Information for Supervisors on the Job Accommodation Process

The University is required to provide reasonable accommodations to ensure equal opportunity and access to all programs, activities and services it provides.  Sometimes, employees will disclose the need for accommodations to a supervisor 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?” and reach out to OICR for consultation, or directly refer employees to OICR.

Roles in the Job Accommodation Process

Employees

  • Self identify to request an accommodation in their work environment
  • Completing an Intake form
  • participating the in the interactive process, which includes an intake meeting
  • Medical documentation may be requested to engage in this process

Supervisor

  • Ensure that position descriptions and expectations are up to date and documented
  • Be aware of and share resources to employees, like the OICR accommodation process.
  • Refer employees to resources when the employee is experiencing barriers in the workplace or job performance issues that may be medically related.
  • Be prepared to engage in the interactive process with OICR to discern essential functions and the business needs of the unit.
  • Implement approved accommodations

Office for Inclusion and Civil Rights

  • Initiate the interactive process after the employee has self-identified
  • Remain a neutral facilitator of the process
  • Assess the interaction between the employee’s essential functions and the functional impact of the diagnosis
  • Determine what is a reasonable accommodation as needed
  • Work with the supervisor to determine implementation

Confidentiality

OICR will keep any medical information provided 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 OICR, are also expected to keep information confidential and shared only with OICR.

When to Refer an Employee to OICR

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 practice without needing to engage with OICR:

  • 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 it, they should consider purchasing the desk without requiring the employee to go through additional steps that a non-disabled employee would with the same outcome.
  • An employee requests a hybrid working schedule, and the unit already provides remote work to other similarly situated employees, there is no need to require the employee to go through the OICR process.  This can be provided as a standard business practice.

Supervisors who are unsure what to do, or who want to deny a request must always contact OICR to discuss.  Only OICR, through an interactive process, can gather documentation to assess whether to approve or deny an accommodation request.