that “a covered entity may not require an employee to agree to the sale, exchange, sharing, transfer, or other disclosure of medical information, or to waive confidentially protections available under the ADA as a condition for participating in a wellness program or receiving a wellness program incentive.”

The EEOC rules go into effect on the first day of the first plan year for benefits beginning on or after January 1, 2017. With open enrollments quickly approaching, it is important for employers to make sure they are familiar with the new EEOC rules. Employers can expect the EEOC and employee groups to enforce compliance with the new notice rules through litigation.

Employers also must understand that this is just one of the rules that govern EHPs. Implementation of these programs requires compliance with a host of laws and regulations, including but not limited to: HIPAA, Title II of GINA (also enforced by the EEOC), the Affordable Care Act and others.

*Patrick J. Hoban practices in all areas of employment and labor law. If you have questions about employee health programs or other employment and labor law issues, please contact Pat (pjh@zrlaw.com) at 216.696.4441.




Religious Discrimination on the Horizon: EEOC Targets Enforcement

By Drew C. Piersall*

In a series of moves, the Equal Employment Opportunity Commission (“EEOC”) recently demonstrated its intent to pursue religious discrimination claims more actively. In July, the EEOC released a fact sheet “designed to help younger workers understand their rights and responsibilities” under anti-discrimination laws. The EEOC also announced its improved coordination with the Department of Labor (“DOL”) to prevent religious discrimination among federal contractors and subcontractors.

Title VII of the Civil Rights Act of 1964 (“Title VII”) forbids religious discrimination. Specifically, the statute’s “disparate treatment” provision prohibits employers from failing/refusing to hire, discharging, or otherwise discriminating against an applicant/employee “because of” the applicant’s/employee’s religion. Title VII defines religion to include all aspects of religious observance, practice, and belief.

Religious disparate treatment claims often arise in the form of “failure to accommodate” allegations. Generally, to succeed on a failure to accommodate claim, the applicant/employee initially must prove that: (1) he/she holds a sincere religious belief that conflicts with a job requirement; (2) he/she informed the employer about the conflict; and (3) the employer discharged or disciplined the applicant/employee for failing to comply with the conflicting job requirement.

Title VII defines religious belief broadly. For example, one court acknowledged that Title VII provides atheists with the same protections as members of other religions and found a plaintiff’s atheistic beliefs sincere. See Mathis v. Christian Heating and Air Conditioning, Inc., 158 F. Supp. 3d 317 (E.D. Pa. 2016). There, the plaintiff’s atheistic beliefs conflicted with a job requirement to wear an I.D. badge that included a religious mission statement.

The United States Supreme Court recently relieved applicants/employees from demonstrating, in some cases, that the applicant/employee informed the employer of a conflict between the job requirement and religious belief. In EEOC v. Abercrombie & Fitch Stores, Inc., 135 S. Ct. 2028 (2015), the Court held the employer does not need specific knowledge of the applicant’s/employee’s religion or need for accommodation in intentional religious discrimination cases. Rather, an employer who acts with the motive to avoid an applicant’s/employee’s religious practice or need for religious accommodation – even if based on nothing more than an unsubstantiated suspicion – may violate Title VII. An applicant’s/employee’s religion cannot be a “motivating factor” in the employer’s decision.

If an applicant/employee establishes a prima facie failure to accommodate claim, the employer must show that accommodating the employee would impose an undue hardship on the employer. Undue hardship means more than a de minimis cost. Historically, courts have considered accommodations that result in the following undue hardships: requiring an employer to pay overtime; requiring an employer to hire replacement employees; requiring an employer to make additional contributions to insurance and pension funds; requiring an employer to take action that compromises schedule or seniority systems; and requiring an employer to risk regulatory or criminal sanctions.

In addition, Title VII mandates that an employee cooperate with the employer’s attempts to provide a religious accommodation. Courts may be more likely to find undue hardship where the employee refuses to compromise. For example, a FedEx employee insisted that she keep her operations manager position and get all Saturdays off. The company showed such arrangement would have created a safety risk because the company needed all managers available every day during peak season to assist in loading and launching aircraft. The court found that allowing the employee not to work during peak season imposed an undue hardship. See Burdette v. Federal Express Corp., 367 Fed. App’x 628 (6th Cir. 2010).

