Americans With Disabilities Act (ADA) Accommodation Process

The University of Massachusetts Amherst is committed to providing equal employment opportunities for qualified individuals with disabilities. The following outlines the reasonable accommodation process in compliance with the Americans with Disabilities Act (ADA) and related federal and state laws.

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

Step 1: Request for Accommodation

• An employee may request an accommodation by notifying their supervisor or Human Resources (HR).
• Employees are not required to disclose their medical condition to supervisors. Supervisors should refer employees to HR if an accommodation need is raised or observed.
• Supervisors who notice a possible need for accommodation (e.g., use of an assistive device, visible condition, expressed concern) should inform the employee of this process and contact HR for guidance. 

Step 2: HR Notification (Required)

• Supervisors and employees must notify HR before any accommodation is approved or implemented.
• While employees and supervisors may discuss potential solutions (e.g., lighting adjustments, ergonomic equipment), HR must review and confirm all requests to ensure consistency, legal compliance, and proper documentation.

Step 3: Submission of Request

• Employees must complete the Reasonable Accommodation Request Form (PDF) and submit it to accessibleworkplace [at] umass [dot] edu (accessibleworkplace[at]umass[dot]edu).
• Upon receipt, HR will provide acknowledgment and instructions, including a secure OneDrive link for submitting medical documentation.
• HR keeps all medical documentation confidential in accordance with university policy and federal law.

Step 4: Interactive Process

• HR will begin the interactive process with the employee. This may involve clarifying the request and reviewing medical documentation that explains how the condition limits major life activities and impacts essential job functions.
• HR will consult with the employee’s supervisor, HR Business Partner, and/or local HR to determine if the requested accommodation is reasonable and effective, or if alternatives may be more appropriate.
• Consideration will include whether the accommodation enables performance of essential job functions without causing undue hardship or significant disruption.

Step 5: Determination and Notification

• HR will review the request, supporting documentation, and input from relevant parties before making a determination.
  The accommodation may be:
  • Approved as requested
  • Approved with modifications
  • Approved in part
  • Denied
• Employees will be notified in writing. If approved, HR will copy the supervisor and relevant HR leadership. No accommodation is official until HR issues written approval.

Step 6: Appeals

• If a request is denied in whole or in part, the employee will receive written notice and may appeal the decision to the University’s ADA Coordinator.
• Appeals must be filed within 10 business days of receiving the decision.
• The ADA Coordinator will review the appeal and may uphold, modify, or reverse the original determination.
• Employees whose requests are denied may also submit an alternative accommodation request for consideration.