Formal ADA Job Accommodations Requests Process

Formal ADA Job Accommodations Requests Process

In accordance with CSU Executive Order 1111, and state and federal law, CSUDH shall upon request, strive to provide reasonable accommodation to an employee or applicant for employment with a disability or medical condition, to perform the essential functions of their jobs. Reasonable accommodation is determined by the CSU following its receipt for an individuals' request for accommodation and engagement in an interactive process with the individual to identify the appropriate reasonable accommodation given the nature and extent of the individual's disability or medical condition.

The following is the procedure to be followed by applicants or employees who are requesting a reasonable accommodation:

  1. An employee formally requesting an accommodation will be provided with their job description, which list their essential job functions of their position, an Employee Accommodation Request Form, a Physician Disability Verification Form and any other information relevant to the interactive process.

  2. The employee must take these documents to their physician and ask the physician to complete the Physician Disability Verification Form

  3. The physician provides information on the Physician Disability Verification Form regarding the nature of the employee's disability or medical condition, and returns the form to the ADA Manager. The form is maintained in a confidential file in HR, separate from the applicant's or employee's personnel file, since it contains confidential medical information.

  4. The employee completes the Employee Accommodation Request Form and gives it to their appropriate administrator for accommodation request acknowledgment. The appropriate administrator and the employee must submit the form to the ADA Manager for review.

  5. Upon receipt of the Accommodation Request Form and Disability Verification Request Form, the ADA Manager will review to determine whether the employee has a disability as defined by the FEHA. The Human Resources Manager may consult with University Counsel in making this determination.

  6. The ADA Manager contacts the employee, either in person, by phone, email or US mail, to advise him/her of the results of the review and, if the employee has been determined to have a disability or medical condition, to begin an interactive discussion.

  7. ADA Manager will assist the employing department in obtaining additional relevant information. This may include, but is not limited to, the following:
  • Meeting with the employee and the appropriate administrator to obtain additional information concerning the request.
  • Consulting with the appropriate department, division, or campus personnel staff concerning the essential functions of the job.
  • With the employee's written permission, obtaining/reviewing information from the employees physician who is currently treating them for their disability/serious health condition.

NOTE:  All medical information obtained throughout the determination process is considered "confidential," and must be solicited and received by HR, who will provide only information about necessary restrictions and accommodations to managers and appropriate administrators.  HR will keep all medical information and the completed Disability Accommodation Request Form in a confidential records file, separate from personnel records.

  1. An Interactive Discussion is held with the employee to identify the nature and extent of the individual's restrictions and the appropriate reasonable accommodation. The appropriate administrator is involved in determining the essential functions of the person's position, and the accommodations that may enable the employee to perform the essential duties of their job; and assessing the effectiveness of the accommodations. The discussion is to be interactive, requiring active participation by both University personnel and the employee. It is the obligation of the employee to understand their own condition and restrictions well enough to engage in this discussion.

  2. The University will consider any requests or preferences stated by the employee, but the University has the ultimate discretion to select the appropriate accommodation based on costs, convenience and business justification. It is the strong preference of the University to provide an accommodation that permits the employee to remain in the current position, rather than a transfer or reassignment.

  3. The appropriate administrator and the ADA Manager will inform the employee in writing of the initial decision regarding the request, normally within 20 working days of the submission of the completed Employee Accommodation Request Form. If more time is needed, the appropriate administrator and ADA Manager will inform the employee.

  4. Generally, equipment will be purchased by the employing department only if it is determined that the use of the equipment is necessary in transaction of the official business of the University. The equipment remains the property of the University.  The equipment may not be of a personal nature (for example, eyeglasses, hearing aids, etc.) which the employee can reasonably be expected to provide. 

  5. Should a requested accommodation involve physical barriers, requiring general facilities modification, Facilities Management, along with HR, and others as appropriate, will review the request. If it is deemed reasonable, the request will be processed through the normal facility service request procedures.

  6. After accommodations are provided, the employee and his or her appropriate administrator will evaluate the effectiveness of the accommodation. Upon request by the employee or the appropriate administrator, HR may participate in this process.  If modifications to the accommodation are needed, they should be requested using the procedures outlined in this policy.

  7. If an accommodation request is denied, the appropriate administrator and ADA Manager will provide information regarding the appeal process in the response sent to the employee or applicant.

  8. All records related to an employee or applicant's accommodation are maintained in a confidential file in Human Resources to be kept separately from the personnel file.