What to Expect in the Interactive ADA Accommodations Process

Note: The interactive workplace accommodation process requires an individualized assessment of each request. This chart provides a framework of the steps taken in most cases, but individual cases may vary.

If you have questions, need an accommodation, work with or supervise someone that may require an accommodation, please contact Human Resources at 972-883-2221 or EmployeeADA@utdallas.edu.

The Request

The employee (i.e., “requestor”) communicates the need for workplace accommodations to a supervisor or HR. An “accommodation request” happens anytime an employee communicates their need for assistance at work because of a disability or need.

Discussion with Requestor

HR meets with the requestor to explain the interactive process and discusses the employee’s essential job functions, medical conditions/limitations and the accommodations sought to allow the employee to perform his/her job.

Documentation from Medical Provider

Employees are responsible for obtaining and submitting the required medical documentation to support the accommodation request. When necessary, HR may follow up directly with the employee’s medical provider to clarify information related to the condition or requested accommodation.

If Request is Medically Supported: HR Discussion with Leadership

HR meets with the employee’s leadership to review essential job functions, limitations, and requested accommodations. The leadership evaluates the request in context of departmental needs and potential hardship.

Interim Accommodations

HR will explore the need for temporary accommodations during the interactive process and works with the employee and their leadership to implement solutions while the process is underway.

Interactive Dialogue

HR collaborates with the requestor and leadership to explore accommodations or suitable alternatives, ensuring they support essential job functions without causing undue hardship to departmental operations.

HR Provides a Written Outcome of the Interactive Process

At the conclusion of the interactive process, HR will provide the requestor with a written decision regarding the request and the reasonable accommodations that have been approved, if any.

If Request is Not Medically Supported

If the employee does not have a “disability” or the request is not medically supported, there is no obligation to continue with the process. HR will provide written notice to the requestor. Leadership may still consider whether other steps may be voluntarily to help the employee perform their job functions.