Employers should address claims of religious discrimination and requests for accommodation carefully and on an individualized basis. In its Abercrombie & Fitch decision, the United States Supreme Court concluded Title VII does not demand mere neutrality with regard to religious practices. Rather, “it gives [employees seeking religious accommodations] favored treatment.” When evaluating accommodation requests, employers should evaluate carefully the costs of an accommodation, work with the employee to find a solution, and contact employment counsel with questions.

*Drew C. Piersall practices in all areas of employment and labor law. If you have questions about religious discrimination, accommodations, or the EEOC’s enforcement efforts, please contact Drew (dcp@zrlaw.com) at 614.224.4411.




Z&R SHORTS


Please join Z&R in welcoming Scott DeHart to its Employment and Labor Groups


Scott DeHart’s practice will focus on all areas of private and public sector labor and employment law and litigation. Scott graduated summa cum laude from New York Law School, where he focused his studies on labor and employment law. As a law student, Scott was selected as Champion of the NKU Grosse Moot Court Competition. Prior to joining Zashin & Rich, Scott pursued a career as a Human Resources practitioner, most recently as a Director of Human Resources at Columbia University. In that capacity, Scott ensured the effective design and administration of a broad range of HR programs and served on the university’s collective bargaining team.

Upcoming Speaking Engagements


Monday, November 7, 2016
George S. Crisci presents “The National Labor Relations Board – Obligations and Compliance” and “Other Employment Laws You Need to Know” at the National Business Institute’s Seminar on Human Resource Law from Start to Finish at the CMBA Conference Center, One Cleveland Center, 1375 E 9th St, Cleveland, Ohio 44114.

Friday, November 18, 2016
Jonathan J. Downes presents “FLSA – New Rules and Practical Solutions” at the CAAO Winter Conference during the 9:00 am – 10:30 am session. The conference takes place at the Embassy Suites Dublin, 5100 Upper Metro Place, Dublin, 43017.

Thursday, December 8, 2016
George S. Crisci will participate, as the Management Panelist, in the presentation “A View from the Chair of the National Labor Relations Board.” The featured panelist will be NLRB Chairman Mark G. Pearce. Patrick J. Hoban will participate, as the Management Panelist, in the presentation “Applying the NLRA to Employer Handbooks and Other Employer Policies.” The presentations will occur at 12:30 p.m. and 1:45 p.m., as part of the Ohio State Bar Association’s “National Labor Relations Board Update: Times and Laws are Changing” seminar, which will be held at the Ohio State Bar Association headquarters, 1700 Lake Shore Drive, Columbus, Ohio 43204.

For more information regarding this seminar, please contact Linda Morris – CLE Program Coordinator for the Ohio State Bar Association at 614-487-4408 or email at lmorris@ohiobar.org.

Wednesday, October 2, 2013

Maryland Law Requiring Pregnancy-Related Accommodations Takes Effect Today

*By Helena Oroz

In May 2013, Maryland Governor Martin O’Malley signed into law HB 804, Reasonable Accommodations for Disabilities Due to Pregnancy. The law, which amends Maryland’s Fair Employment Practices Act, takes effect today, October 1, 2013.

In general, the new law requires Maryland employers with 15 or more employees to provide accommodations to an employee with a disability caused by or contributed to by pregnancy, unless the accommodation would impose an undue hardship on the employer’s business.

If an employee requests a reasonable accommodation under the law, the employer must explore “all possible means” of providing the accommodation with the employee, including (1) changing the employee’s job duties; (2) changing the employee’s work hours; (3) relocating the employee’s work area; (4) providing mechanical or electrical aids; (5) transferring the employee to a less strenuous or less hazardous position; or (6) providing leave. The law also establishes specific rules for transfer requests. The text of the law can be found here:
http://mgaleg.maryland.gov/2013RS/bills/hb/hb0804t.pdf.

Employers may require a pregnant employee to submit certification from her healthcare provider explaining the medical advisability of a reasonable accommodation if the employer requires such certification for other temporary disabilities. The certification must include (1) the date the reasonable accommodation became medically advisable; (2) the probable duration of the accommodation; and (3) an explanation of the medical advisability of the accommodation.

Finally, Maryland employers “shall post in a conspicuous location, and include in any employee handbook, information concerning an employee’s rights to reasonable accommodations and leave for a disability caused or contributed to by pregnancy.”

