Employee Accommodation

Reasonable Employee Accommodation

The Americans with Disabilities Act (ADA) passed by Congress in 1990 and amended in 2008, plays a vital role in removing barriers to employment, public accommodations, transportation, and other areas of life for people with disabilities.

Disabilities Covered

The U.S. Department of Justice’s Civil Rights Division provides some examples of disabilities covered under the law:

  • Cancer
  • Diabetes
  • Post-traumatic stress disorder
  • HIV
  • Autism
  • Cerebral palsy
  • Deafness or hearing loss
  • Blindness or low vision
  • Epilepsy
  • Mobility disabilities such as those requiring the use of a wheelchair, walker, or cane
  • Intellectual disabilities
  • Major depressive disorder
  • Traumatic brain injury

However, these are just some examples as the ADA covers many other disabilities that would be difficult to list here.  

Reasonable Accommodation

A reasonable accommodation is any change or adjustment to a job or work environment that does not cause an undue hardship on the department or unit and which permits a qualified applicant or employee with a disability to participate in the job the application process, to perform the essential functions of a job, or to enjoy benefits and privileges of employment equal to those enjoyed by employees without disabilities.

The UF ADA Office oversees accommodations for employees, job applicants, volunteers, visitors, events and facilities, while the Disability Resource Center (DRC) manages student accommodations. 

The Interactive Process

Each disability accommodation request is different and unique. Consequently, every request is analyzed and processed on a case-by-case basis. However, the general steps of The Interactive Process typically follow those described below. Anyone involved in The Interactive Process should not hesitate to ask questions at any point during the process.

UF employees have the right to request the reasonable assistance necessary to conduct work. Our office is committed to supporting this right, discouraging disability stigmatization, discrimination, loss of medical privacy, and retaliation. The UF ADA Office  does not share medical information provided by the employee with the department or unit in which they work. The Office will only share information regarding the accommodation(s) requested.

Interactive Process for requesting accommodations: 

  1. Obtain medical certification of disability from your licensed medical provider. This can come from various licensed medical professionals like medical doctors, nurses, physician assistants, ARNPs, physical therapists, occupational therapists, mental health professionals, etc. The certification must include details about your condition, whether it qualifies as a disability, how the limitations impair your ability to perform job duties, whether these limitations are temporary or permanent, and the recommended accommodations. The licensed medical provider may submit the Medical Certification Form or a letter complete with letterhead, medical license and signature. 
  2. Submit the Reasonable Accommodation Request form along with the medical certification documentation from your licensed medical provider. If you need assistance with this form, please call the UF ADA Office to make a verbal request. You’ll receive confirmation through a phone call, email, or letter.
  3. An ADA Case Manager will review your request and identify if any additional documentation is required.
  4. The ADA Case Manager will schedule a one-on-one meeting with you to discuss the requested accommodations.
  5. The ADA Case Manager will meet separately with your supervisor, respective leadership, and HR liaison. Your medical diagnosis will be kept confidential throughout all discussions.
  6. A determination letter will be provided to all involved parties.

Appeal: If you disagree with the determination, you can appeal the findings. The appeal process will be navigated by the ADA Coordinator not the ADA Case Manager.   

Time frame: The time frame for processing requests heavily depends on the circumstances of each case. 

Email: adaservices@ufl.edu | Phone: (352) 273-3721 Fax: (352) 392-5268 

ADA Interactive Process Handout
Medical Certification of Disability Form
Accommodation Request Form