1. The employee brings his/her concern or request for accommodations to the appropriate supervisor.
2. If the difficulty can be defined as a temporary occurrence, the supervisor will refer the employee to Human
Resources. If the employee indicates that the problems are chronic and may be related to a disability, the employee is referred to the Director of Disability Services.
3. If the employee is referred to Disability Services, the Director will request that the employee provide appropriate disability documentation. If after reviewing the documentation it becomes clear that the employee does not have a disability, he/she will be referred to Human Resources. Disability documentation will be kept confidential and will not be stored in personnel files. The employee may elect to disclose the specific nature of their disability, but Human Resources and Disability Services will not disclose specific diagnoses and other medical information unless requested to do so by the employee through a release form. Supervisors will be given information regarding how the individual’s disability may affect his/her ability to perform job tasks and what accommodations are necessary. If the employee is found to have a disability, reasonable accommodations will be recommended based on an assessment of the interaction between the employee’s functional limitations and the essential functions of the job. Human Resources, Disability Services, the supervisor and the employee may be involved in this process as necessary.
4. If a disability-related accommodation is needed, Disability Services will usually pay the cost. There are instances where the department should consider paying for the accommodation. It is important to keep in mind that a high percentage of accommodations will not involve any financial cost. Individual departments should consider paying for reasonable accommodations when:
• The accommodation will benefit others in the department or will generally improve the work environment.
• The department would have purchased the new technology or equipment even if the employee did not have a disability. In this case, Disability Services and the individual department may share the cost of the accommodation.
5. If a non-disabled employee is referred to Human Resources for assistance, they may request medical information to document the need for ergonomic or other modifications. If the medical documentation suggests that the individual may have a disability, Human Resources will consult with the Director of Disability Services to assist in making this determination and the employee may be referred to Disability Services. Human Resources will provide a list of ergonomic consultants and make other recommendations as needed. It is at the discretion of the individual departments if they are able to pay for adjustments which are the result of medical conditions not defined as disabilities