Recognizing & Responding to Requests for Accommodation 

The following is intended to assist Supervisors (this may include: Department Chair, Dean, Director, etc.) in understanding when a disability related accommodation request has been made by an employee (EHRA, SHRA, Faculty, etc.), the timeline required in receiving such information, and how to respond to a request. 

Overview

Appalachian State University is committed to equal opportunity in all aspects of employment for qualified employees (EHRA, SHRA, Faculty, etc.) with disabilities. Title I of the Americans with Disabilities Act (ADA) prohibits discrimination in employment and requires employers to provide reasonable accommodations for qualified employees with disabilities. Accommodations do not remove functions that are essential to a job, but rather provide an equal opportunity for an employee to complete them. The Office of Access and Equity: Equal Opportunity (EO) is the designated office responsible for determining and implementing reasonable workplace accommodations. When EO receives a request, we first assess whether the employee has a qualifying disability and if an accommodation is necessary.  EO contacts Department Chairs or Supervisors to participate as needed in the interactive process. 

Requests

Employees with disabilities must initiate accommodation requests with their employer. Sometimes an employee will begin with their Department Chair, Supervisor, Dean, Director, etc. An employee does not need to use specific or formal language when requesting an accommodation, therefore it is important to listen carefully. If an employee has an obvious disability (deafness, mobility challenge) and, as a supervisor, you identify barriers in the workplace, you should contact EO to discuss them.

Confidentiality

Employers must respect privacy and limit inquiries related to medical information,  which respects the employee’s privacy and limits the amount of disability related information they need to disclose. Communication regarding disability related needs or barriers should occur in a private setting, not in the presence of peers or co-workers, and all disability related information should be treated confidentially. 

Frequently Asked Questions

How do I know if a disability related accommodation request has been made by my employee?
  • Any time an employee indicates they are having difficulty within their employment related to a medical, cognitive or mental health condition, the employer should consider whether the employee is making a request for accommodation.
If it is unclear if a request has been made on the basis of a disability, what can I ask?
  • It is permissible to ask questions regarding what they need or what specific job tasks they are having difficulty doing.
  • It is not permissible to ask questions related to private medical conditions or disabilities. 
When an Employee communicates a request to me, what are my next steps?
  • If what is being requested is generally provided/permitted as a standard business practice to any employee then it should be provided, When what is being requested is not generally provided/permitted  as standard business practice, the employee should be referred to EO.
  • If the request is related to leave, first refer to the Office of Human Resources (HR) if the request is leave related. Or if the employee has exhausted their leave, then refer them to EO.
What is the time frame associated with an Employee accommodation request to me as their Supervisor or Department Chair?
  • Once an accommodation request is identified, you should respond immediately; unnecessary delays in processing an accommodation request can violate the ADA. It is recommended that such referral be documented in writing.
An Employee has indicated they can provide medical documentation to support their request, do I accept their medical documentation?
  • No. Only EO can gather disability documentation to assess whether to approve or deny a request for a reasonable accommodation.

Scenarios

CommunicationResponse
An employee indicates, “I'm having trouble getting to work at my scheduled starting time because of medical treatments I'm undergoing.“This qualifies as a request for reasonable accommodation. Refer the employee to EO and reach out to EO if you have questions.
An employee communicates, “I need six weeks off to get treatment for a back problem.”,Unless the employee has exhausted their Family Medical Leave, this would not be a request for accommodations, but a request for leave and they should be directed to HR.
A Faculty requests a change in teaching schedule, as mornings are more difficult for them.Since no medical, cognitive or mental health condition was mentioned, this would not be a request for reasonable accommodation and general scheduling procedures would be followed. A faculty member requests a change in the teaching schedule, as mornings are more difficult for them.EO states, "I'm having trouble getting to work at my scheduled starting time because of medical treatments I'm undergoing."
An employee has a back injury and requests a sit-stand deskIf the department regularly provides office furniture upgrades, consider providing this request as a standard business practice where employees would not otherwise need to disclose a disability. If not routinely provided, you should refer the employee to EO to make an accommodation request.