Interactive ADA Accommodations Process
The ADA accommodations process is a collaborative and interactive process between the Office of Human Resources’ employee ADA specialist, the employee seeking accommodation(s), the employee’s leadership and/or other designated personnel.
1. The Request
Employees can reach out to the Office of Human Resources (OHR) to start the interactive process and obtain the appropriate paperwork.
If an employee makes a request to a supervisor/leadership team, they should be referred to the OHR.
2. Paperwork
To determine whether an employee is eligible for reasonable accommodation(s) under the ADA, he or she will need to provide written documentation from their licensed health care provider concerning their disability. Below is a list of the paperwork employees will need to complete to begin the accommodation process:
- Employee Accommodation Request Form – Employee must complete and return to OHR.
- Medical Certification Form – Employee provides a copy to their licensed health care provider to verify the request for medical need of accommodations. Either the employee or their provider can return the form to OHR.
The Medical Certification form should include:
- A diagnostic statement identifying the disability/condition, date of the current diagnostic evaluation and the date of the original diagnosis.
- A description of the diagnostic criteria and/or diagnostic test(s) used.
- A description of the current functional impact/limitations of the disability.
- Treatments, medications, assistive devices/services currently prescribed or used.
- A description of the expected progression or stability of the disability over the time frame of the individual’s employment.
- Accommodation recommendations from the diagnosing professional are helpful and will be given due consideration.
- Healthcare provider’s signature and a business card with their information.
The University of Texas at Dallas reserves the right to request clarification and/or further documentation of disability and functional limitations as may be needed to evaluate a request for accommodation. In the event of incomplete information, the employee will be asked to reach out to their medical provider for additional information.
3. OHR Discussion with Employee
Once the completed paperwork from both the medical provider and employee is received, the employee ADA specialist will reach out to schedule time to meet with the employee. Within the meeting, the employee ADA specialist will discuss the documentation and requested accommodations.
4. OHR Discussion with Leadership
OHR meets with the employee’s leadership to discuss the requestor’s essential job functions, limitations (but not medical diagnoses) and requested accommodation(s). The leadership explores the request considering the employee’s job functions and the business needs of the department.
5. OHR Provides a Written Outcome of the Interactive Process
At the conclusion of the interactive process, OHR will provide the employee and leadership with a written decision regarding the approval or denial of the request.
Per the ADA, there is a requirement to facilitate the interactive process and explore whether there is a reasonable accommodation; there is no requirement to provide the exact accommodation requested by the employee or to remove an essential function of the position. Employers are not obligated to provide the exact accommodation requested if there is an alternative accommodation that is effective in allowing the employee to perform the essential functions of their job while minimizing impact to the business.
If approved, the letter of accommodation will:
- Outline the accommodation(s) being provided.
- List expectations related to the implementation of the accommodation(s).
- List the names of those who were party to the accommodation process and are involved in the implementation of the approved accommodation(s).
- Detail the timeframe of the accommodation. If a temporary accommodation is granted, it will clarify if/when recertification will be needed. Employees will be notified if recertification of an accommodation is needed.
There may be instances where there is no reasonable accommodation that enables the employee to perform the essential functions of their job. If the request is denied, a written explanation will also be provided.