Accommodation Process

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

UC Davis and UC Davis Health are committed to providing reasonable accommodations to staff, faculty, academic, and student employees who have a disability or become disabled and need assistance in the workplace. Accommodations are determined through an interactive process between the employee and the University. 

The procedures described below provide key information about this clear, equitable, and consistent process to help employees and departments identify appropriate accommodations that enable individuals to perform the essential functions of their positions.

Policy Statement and Definitions

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. 

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.

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. 

Steps to the Interactive Process

Please note that each interactive process interaction is unique and varies on a case-by-case basis. 

1. Recognizing an accommodation request or the need for an accommodation:
   • Employee requests an accommodation or the supervisor becomes aware of a need for an accommodation.
2. Gathering information:
   • Meet with the employee to discuss the accommodation request.
   • Ask for information about limitations, without diagnosis.
   • If not already provided, request that the employee obtain medical documentation from their medical provider, outlining limitations/restrictions, and provide the employee with a referral to Disability Management Services to submit this documentation.
   • Manager/supervisor reviews essential job functions.
   • Manager/supervisor consults with Disability Management Services, as needed.
3. Exploring accommodation options:
   • Manager/supervisor and employee collaborate to identify potential accommodation(s).
   • Manager/supervisor and employee discuss, explore, and assess the effectiveness of each potential accommodation.
4. Implementing the accommodation:
   • Manager/supervisor and employee fill out a Temporary Accommodation Form (TAF)
5. Monitoring the accommodation:
   • Manager/supervisor and employee continue to monitor the effectiveness of the accommodation.
6. Documenting the process

Reasonable Accommodation

A reasonable accommodation is a modification or adjustment to a job, work environment, or employment practice that enables an employee with a disability or serious health condition to perform the essential functions of their position.

Examples may include:

• Assistive technology or equipment
• Adjustments to workstations
• Restructuring/modification to job functions
• Modified work schedules or work location
• Leave of absence or partial reduction in time
• Providing qualified readers or interpreters

An employee is not entitled to the accommodation of their choice, nor entitled to what a healthcare provider recommends, but to one that is reasonable. Each accommodation is evaluated on an individual basis. For more information please visit Accommodation Resources.

Process Overview: Roles and Responsibilities 

Responsibilities of the Employee

The employee has primary responsibility for starting the accommodation process and providing necessary documentation. You may reach out to us at [email protected].

Specific responsibilities include:

• Notifying your supervisor/chair that you need an accommodation. You do not need to disclose your diagnosis.
• Providing adequate medical documentation describing the functional limitations/medical restrictions. If documentation expires and the limitations or restrictions continue, provide updated documentation as needed. 
  Note: You are not required to disclose your diagnosis or other confidential or private health information.
• Share information about how your limitations affect specific work duties or workplace activities and offer suggestions for accommodations.
• Engaging with your supervisor timely including responding to questions, attending interactive process meetings, and considering proposed accommodations in good faith. 
• Notify your supervisor if your limitations, restrictions, or accommodation needs change.

Please see Employee Tips for additional information on navigating the interactive process.

Responsibilities of the Supervisor/Chair

The supervisor/chair is the campus administrator with primary responsibility for responding to the accommodation request, facilitating the interactive process discussion, and implementing reasonable accommodations. (Henceforth, the term “chair” broadly designates the head of the academic appointee’s unit.) 

The supervisor/chair’s specific responsibilities include:

• Recognizing and responding to accommodation requests in a timely manner
• Explaining interactive process by which the University handles accommodation requests
• Providing the employee with a warm referral to Disability Management Services (DMS)
• Engaging directly with the employee and considering each accommodation request based on their specific circumstances, the essential functions of the position, and the operational needs of the department.
• Consider implementing the proposed accommodations on a temporary basis to evaluate their effectiveness. 
• Consulting with DMS regarding reasonable accommodations and the interactive process. DMS can assist supervisors/chairs in evaluating accommodation options and navigating the process. 
• Informing HR Business Partner/Chief Administrative Officer/Department Manager about accommodation requests, when applicable
• Maintaining confidentiality of all medical documentation and accommodations
• Providing the employee timely documentation of the accommodation decision, including the approved accommodation and any relevant terms or duration.
• Ensuring that approved reasonable accommodations are implemented 
• Following-up with the employee after an accommodation is provided to confirm it is effective, and re-engaging if the employee’s condition, role, or operational needs change. 

Please see Managers/Supervisors Tips for additional information on navigating the interactive process.

Supervisors/chairs are encouraged to complete the DMS Supervisor/Manager training annually.

If the University knows of an employee’s serious health condition, the supervisor/chair is encouraged to initiate a discussion with the employee to determine if there is a need for accommodation. DMS can provide further guidance on how to initiate this discussion.

Responsibilities of the HRBP/CAO

• Collaborate with DMS on department approved accommodations.  Consult with DMS on complex or sensitive accommodation matters
• Inform employees of campus resources available to them (DMS, ASAP, Ombuds, etc.)
• Provide guidance on employment implications
• Support departments in balancing operational needs (i.e. funding avenues) and employee rights
• Facilitate issuing required medical separation notices in compliance with policy and contracts
• Support departments in producing and updating accurate position descriptions clearly outlining essential job functions and physical/mental job demands
• Assist with identifying TRTW requests
• Assist with addressing performance, leave, or labor relations issues that intersect with accommodations
• Participate in interactive process meetings, as appropriate
• Escalate concerns or risks when needed
• Complete the DMS Supervisor/Manager training annually

How DMS Supports You: 

Disability Management Services serves as the University’s subject matter expert on workplace disability accommodations. DMS can assist employees and departments throughout all aspects of the accommodation process by providing guidance, resources, and expertise to support effective accommodations and ensure compliance with applicable policies and laws. DMS services include but are not limited to:

• Reviewing medical documentation to confirm functional limitations/restrictions, duration, and verifying medical certifications when needed
• Recommending potential accommodation options based on medically verified limitations, the essential functions of the position, best practices, and applicable disability laws and university policies
• Participating in interactive process discussions with employees and supervisors
• Supporting return-to-work planning, including transitional or modified work arrangements when appropriate
• Determining eligibility for Mobility Assistance Shuttle services, when applicable
• Assisting with alternate job search or reassignment options, when appropriate and consistent with policy
• Reviewing medical separation requests in accordance with institutional procedures

When to Contact DMS

Employees and departments are encouraged to contact Disability Management Services as soon as a need for accommodation is identified. Examples include:

• A medical condition is impacting an employee’s job performance
• A healthcare provider has issued work restrictions or limitations
• An employee is returning from medical leave with restrictions 
• Job duties, schedules, or work environments may need modification due to a serious health condition
• There are questions or uncertainty about accommodation options or the interactive process

Early consultation helps promote timely and effective outcomes!

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 the Student Disability Center. 
 
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.