The Maryland Commission on Civil Rights recently issued a guidance document concerning the new law that can be found here:
http://mccr.maryland.gov/publications/Reas.%20Acc.Preg.Guidance.09.09.13.pdf.

Unfortunately, the Commission does not yet offer much in the way of guidance, beyond restating key provisions of HB 804. The Commission also made clear in this guidance document that it will not be issuing a poster until some point in the future, and that employers should consult legal counsel with respect to their posting and handbook requirements.

Maryland’s new law creates additional burdens for employers beyond those required under federal law. Covered employers should carefully review their obligations under the new law when responding to employees requesting accommodations related to their pregnancy. Maryland employers should also ensure that they comply with the law’s posting and handbook requirements. Until the Maryland Commission on Civil Rights issues an official poster or more specific handbook guidance, employers are on their own.

*Helena Oroz practices in all areas of employment litigation and has extensive experience helping employers comply with pregnancy-related issues, including reasonable accommodations and leave. For more information or for assistance with your posting and handbook obligations, please contact Helena (hot@zrlaw.com) at 216.696.4441.

Monday, January 28, 2013

When is a Child a Child? Department of Labor Issues New Guidance Concerning FMLA Leave for Children 18 Years and Older

*By Stephen S. Zashin, Esq.
 
The Department of Labor (“DOL”) recently issued an Administrator Interpretation Letter that addressed when parents may take leave under the Family Medical Leave Act (“FMLA”) to care for their adult children who have a serious health condition. Under the FMLA, parents of adult children may take FMLA leave to care for an adult child when the adult child suffers from a serious health condition and is also incapable of self-care because of a physical or mental disability. Previously, the DOL issued two Opinion Letters regarding this issue which led to some confusion. As a result, the DOL received several inquiries concerning whether the timing of the onset of the adult child’s disability was relevant to determining the parent’s entitlement to FMLA leave to care for the adult child. Ultimately, the DOL concluded that the timing of the onset of a disability was not relevant to determining the parent’s entitlement to take FMLA leave.

The Family Medical Leave Act (“FMLA”) provides that an employee may take FMLA leave to care for certain family members, including a “son” or “daughter,” who has a “serious health condition.” Under the FMLA, a son or daughter is defined as a “biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is – (A) under 18 years of age; or (B) 18 years of age or older and incapable of self-care because of a mental of physical disability.” Based on this definition, employees who meet all of the requirements of the FMLA are entitled to care for their adult children who are 18 years or older when the child is also “incapable of self-care because of a physical or mental disability.”

The DOL issued an Opinion Letter in 1994 and concluded that “the age on which the child became disabled is not a factor for determining an eligible employee’s entitlement to leave.” See Wage and Hour Opinion Letter FMLA 51. Later, the DOL issued an Opinion Letter in 2003 and emphasized that a child with a disability has a continued need for care in adulthood. See Wage and Hour Opinion Letter FMLA 2003-2. This Opinion Letter suggested that the child must have been disabled prior to turning 18 years of age in order to trigger the entitlement to FMLA leave under this provision. Within its recent Administrator Interpretation Letter, the DOL clarified that “It is the Administrator’s interpretation that the age of the onset of the disability is irrelevant….” Instead, there are four requirements a parent must meet in order to take leave to care for an adult child: (1) the adult child has a disability as defined by the Americans with Disabilities Act (ADA); (2) the adult child is incapable of self-care due to that disability; (3) the adult child has a serious health condition; and, (4) the adult child is in need of care due to a serious health condition.

The DOL also took the opportunity to address the meaning of the term “disability.” The DOL cited to the language of the ADA and noted that the definition of the term disability “shall be construed in favor of broad coverage.” The DOL noted that there is not minimum duration required for an impairment to be considered a disability. Indeed, the DOL, citing to the ADA, noted that even an impairment expected to last less than 6 months can constitute a disability.

The DOL illustrated these principles in a two hypothetical examples. First, the DOL considered a 37-year old daughter who suffered a shattered pelvis in a car accident. The daughter required hospital care for two weeks and then was unable to walk long distances for 6 months and needed help bathing, dressing and maintaining her residence. The daughter developed the condition well after she turned 18 years of age. The DOL noted that, assuming all the other requirements of the FMLA were met, the parent could take FMLA leave to care for the daughter because the daughter: (1) had a disability, (2) was incapable of self-care, (3) had a serious health condition, and (4) needed care due to the serious health condition. In another hypothetical example the DOL considered a 25-year old son who has diabetes, lives independently and does not need assistance caring for himself. The DOL concluded that the son had a disability, but that the parent was not entitled to FMLA leave because the son could care for himself. Although, the DOL noted that if the son was unable to walk and care for his own hygiene due to complications related to his diabetes, then the parent would be entitled to FMLA leave.

