We must provide reasonable accommodations to ensure equal opportunity and access to all programs, activities, and services of the University.
Sometimes employees will disclose the need for accommodations to supervisors first, or supervisors may have concerns they feel could be addressed through an accommodation. Employees can request accommodations at any time and do not have to use specific language. Supervisors can always ask "how can I help?" then reach out to EOA for consultation or directly refer employees to EOA. When needed, EOA will provide resources to fund accommodations.
Roles in the Job Accommodation Process
Employee
Discuss the need for an accommodation with a supervisor or directly to EOA. Fill out the EOA form to request an accommodation. Participate in the interactive process, a process EOA will facilitate to learn about the need from the employee, the business needs from the supervisor, and as needed, information from medical providers.
Supervisor
Ensure position descriptions and expectations are up to date and documented. Know of and share resources such as University Human Resources Benefits such as FMLA and EOA employee accommodation processes. Refer employees to resources when the employee is experiencing barriers in the workplace or job performance issues you think may be medically related. Participate in the interactive process. Share your concerns about essential functions and business needs of the unit. Supervisors always have the right to question and ask for clarification. Implement accommodations.
Equal Opportunity and Access
Initiate the interactive process. Remain a neutral process facilitator and decider. Listen to input from the employee and supervisor. Assess the interaction between the employees essential job functions and the functional impacts of the disability/pregnancy/religious practice that is the reason for the accommodation request. Determine what is a reasonable accommodation as needed. Work with the supervisor to determine implementation.
Confidentiality
EOA will keep any medical information obtained confidential, and will only discuss impacts with others on a strict need-to-know basis. Supervisors who learn this information whether directly from the employee or from EOA, are also expected to keep information confidential and shared only with EOA.
When to Refer an Employee to EOA
Whenever possible a supervisor can and/or should provide what the employee needs outside of the accommodation process. Below are some examples of when supervisors can provide what the employee needs as a standard business practice without needing to engage EOA:
- An employee discloses a back injury and requests a sit-stand desk. If the unit provides office furniture on a routine basis, or has the budget to provide, they should consider purchasing the needed desk without requiring the employee to go through additional steps with EOA that non-disabled employees do not for the same outcome.
- An employee requests a remote work agreement for the last trimester of a pregnancy. If the unit would provide remote work agreements to other similarly situated employees, there is no need to require the employee to go through an EOA process. This can be provided as a standard business practice.
- An employee needs to attend physical therapy appointments once a week that will require a shift in work schedule. If the unit has a culture of providing flexible work schedules, consider providing this as a standard business practice.
Supervisors who are unsure what to do, or who want to deny a request, must always contact EOA to discuss. Only EOA, through an interactive process, can gather documentation to assess whether to approve or deny an accommodation request.