Accommodation Process

UC Davis and UC Davis Health Accommodation Process for Employees with Disabilities 


The procedures described below support the University of California Davis and Davis Health in implementing reasonable accommodations to employees with disabilities. 
This site is intended to provide information about a clear, equitable and consistent interactive process for all employees and their departments. 

Policy Statement and Definitions


The University provides reasonable accommodation to all staff, faculty, academic, and student employees who have a disability or become disabled and need assistance to perform the essential functions of their positions. An accommodation is reached after an interactive process between the University and the employee, in compliance with UC Personnel Policy for Staff Members, Collective Bargaining Agreements, the Academic Personnel Manual, the Federal Americans with Disabilities Act, and the California Fair Employment and Housing Act. 

Reasonable Accommodation


Reasonable accommodation for employees with a disability or who become disabled may include,
but is not limited to: 

  1. making existing facilities readily accessible and usable; 
  2. restructuring the job to eliminate non-essential job functions;
  3. granting a leave of absence or partial leave of absence (reduction in time); 
  4. modifying the employee's work schedule or work location;
  5. acquiring or modifying equipment, devices or software;
  6. providing qualified readers or interpreters; 
  7. reassignment to an available alternative position for which the employee is qualified. 

The Interactive Process


An “interactive process” is an on-going, timely and good faith communication between the employee and supervisor/chair to explore whether the employee needs reasonable accommodations to perform the essential functions of the job, and if so, how they can be reasonably accommodated. Both parties are expected to participate in good faith and Disability Management Services can help facilitate the interactive process. 

Confidentiality 

 

Information about an employee’s need for an accommodation and their limitations/restrictions will be treated and retained as confidential information. It should be shared only with those who have a need to know that information in order to accomplish their job. Employees should not share the diagnosis or other details of the underlying condition. Implementing an approved accommodation may mean that others will become aware that an employee is being treated differently than other colleagues, but the University will not disclose any private medical information to individuals who do not have a need to know that information as part of their job responsibilities.

Process Overview: Roles and Responsibilities 

 

Through an interactive process, the employee, Supervisor, and Disability Management Services communicate regarding the essential functions of the job, the limitations/restrictions of the employee, accommodation ideas, the reasonableness of possible accommodations, and the implementation of reasonable accommodations. The University will consider this information in determining the types of accommodations that can be offered. An employee is not entitled to the accommodation of their choice, but to one that is reasonable.

Responsibilities of the Employee

The employee has primary responsibility for starting the accommodation process and providing
necessary documentation. Specific responsibilities include: 

  • starting the process by making a request for accommodation to your supervisor/chair;
  • providing information from a health care provider regarding limitations/restrictions to Disability Management Services. DMShelp@ucdavis.edu directly; and
  • notify your supervisor/manager that you have medical restrictions/functional limitations and that you have sent them to DMS;
  • engaging with the supervisor/chair in good faith in exploring accommodation options; and
  • providing updated medical documentation to DMS if medical documentation expires but limitations/restrictions continue.

Responsibilities of the Supervisor/Chair

The supervisor/chair is the campus administrator with primary responsibility for responding to the accommodation request. (Henceforth, the term “chair” broadly designates the head of the academic appointee’s unit.) The supervisor/chair’s specific responsibilities include the following:

  • explaining the interactive process by which the campus handles a request for accommodation; 
  • providing the employee with a referral to the Disability Management Services Office to submit their documentation from their medical provider;
  • engaging with the employee in good faith in exploring accommodation options; 
  • consulting with appropriate campus offices on accommodations;
  • consulting with HR Business Partner/Chief Administrative Officer/Department Manager about accommodation requests when applicable;
  • providing the employee with the accommodation decisions; and
  • ensuring that approved reasonable accommodations are provided to the employee in an effective and timely fashion, which may include ongoing discussions, review, and new decisions. 

If the University knows of an employee’s disabling condition, the supervisor/chair is encouraged
to initiate a discussion with the employee to determine if there is a need for accommodation. 

Scope of the Accommodation Process for Employees 


Please note that this process only applies to employees of the University. For students in their academic role please contact Student Disability Center at https://sdc.ucdavis.edu/. 
 
Additionally, the above outlined process does not apply to employees requesting an adjustment based on a family member's medical condition or disability. In such cases, employees should consult with their supervisor/chair on workplace adjustments. The supervisor/chair can consult with Employee & Labor Relations and/or Academic Affairs/Academic Personnel, as needed.