These examples illustrate that the new clarifying interpretation by the DOL has expanded greatly the circumstances upon which a parent can take leave for the serious health condition of an adult child. As a result, employers must reevaluate their policies and the application of their policies to comply with this new clarification.

* Stephen Zashin, an OSBA Certified Specialist in Labor and Employment Law and the head of the firm’s Employment and Labor group, regularly counsels employers on leave of absence and FMLA issues and defends employers in FMLA litigation. For questions about employee leaves of absence or the FMLA, please contact Stephen (ssz@zrlaw.com) at 216.696.4441.

Tuesday, June 28, 2011

EMPLOYMENT LAW QUARTERLY | Summer 2011, Volume XIII, Issue ii

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The Number of Wage and Hour Cases Going Up, Settlement Values Going Down

By Stephen S. Zashin*

Recent trends show the number of wage and hour lawsuits increased from 2007 to 2010. However, the settlement values for these cases have seen a sharp decline. The National Economic Research Associates, Inc. (NERA) discovered the recent trends by collecting data on 187 wage and hour cases. The collected cases include a number of allegations, such as off-the-clock work; unpaid overtime; missed, short, or late meal periods and rest breaks; employee misclassification; unpaid termination wages; failure to pay minimum wage; time shaving and improper tip pooling.

Not all the cases had a reported settlement value, but the 139 cases that did included settlements totaling $1.77 billion for an average settlement of $12.8 million per case and a median settlement of $4.3 million. During the three year period, the average settlement value declined in recent years from more than $20 million in 2007-2008, to approximately $10 million in 2009, to $7.6 million in 2010. The average per-plaintiff settlement also fell from about $8,000 in 2007 to just over $5,000 in 2010.

It is difficult to explain, for certain, the recent decrease in settlement values. One possible explanation are case-specific factors, such as the size of the potential class, the duration of the alleged class period, the number and type of allegations made in each case, and the jurisdiction involved. The number of class members participating and the duration of the class period have the greatest impact on settlement value, as settlement values increase significantly when there are a greater number of plaintiffs and/or longer class periods.

As the number of wage and hour lawsuits increase, employers must remain vigilant with their compliance efforts. If your company has any wage and hour concerns, please contact us.

* Stephen S. Zashin, an OSBA Certified Specialist in Labor and Employment Law, is licensed to practice law in Ohio and New York. Stephen's practice encompasses all areas of employment and labor law and works extensively in defending class and collective actions. For more information about wage and hour laws or any other employment matter, please contact Stephen at 216.696.4441 or ssz@zrlaw.com.


Does Your Wellness Program Comply with the ADA?

By Jason Rossiter*

Many employers now sponsor Wellness programs for their employees. These programs serve employees by encouraging healthy habits and providing early warning of potential health concerns. They also help employers control health insurance costs. Broward County, Florida (the "County") implemented such a program. The program was voluntary, and those who participated filled out a Health Risk Assessment questionnaire and completed a finger-stick blood test to measure blood sugar and cholesterol levels. If the testing revealed certain potential health problems, the County's health insurer then offered the employee an opportunity to participate in "disease management coaching" and obtain free medications.

In 2009, the County began penalizing employees who chose not to participate in the Wellness program by charging them an extra $20 on each of their bi-weekly paychecks. In Seff v. Broward County, a County employee sued the County on behalf of a class of his co-workers, arguing that the $20 charge was a way to compel the employees to submit to the Health Risk Assessment questionnaire process, and thus forced them to undergo a medical-related inquiry in violation of the Americans with Disabilities Act ("ADA").

The ADA makes it unlawful for employers to make "inquiries" about their employees' medical or health conditions, unless the inquiries are job-related and consistent with business necessity. But the ADA contains a "safe harbor" for employers who establish, sponsor or administer "bona fide benefit plan[s] that are based on underwriting risks, classifying risks, or administering such risks that are based on or not inconsistent with State law." The employee in the Seff case argued that the $20 charge in essence forced employees to submit to medical inquiries in violation of the ADA, and that the safe harbor should not apply because the County's Wellness program was not truly based on any legitimate underwriting, classification, or administration risks, but instead on the County's desire to improve the health of its employees.

