Privacy Issues in the Community College Workplace

13. Adopting a Practical Approach..................................................................................................................... 48 B. Pre-Offer Inquiries and Examinations — What You Can and Cannot Ask Job Applicants Before Making a Conditional Offer of Employment ..................................................................49 1. What Is a Medical Examination? ................................................................................................................. 50 2. What Is a Conditional Offer of Employment? ............................................................................................. 50 3. Case Study on Conditional Offer of Employment ....................................................................................... 51 4. Acceptable Pre-Offer Inquiries..................................................................................................................... 52 5. Examples of Improper Pre-Offer Inquiries .................................................................................................. 52 6. Physical Agility/Fitness Testing................................................................................................................... 53 7. Drug and Alcohol Testing of Applicants ..................................................................................................... 54 8. Psychological Testing ................................................................................................................................... 54 C. How to Handle the Obviously Disabled Applicant .......................................................................................54 D. Post-Offer Medical Examinations and Inquiries ...........................................................................................54 1. Requirements for Post-Offer Medical Examinations................................................................................... 54 2. HIV Testing Is Impermissible ...................................................................................................................... 55 E. Existing Employment Stage: Those Who Are Already Employed................................................................56 F. Denial of Employment Based on Medical Examination Results...................................................................56 1. Employers May Reject Applicants Whose Job Performance Would Endanger the Applicant or Others................................................................................................................................. 56 2. Case Study on FEHA “Safety-Of-Others” Test........................................................................................... 57 3. Case Study on Pre-Employment Medical Examinations............................................................................. 58 G. Current Employees ........................................................................................................................................58 1. Requests for Reasonable Accommodation................................................................................................... 58 2. Requests for Medical Leave under The FMLA and CFRA......................................................................... 60 3. Certification of Entitlement to Pregnancy Leave......................................................................................... 62 4. Workers’ Compensation ............................................................................................................................... 63 5. Drug Testing of Current Employees ............................................................................................................ 64 H. Fitness for Duty Examinations ......................................................................................................................64 1. When Is a Fitness for Duty Examination Allowed? .................................................................................... 64 2. When Is a Fitness for Duty Examination Required? ................................................................................... 65 3. Case Studies on Fitness for Duty Examinations .......................................................................................... 65 4. What Information Is an Employer Entitled to Receive Following a Fitness for Duty Examination? ................................................................................................................................. 67 5. What Information Can the Employer Give a Doctor? ................................................................................. 67 I. Can the Doctor Have an Employee’s Prior Medical Records?......................................................................67 J. Handling and Maintenance of Employee Medical Information ....................................................................68 1. Requirements Regarding Employee Medical File ....................................................................................... 68 2. Confidentiality of Medical Information Act ................................................................................................ 68 3. Health Insurance Portability and Accountability Act .................................................................................. 70 K. Disclosing Medical Information....................................................................................................................72 1. Employee Requests....................................................................................................................................... 72 2. Responding to Subpoenas............................................................................................................................. 73 3. Case Studies Involving Disclosure of Medical Information........................................................................ 75 S ECTION 4 Drug and Alcohol Testing and Information.................................................................................................................77 A. Employer-Regulated Drug and Alcohol Testing ...........................................................................................79 1. General Legal Standards............................................................................................................................... 79 2. Types of Drug Testing for Existing Employees........................................................................................... 83 3. Implementation of Drug and Alcohol Testing Programs and Duty to Bargain .......................................... 88 B. DOT-Regulated Drug and Alcohol Testing...................................................................................................90 1. Records Check Requirement ........................................................................................................................ 90 2. The Information to Be Released................................................................................................................... 90 3. When the Information Must Be Obtained .................................................................................................... 90

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