Americans With Disabilities Act (ADA) Accommodation Process

The step-by-step process for requesting accommodations is detailed below: 
 

1. Employee informs their supervisor about the need for a job accommodation. (Note: the employee does not have to disclose any medical/ mental health condition that relates to the need for an accommodation to their supervisor. The supervisor should refer the employee to the AWU for the ADA accommodation process.
   
   Alternatively, the supervisor may be aware of an actual or potential need for an accommodation based on visual observation: assistive device in use, visible pregnancy, or overhearing an employee complain about a condition. The supervisor should let the employee know of the AWU and ADA accommodation process. The AWU encourages supervisors to contact HR and/or the AWU when this situation presents itself.
    
2. The employee and supervisor can discuss the type of accommodation(s) that may be needed. This is perfectly acceptable where the requested accommodation is easily rectified, i.e., a request for a lamp rather than having fluorescent lights on (migraine mitigation) or an expressed need for an ergonomic keyboard/mouse. The supervisor (or local area HR) should put the accommodation in place. The supervisor should also encourage the employee to register their disability and need for accommodation with the AWU.
    
3. Requesting employees should complete the Reasonable Accommodation Request Form PDF.We ask the requesting employee to complete the form and specify their accommodation request. (Note that accommodations may not be fully approved if alternatives can accommodate the employee's needs.) 
    
4. The employee submits the completed Reasonable Accommodation Request form to accessibleworkplace [at] umass [dot] edu (accessibleworkplace[at]umass[dot]edu). Once received, the AWU emails the employee an acknowledgment and instruction email that includes a link to a OneDrive shared folder. This is where the requesting employee will submit any medical documentation. This is a university IT requirement to safeguard health-related information. the AWU keeps all medical information received confidential.
    
5. From here, an Accessible Workplace Specialist or designee will begin the interactive process. This process may involve speaking/emailing with the employee to ensure that no information is missing and that what is being requested is accurate.
   
   Some employees may need help to identify a reasonable and appropriate accommodation. The AWU will work with the employee to have them understand that they are to provide medical documentation (letter from a doctor, doctor's notes, etc.) outlining how their condition affects day-to-day functioning. The AWU will explain to the employee that it is essential for the doctor's letter/notes to reflect the need for the requested accommodation. The AWU will review their job duties, medical information, and other relevant information to suggest a reasonable and appropriate accommodation.
    
6. The Accessible Workplace Specialist or assigned staff will reach out to the employee's supervisor, local area HR Director, and/or HR Business Partner about the requested accommodation, whether it can be granted, if this is reasonable and/or appropriate, whether granting can or will cause unreasonable disruption to the workplace, and determine if there are other options for a reasonable accommodation. the Accessible Workplace Specialist will follow up with the employee with suggested alternatives if needed. 
    
7. The Accessible Workplace Specialist reviews the request and feedback from the employee, supervisors, and HR and issues a determination. 
   
   If the initial request is granted, an accommodation approval email will be sent to the employee, cc'ing the supervisor, HR Business partner, or local area HR head.
   
   The original request may be granted in whole, in part, modified, or denied. If denied in whole or in part, the employee will be provided notice of their right to appeal the denial to the university's ADA coordinator, who will determine if the denial should stand, be modified, or be reversed. The requesting employee has ten business days to appeal the decision.
   
   The denial letter may inform the employee that although their requested accommodation was denied, they can request an alternative accommodation.