The court rejected these arguments and held that the safe harbor applied. The evidence showed that the County implemented the program "to classify various risks and decide what type of benefits plans will be needed in the future in light of these risks," and thus to determine "what kind of coverage will need to be provided … on a macroscopic level so it may form economically sound benefits plans for the future." In short, the County implemented the program on legitimate "insurance and risk assessment principles," rather than on "some independent desire for a healthy workforce," and thus was entitled to the benefit of the safe harbor.

Employers who sponsor Wellness programs should pay attention to this decision. The Equal Employment Opportunities Commission has taken the position that any coercive element to a Wellness program – such as the $20 charge in the Seff case – renders the program potentially unlawful under the ADA. While the safe harbor in the ADA protects employers who sponsor or administer Wellness programs for bona fide risk assessment reasons, Seff demonstrates that the safe harbor does not protect employers who implement Wellness programs merely out of the altruistic desire for healthy employees.

If you have questions about whether your company's Wellness program might run afoul of the ADA, please let us know.

* Jason Rossiter practices in all areas of employment litigation and is licensed to practice law in Ohio, Pennsylvania, and California. For more information about Wellness programs or any other employment issue, please contact Zashin & Rich at 216.696.4441.


Maryland Joins Other States in Restricting Employer Use of Credit History


By Stefanie L. Baker

Maryland Governor Martin O'Malley signed Maryland's Job Applicant Fairness Act (the "Act") on April 12, 2011. The Act becomes effective October 1, 2011. Maryland joins Hawaii, Illinois, Oregon and Washington in the nationwide push to ban employer credit checks. Several other states are also considering restricting an employer's use of credit history, including: California, Connecticut, Florida, Georgia, Indiana, Kentucky, Michigan, Missouri, Montana, Nebraska, New Jersey, New Mexico, New York, Ohio, Pennsylvania, Texas and Vermont.

The Act states that an employer may not use an applicant or employee's credit report or credit history in determining whether to:
  • Deny employment to an applicant;
  • Discharge an employee; or,
  • Determine compensation or the terms, conditions or privileges of employment.
However, the Act allows an employer to use an applicant's credit report or credit history if its use is "substantially job-related." While the Act does not explicitly define "substantially job-related," it exempts certain jobs from the requirements of the Act including:
  • Positions involving money-handling (authority to issue payments, collect debts, transfer money, or enter into contracts);
  • Positions involving access to personal information of a customer, employee, or employer;
  • Confidential positions (access to company's trade secrets, intellectual property, personnel files);
  • Positions involving a fiduciary responsibility to the employer (authority to issue payments, collect debts, transfer money, or enter into contracts); and,
  • Managerial positions that control or direct part of the business.
Certain employers are exempt from the Act as well, including: any employer that is required to perform credit checks by federal or state law; financial institutions that accept deposits insured by a federal agency; and investment advisors registered with the U.S. Securities & Exchange Commission.

Under federal law, applicants must consent to a credit check in writing. In addition, if an employer uses a credit report under an exemption, the employer must disclose its use to an applicant or employee in writing. The Act does not prohibit employers from performing other employment-related background checks, including: driving records, criminal history investigations, and educational history investigations. However, employers must ensure these types of background checks do not include credit information.

An employee or job applicant who believes his or her employer or prospective employer violated the Act can file an administrative complaint with the Maryland's Commissioner of Labor and Industry. The Commissioner will attempt to resolve the dispute informally. If informal resolution is unsuccessful, the Commissioner may assess a fine against the employer of up to $500 for the first offense and up to $2,500 for a subsequent violation. Additionally, while the Act itself does not provide for a private cause of action in court, an employee likely could file a suit for wrongful termination or failure-to-hire under Maryland public policy.

Before October 1, 2011, Maryland employers should review their policies to make sure their use of a credit report complies with the Act.


Mandatory Breaks Required for Retail Employees in Maryland


By Michele L. Jakubs*

Maryland's Healthy Retail Employee Act (the "Act") went into effect March 1, 2011. The Act requires Maryland employers with 50 or more retail employees to provide breaks based upon the number of hours an employee works in a shift. Under the Act, a "retail establishment" is a "place of business with the primary purpose of selling goods to a consumer who is present at the place of business at the time of sale" and "retail employees" include those who are "engaged in actual sales, in a store." As such, employees who are not working in a "retail establishment," such as a corporate or other office, or do not sell are not covered by the Act and do not count toward the 50-employee requirement.

