EMPLOYEE: Requesting Accommodations

If an employee has questions or needs assistance, the employee may call the ADA Office at 352-294-8720/TTY: 1-800-955-8771 and ask for a consultation with the ADA/504 Coordinator.

Accommodation Request Process

The employee accommodation process has seven (7) steps, some of which may occur simultaneously. Certain information, however, such as supporting documentation, must be received before the university may make a determination and move forward toward implementing an Accommodation Plan.

Step 1: Disclosure and Referral or Direct Contact with ADA/504 Coordinator

At any time, an employee may disclose that an existing or newly acquired disability or condition is having an impact on their ability to perform the duties of their assigned position. Such disclosures come in many forms. No specific language or use of specific terms is required. Supervisors are encouraged to actively listen to the employee and to offer referral to the ADA Office as a resource when there is any indication that the employee may be referencing a disability or condition in the absence of any other established process such as temporary restricted duty or modified duty under workers compensation. The employee is not required to disclose the exact nature of their disability or condition, provide medical documentation, or detail treatment or care being received (for example: depression and counseling) to their supervisor in order to be referred.

An employee may contact the ADA/504 Coordinator directly. There is no requirement that the employee disclose to their supervisor or HR liaison in order to access the accommodation process.

The employee’s disclosure is the first step in the accommodation process for the university. The university encourages that any disclosure by an employee be held confidential, whether or not the employee is referred to or chooses to move forward in the accommodation process. 

The university supports the employee’s decision to enter the process any time throughout their employment as needed. 

An ADA Information Session is required to move forward in this process (see Step 2 below).

Step 2: ADA Information Session

The ADA Information Session is one in which the ADA/504 Coordinator or their designee may review the ADA, relevant university policies, the accommodation process, and the employee’s request with the employee. The ADA Coordinator may request specific verbal information during this session about the employee’s workplace, essential functions, and disability and/or condition in order to provide guidance to the employee and/or begin an assessment.  The employee continues to have the right to either move forward in the process or to decline to move forward. The employee may also choose to be accompanied by a support person, such as their partner, spouse, or a trusted colleague.

Employee – Schedule Information Session  

In addition, the supervisor may request an Informational Consultation with the ADA/504 Coordinator to review the process, make a referral, schedule training for their unit, or otherwise discuss a concern.

Supervisor – Schedule Informational Consultation  

Step 3: Submit Formal Request

In order for the process to move forward, the university requires the employee to formalize their request.  The employee should use the Employee Accommodation Request Form, which will be received directly by the ADA/504 Coordinator. The employee will receive an email that acknowledges the receipt of the request, and if they have not completed an ADA Information Session, several dates/times will be offered. 

Receipt of the formal request AND completion of the ADA Information Session will then lead to a notification to the employee’s supervisor and unit HR Liaison that the employee has entered the accommodation process.

The supervisor and HR Liaison will be asked to provide the employee’s position description or a summary of essential functions for consideration in the accommodation analysis. 

Step 4: Submit Employee ADA Medical Certification Form

Employees wishing to move forward in the accommodation process will be requested to have their current qualified professional complete and sign the Employee ADA Medical Certification Form. This form is specific to the context of the workplace and is used by the university in its determination of reasonable accommodations or their equally effective alternatives.

The ADA/504 Coordinator may review the information on the form with the employee as a part of facilitating movement forward in the accommodation process. The ADA Office makes the final determination of what is or is not a reasonable accommodation given all information and input received.

In some instances, the university may request additional information in order to make its determination. In such cases, the ADA/504 Coordinator will either request the employee sign an Authorization to Release Confidential Medical Records or Information so that the ADA/504 Coordinator can contact the qualified professional or may provide the employee with a list of information needed so that the employee may consult with the qualified professional directly.

Step 5: Discussion and Review of DRAFT Accommodation Plan

During the interactive accommodation process, discussions may occur that support an employee’s timely movement towards obtaining accommodations. The interactive process is one that is meant to be transparent, fostering input from the employee and their supervisor and/or HR Liaison. When DRAFT accommodations have been developed, a DRAFT Accommodation Plan, enumerated for documentation reasons, is sent to the employee, their supervisor and/or HR Liaison at that same time. Input or approval of the plan is requested within five (5) business days.

When input is received that substantially amends the DRAFT 1.0, a second DRAFT 2.0 Accommodation Plan is created and sent to all for input and approval.  This process continues until all approve of the DRAFT version.

The expectation of the university is that the employee and their supervisor and/or HR Liaison will continue to engage in the process and reply to requests for input or approval in a prompt manner fostering timely completion of this step.

Step 6: FINAL Accommodation Plan

Once the employee and supervisor and/or HR Liaison have agreed to the DRAFT version of the Accommodation Plan, a FINAL Accommodation Plan is created. The FINAL Accommodation Plan is sent to the employee and supervisor and/or HR Liaison for signature. The signed FINAL Accommodation Plan becomes the official record of the approved accommodations or equally effective alternatives.

Step 7: Case Management

The interactive process does not conclude with a FINAL Accommodation Plan. Ongoing case management continues to:

• Support open communication and to allow evaluation of the applied accommodations or equally effective alternatives,
• Foster timely updates or revisions when an employee’s disability or condition changes,
• Effectively change status should an employee withdraw their request or seek extended leave as a result of their disability or condition,
• Provide consultation should the employee change positions, and/or,

Document closure of an employee’s request should their status at the university change.