The Americans with Disabilities Act (ADA) is a federal civil rights law that prohibits discrimination against people with disabilities in everyday activities. The ADA prohibits discrimination on the basis of disability just as other civil rights laws prohibit discrimination on the basis of race, color, sex, national origin, age, and religion.

Title I: Applies to employers that have 15 or more employees, including state/local governments, employment agencies and labor unions.

Requirement: Employers must provide people with disabilities an equal opportunity to benefit from the employment-related opportunities available to others. This includes recruitment, hiring, promotions, training, pay and social activities.

Accommodations Process

  1. Faculty and staff can start the process of requesting an accommodation by submitting the ADA Reasonable Accommodation Request Form or providing Human Resources with medical documentation from their healthcare provider.
    • The documentation must include the severity of the person’s condition and/or specify the disability, detailed limitations/restrictions, how the disability affects their work and a duration of time.
    • If the employee does not submit the ADA medical certification form, we’ll accept a doctor’s note. The note must be on the provider’s letterhead.
  2. Once the relevant documentation is received, HR discusses the requested accommodation with the faculty or staff member, as it relates to their job duties, and is informed of the next steps, which is called the interactive process.
  3. During the interactive process HR will notify the appropriate members of the faculty or staff’s leadership (supervisor, director or department chair and/or dean). Depending on the request, this can be done via phone, virtual or in person meeting; followed up with an email.
    • Without disclosing confidential information, HR explains the limitations/restrictions and the suggested reasonable accommodation. The goal is to understand the components of the person’s job and establish if their duties can be done 100% with the accommodation.
    • If the department is not able to provide the accommodation requested, alternative options can be discussed. Use the Job Accommodation Network (JAN) for guidance.
  4. The employee and their leadership will receive an ADA Determination letter.
    • If accommodation has been identified, the letter will detail specifications of the approved accommodation. HR will communicate and work with the employer’s leadership to implement and facilitate the accommodation.
    • If accommodation is not approved, the letter will list the factors utilized in the decision, undue hardship, financial hardship, disruption of business operations, etc.
  5. A copy of the ADA letter and all medical documentation is kept in the confidential case management system, and not in the employee’s personnel file.