For purposes of applying the 50-employee rule, companies must include the total number of retail employees they have throughout Maryland. For example, a retailer that maintains several locations throughout the state must count all retail employees working throughout the state. However, the Act does not apply to employees who work at a single location with five or fewer employees, regardless of the number of employees the employer has throughout the state.

Covered employers must provide breaks as follows:
  • A 15-minute break for a shift of four to six consecutive hours;
  • At least a 30-minute break for a shift of 6 or more hours (an employer does not have to provide the 15-minute break if the employee is entitled to the 30-minute break); and
  • If the employee's shift is 8 or more consecutive hours, an additional 15-minute break for each additional 4 hours worked. For example, if the employee works 12 hours, the employee must get one 30-minute break plus one 15-minute break.
Restaurant employees and employees exempt from overtime under the Fair Labor Standards Act ("FLSA") are not entitled to breaks under the Act. In addition, employers are not required to provide breaks to employees covered by a collective bargaining agreement or employees with an employment policy that includes breaks equal to or greater than those required by the new law.

The Act allows for a "working shift break." For example, if the employee's work prevents the employee from being relieved during one of the employee's breaks, or the employee consumes a paid meal while working, the employee may waive the break. Employees may waive the "working shift break" by entering into a written agreement with their employer.

The Act does not address whether an employer must pay the employee for the required breaks. However, under Maryland law and the FLSA, short breaks of less than 20 minutes constitute compensable work time that must be included in the sum of all hours worked in a week.

If an employee believes their employer is violating the law, the Act provides a process for employees to file a complaint with Maryland's Commissioner of Labor and Industry. Remedies include an order directing compliance with the law and potential civil penalties of $300 to $600 per employee for each instance of non-compliance. Additionally, in limited situations, a covered employee may bring a court action to enforce the Commissioner's order and for recovery of treble damages and reasonable attorneys' fees and costs. In order to avoid civil penalties, retailers in Maryland should review their break policies and employee handbooks to make sure they comply with these new requirements.

*Michele L. Jakubs, an OSBA Certified Specialist in Labor and Employment Law, practices in all areas of employment litigation and has extensive experience counseling employers on paid break time issues under the FLSA. For more information on Maryland's Healthy Retail Employee Act or any other FLSA compliance question, please contact Michele at 216.696.4441 or mlj@zrlaw.com.


Sexual Orientation: A Protected Class?


By George S. Crisci*

On April 25, 2011, the U.S. District Court for the Northern District of Ohio ruled that Shari Hutchinson's sexual orientation discrimination claim falls under the equal protection clause of the 14th Amendment of the U.S. Constitution. See Hutchinson v. Cuyahoga County Bd. of County Comm'r, No.1:08-CV-2966, 2011 U.S. Dist. Lexis 46633 (N.D. Ohio 2011). This is a potentially far-reaching decision and could prove to be the spring board for a federal law preventing workplace discrimination based on sexual orientation.

Hutchinson, a lesbian, began working for Cuyahoga County at its Child-Support Enforcement Agency (CSEA) in 2002. In 2008, she filed suit alleging, among other claims, CSEA denied her various promotions in favor of less qualified heterosexuals and that CSEA retaliated against due to her sexual orientation. Hutchinson brought her claims under 42 U.S.C. § 1983 ("Section 1983"), which prohibits the deprivation of federal rights by anyone acting under the color of state law. Hutchinson did not bring a claim under Title VII, which generally prohibits discrimination based on race, color, religion, sex, or national origin.

Cuyahoga County sought dismissal of the case on the basis that sexual orientation discrimination is not an actionable claim under Section 1983. The County based its argument, in large part, on the premise that Section 1983 mirrors Title VII and that since sexual orientation is not a protected class under Title VII it also is not a protected class under Section 1983. As a result, the County argued Hutchinson fails the first prong of her prima facie case in that she is not a member of a protected class. The Court, however, disagreed. While the Court acknowledged its past reliance on Title VII framework when analyzing Section 1983 claims, it ruled that rational basis review applied. The Court held "that an employee who alleges sexual orientation discrimination under § 1983 is not per se precluded from establishing an equal protection claim against her employer."

