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EQUAL OPPORTUNITY PROGRAMS


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Accommodations for Employees with Disabilities


Introduction
Prospective Employees with Disabilities
Prospective Supervisors of Employees with Disabilities
Current Employee with Disabilities
Supervisors of Employees with Disabilities
Essential Job Functions
Undue Hardship
Modifying Accommodations
Additional Resources

Introduction

Florida Atlantic University is committed to providing a work environment that is accessible to employees of all abilities. FAU complies with applicable disability legislation that prohibits discrimination in employment practices which include application procedures, hiring, advancement, discharge, employee compensation, training, and other terms, conditions, and privileges of employment.

FAU is cognizant that providing requested, medically documented, reasonable accommodations for qualified individuals with disabilities, enables success for the entire FAU community. The University will gladly provide these accommodations barring an undue hardship.

Prospective Employees

FAU welcomes the opportunity to discuss with you your particular needs.
Applicants and interviewees need to contact the Department of Human Resources to make their accommodation requests known.

Prospective Supervisors of Employees with Disabilities

When interviewing employees with disabilities, you are not permitted to ask any questions related to an individual’s disability. You may ask a potential employee to explain/demonstrate how they would complete the essential job functions. If you have further questions about interviewing please contact the Department of Human Resources.

Current Employee's Responsibilities

Employees with disabilities, who need accommodations, need to follow the procedure listed below so that their requests may be easily expedited:

 Explain to your supervisor that you are a qualified individual with a disability

 Provide medical documentation of your disability and your requested accommodations

 Engage in a dialog with your supervisor in order to develop effective solutions

 Discuss a range of accommodations as options

 Complete the Employee Accommodation Agreement Form.

 Update documentation as appropriate and provide new documentation and accommodation requests if your needs change

 Alert your supervisor if the agreed upon accommodation no longer proves effective

Supervisor's Responsibilities

Supervisors it is important to note, if an employee states something about a change being needed due to a medical condition, they may be initiating the accommodation process. Employees do not have to say or write the exact words, “accommodation” or “ADA.” The University will ultimately be held responsible if such initiations go overlooked. Therefore, it is recommended that supervisors work proactively and investigate if the ADA has been triggered. If you have any questions, please contact the ADA Coordinator for assistance. While the responsibility for requesting or initiating the request lies with the individual with a disability, we want to ensure we do not overlook a situation where an employee has initiated or attempted to initiate the dialogue process for accommodations.

 Document all requests for accommodations

 Keep all information about an employee’s disability and accommodations CONFIDENTIAL. Documents relating to an individual’s disability and requests for accommodations must be kept separate from departmental personnel files.

A supervisor may request that the employee provide medical documentation of the disability and the recommended accommodation(s). Please note, a supervisor may not request documentation if a permanent disability has been previously established or if the disability is obvious.

 Once the employee has provided documentation or when evaluating obvious disabilities, the supervisor needs to determine if the individual is a qualified individual with a disability in the eyes of the law. If the individual is determined to be a qualified individual with a disability move proceed to the next step below. If not, adjustments may still be made at the supervisor’s discretion in an effort to be an “accommodating campus.”

 Engage in a dialog with the employee making the request, in order to develop effective solutions.

 Discuss a range of accommodations as options.

 Complete the Employee Accommodation Agreement Form.

 Periodically evaluate accommodations and their effectiveness, maintaining accommodations as necessary.

 As an employee’s disability changes, follow this process from the beginning, requesting documentation (if appropriate) of the condition and recommended accommodations. It may be necessary to adapt current accommodations or to provide new accommodations.

Essential Job Functions

Briefly, essential job functions are those that could not be completed by another positions due to lack of other workers or because the duties are specialized tasks. Essential job functions can also be duties that encompass the reason the position was created or duties that others similarly situated employees complete.

Please see Human  Resources Department website for more information on essential job functions and writing position descriptions.

Undue Hardship

An undue hardship include: fundamentally altering the essential functions of the job, causing extreme disruption in the workplace, or something that would be too costly. Please note when looking at funding, the entire University funding is considered, not simply a department's.

Modifying Accommodations

Accommodations may need to be modified as time goes on as disability conditions change. Supervisors and employees need to be open to completing this process as needed to enable a successful situation.

Additional Resources

If additional information or assistance is required in determining an appropriate accommodation, contact the ADA Coordinator or utilize some of the Resources on our Resources webpage.

 

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 Last Modified 8/26/12