Accommodation Request Procedures for Current Employee

The University has instituted a procedure for handling requests for accommodations for current employees with disabilities. Under the Americans with Disabilities Act, the University must provide a reasonable accommodation requested by an employee to perform essential job duties, unless it would present an undue hardship to the University. The following procedure should be followed for handling accommodation requests:

  1. The employee first obtains a Request for Accommodation Form from the Title IX/ADA/EEO Director (126 Hitchins, 301-687-3035).

  2. The employee completes Section I of the form, describing his/her disability, the accommodation being requested, and how the accommodation will assist the individual in performing the essential functions of the job. The employee then returns the form to the supervisor for review.

  3. The supervisor reviews the request and determines what impact it will have on the following areas:

    1. Operations - If providing the accommodation would be unduly disruptive to the department or the University's ability to conduct business, then the supervisor may indicate his/her opinion that the accommodation would be an undue hardship. For example, flexible scheduling may not be able to be accomplished without negatively affecting the operation of a particular department.

    2. Staffing - If the accommodation will create a heavier workload for other employees in the department, the supervisor may indicate on the form that this may pose an undue hardship.

    3. Budget - When determining whether the cost of the accommodation may be an undue hardship, the focus should be on the financial resources available to the University. If the supervisor feels that the cost of providing the accommodation would be an undue hardship, he/she can indicate this on the request form.

  4. If the supervisor feels that the accommodation request is reasonable based on the established criteria, he/she will indicate approval of the accommodation and forward the form to the Title IX/ADA/EEO Director. If the supervisor feels that the accommodation may present an undue hardship, he/she must provide a suggestion for an alternative accommodation. The supervisor then forwards the form to the Title IX/ADA/EEO Director.

  5. The Title IX/ADA/EEO Director consults with the employee and the supervisor about the request. Based on these consultations, the Title IX/ADA/EEO Director makes a recommendation on the effectiveness of the accommodation for the employee to perform job duties and whether an undue hardship is created for the University. The Title IX/ADA/EEO Director forwards this recommendation to the appropriate Vice President.

  6. The Vice President approves the final accommodation and the funds, and sends the decision to the Title IX/ADA/EEO Director.

  7. The Title IX/ADA/EEO Director notifies the employee, his/her supervisor, and the Director of OHR of the final approved accommodation.

  8. The supervisor then consults with the employee to ensure that the accommodation is adequate for the employee to perform his/her essential job duties.

All Requests for Accommodation forms and related documentation is filed in the Office of the Title IX/ADA/EEO Director for a period of five (5) years.

Requests for Transfer as a Reasonable Accommodation.

Employees with disabilities who are unable to perform their existing jobs even with accommodation may request a transfer to another position within the University. When such a request is made, the Office of Human Resources will identify positions that are vacant or soon to be vacant that the individual is qualified to perform.

The University will make every effort to reassign the employee to a position of the same grade, salary level, and job status. If there are no equivalent positions vacant for which the employee is qualified, the University will offer reassignment to a lower graded position as an accommodation, if a position is available for which the individual is qualified.