Public employers should take note of this ruling. While on its face, the ruling does not apply to private employers, they too should be aware of the court's finding. As with same-sex marriage, this case is evidence that the sexual orientation discrimination landscape is ever-changing.

* George S. Crisci, an OSBA Certified Specialist in Labor and Employment Law, practices in all areas of labor and employment law. For more information about employment discrimination or any other labor or employment issue, please contact George at 216.696.4441 or gsc@zrlaw.com.


The EEOC Implements Regulations Interpreting the Americans with Disabilities Amendments Act of 2008


By David R. Vance*

The Equal Employment Opportunity Commission ("EEOC") released regulations regarding the Americans with Disabilities Amendments Act of 2008 ("ADAAA") on March 25, 2011. The EEOC's regulations took effect May 24, 2011 and apply to all private, state, and local government employers with 15 or more employees. The regulations also apply to employment agencies, unions, and joint labor-management committees.

The ADAAA makes several important changes to the Americans with Disabilities Act ("ADA"). While the ADAAA retains the ADA's basic definition of "disability" as "an impairment that substantially limits one or more major life activities, a record of such an impairment, or being regarded as having such an impairment," the regulations change the statutory interpretation of disability. Some of the regulation's major changes include the following:

Broad Coverage
It is now much easier for employees seeking the ADA's protection to establish the existence of a disability, as the regulation's interpretation broadens the definition of disability.

"Major Life Activities"
The regulations include two non-exhaustive lists expanding the definition of "major life activities." The first list includes many activities that the EEOC already recognized as major life activities (e.g., walking), as well as activities that the EEOC has not specifically recognized (e.g., reading, bending, communicating). The second list includes major bodily functions (e.g., "functions of the immune system, normal cell growth, digestive, bowel, bladder, neurological, brain, respiratory, circulatory, endocrine, and reproductive functions"). Since these lists are non-exhaustive, the regulations include nine "rules of construction" to help employers determine if an individual's impairment substantially limits a major life activity.

"Substantially Limits"
The regulations make clear that "substantially limits" is to be construed broadly in favor of expansive coverage. Additionally, the regulation's interpretation of "substantially limits" requires a lower degree of functional limitation as compared to the standard previously applied by the courts. The third "rule of construction" explains that "the primary object of attention in cases brought under the ADA should be whether covered entities have complied with their obligations and whether discrimination has occurred, not whether an individual's impairment substantially limits a major life activity. Accordingly, the threshold issue of whether an impairment 'substantially limits' a major life activity should not demand extensive analysis." As a result, employees can show more easily that they have an impairment substantially limiting one or more major life activities.

Individualized Assessment
The regulations abolish any notion that certain medical conditions will "always" qualify as disabilities.

Episodic Conditions and Ameliorative Effects
The regulations make clear that the current effects of a disability are not the only factors that an employer must consider in determining whether a medical condition is substantially limiting. Impairments that are episodic or in remission – cancer, epilepsy, hypertension, asthma, diabetes, major depressive disorder, bipolar disorder and schizophrenia – also qualify as disabilities if substantially limiting when active.

Reasonable Accommodation
An individual must have an actual disability or record of an actual disability in order to qualify for a reasonable accommodation. Therefore, an individual who claims he or she is "regarded as" disabled will not qualify for a reasonable accommodation.

"Regarded As" Claims
Going forward, most ADA claims will likely be "regarded as" claims. An applicant is "regarded as" disabled if he or she is "subject to an action prohibited by the ADA (e.g., failure to hire or termination) based on an impairment that is not transitory and minor." The ADAAA substantially expands employer liability under the "regarded as" theory by removing the requirement that an employee prove that the perceived impairment substantially limits a major life activity. An employer may still defend a "regarded as" claim by asserting that the impairment at issue, whether actual or perceived, is both transitory and minor.

With the ADAAA and the EEOC's recent regulations, it is significantly more difficult for employers to prove that an employee's medical condition does not qualify as a disability. Therefore, employers should instead focus their ADA compliance efforts on the interactive process and providing a reasonable accommodation.

*David R. Vance has extensive experience with ADA and ADAAA compliance. For more information on the ADA or ADAAA including providing a reasonable accommodation, please contact David at drv@zrlaw.com or 216-696-4441.


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