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 accommodations to an employee or applicant for employment with a disability. Reasonable accommodations is determined by the CSU following its receipt for an individuals' request for accommodations and engagement in an interactive process with the individual to identify the appropriate reasonable accommodations given the nature and extent of the individual's disability.

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

  1. An employee or applicant formally requesting accommodations will be provided with an  ADA Request Form, and a Physician Disability Verification Form. The employee or applicant may also be provided with a list of the essential job functions of their current position and other relevant information that may assist in the interactive process.

  2. The employee or applicant must take the Physician Disability Verification Form to the physician who is treating them for their disability for completion.

  3. The physician provides information on the Physician Disability Verification Form confirming the employee or applicant has a disability in which the employee or applicant requires work limitations that need to be considered for an accommodations to assist the employee with performing the essential functions of their job. Once the form is completed with the necessary information the form must be return to the ADA Manager. Since it contains confidential medical information, the form is maintained in a confidential file in HR, separate from the applicant's or employee's personnel file.

  4. The employee or applicant completes the ADA Request Form and provides the form to their Appropriate Administrator for their review and signature confirming they are aware their employee or applicant is requesting accommodations. Once the signatures are in place the form must be submitted 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 or applicant disability meets the definition per ADA and FEHA regulations. The ADA Manager may consult with Campus Counsel in making this determination.

  6. The ADA Manager contacts the employee or applicant either in person, by phone, email or US mail to advise them of the results of the review, and if the employee has been determined to have a qualifying disability. If it is determined the employee or applicant has a qualifying disability the interactive provided will continue.

  7. The 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 or applicant 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 or applicant's written permission, obtaining/reviewing information from the employee's or applicant's physician who is currently treating them for their disability/serious health condition.
    • Researching via other resources to provide accommodation suggestions to the employee or applicant and their Appropriate Administrator.

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.

Interactive Discussion Process:

An interactive discussion is held with the employee or applicant to identify the nature and extent of the individual's limitations and the appropriate reasonable accommodations. The Appropriate Administrator is involved in determining the essential functions of the person's position, and the accommodations that may enable the employee or applicant 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 the employee or applicant, their Appropriate Administrator and the ADA Manager. It is the obligation of the employee or applicant to understand their own condition and limitations well enough to engage in this discussion.

The employing department will consider any requests or preferences stated by the employee or applicant, but the employing department has the ultimate discretion to select the appropriate accommodations based on the business needs of the department. It is the strong preference to provide accommodations that permits the employee to remain in their current position, rather than move to other options such as medical leave of absence, job search or disability retirement.

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

Generally, equipment will be purchased by the employing department only if it is determined that the use of the equipment is necessary to assist the employee  or applicant with performing the essential functions of their job. The equipment remains the property of the employing department.  The equipment may not be of a personal nature (for example, eyeglasses, hearing aids, etc.) which the employee or applicant can reasonably be expected to provide. 

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.

After accommodations are provided, the employee or applicant and their Appropriate Administrator will evaluate the effectiveness of the accommodations. Upon request by the employee, the applicant or the Appropriate Administrator, HR may participate in this process.  If modifications to the accommodations are needed, they should be requested using the procedures outlined in this process.

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.

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.