How do I request a workplace accommodation? Employees submit a request through the Office of Human Resources. HR engages in an interactive process with the employee and supervisor to determine reasonable accommodations.
What is the interactive process? The interactive process is a collaborative dialogue between the employee and the university to identify effective accommodations that enable the employee to perform essential job functions.
What types of workplace accommodations might be available? Examples may include modified work schedules, assistive technology, ergonomic adjustments, remote work considerations, job restructuring, or other modifications. Accommodations are individualized and depend on job responsibilities and documented needs.
Does my supervisor get access to my medical information? No. Medical documentation is maintained confidentially within Human Resources. Supervisors are informed only about approved accommodations necessary for implementation.
Can an accommodation be denied? An accommodation may be denied if it would fundamentally alter the essential functions of a position or impose undue hardship on the university. If an accommodation is not approved, alternative solutions will be explored.
What is a reasonable accommodation under the Americans with Disabilities Act (ADA)?
A reasonable accommodation is a modification or adjustment to the work environment or the way job is customarily performed that enables a qualified individual with a disability to perform the essential functions of their position. A reasonable accommodation under the ADA is for an employee’s own medical condition.
What are essential functions? Where can I find the essential functions of my position?
Essential functions of a job are the basic position responsibilities that an employee must be able to perform with or without a reasonable accommodation. For staff, essential functions are found in their job description.
When should I submit a request for a reasonable accommodation?
An employee can submit a request for a reasonable accommodation at any time.
What is the role of The Hartford in this process?
The University works with a third-party disability administrator, currently The Hartford, to assist with reviewing reasonable accommodation requests and providing recommended accommodation options. Employee Relations will submit AU employees’ requests for accommodation to The Hartford who will provide the employee with forms for their medical provider to confirm their condition and requested accommodations. The Hartford will then recommend accommodation options to AU HR. If you are having any challenges communicating with The Hartford, please notify Employee Relations immediately.
How long does this process take? Is there any way to expedite?
Depending on the unique circumstances of a request, requests for a reasonable accommodation may a few weeks to process. If you anticipate that you will need to see your doctor or have any medical tests to substantiate your accommodation requests, we suggest you coordinate with your doctor as soon as possible.
How will the medical information I provide be protected?
Any request for a reasonable accommodation due to a disability or medical condition will be kept in the strictest of confidence. Information regarding any medical conditions or history will be treated as a confidential medical record and maintained in a separate file and will only be available to designated Employee Relations staff in the Office of Human Resources.
What is the interactive process?
Upon learning of the possible need for a reasonable accommodation under the ADA, the University will engage in a process in which the employee, health care provider and Human Resources each share information about the nature of the disability and the limitations that may affect the employee's ability to perform the essential job duties. This process is referred to as the interactive process and involves a good-faith effort by the University and the employee to discuss the limitations or issues the disability may pose. The purpose of this discussion is to determine what (if any) accommodations may be needed.
Who decides whether to approve an accommodation?
The University, through its third-party disability administrator, will assess if the employee has a disability under the ADA and determine what accommodations, if any, are necessary to help the employee meet the essential functions of their job. An accommodation can be a change or modification to the workplace, allowing the employee with a disability to perform their essential job. Human Resources will engage in the interactive process until we find the accommodation(s) that meets the needs of the employee and does not create an undue hardship on the University. Human Resources will seek input from the employee's supervisor, who has knowledge about the duties of the position and the worksite, to help determine the feasibility and what may be a "reasonable" accommodation.
How will I learn if my request has been approved?
Human Resources, or the University’s third-party disability administrator, will notify the employee in writing that their requested accommodation has been approved or denied. Details of the accommodation and the anticipated start date shall be included. The accommodation process is not set in stone and may need to be reviewed, especially if an employee's disability changes or the needs of the department change.
The fact that the University extended telework for the purpose of protecting employees’ health and safety from COVID-19, and chose to permit telework even if job duties did not lend themselves to telework in all cases, does not mean that the University will permanently change a job’s essential functions as an accommodation on a going forward basis. Telework is not generally a feasible accommodation for duties such as teaching or other staff functions that are performed on campus.
