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Employee Accommodation Procedure

This web page provides information regarding the procedure for requesting reasonable accommodations for employment at the University of West Florida.

Requesting a Reasonable Accommodation

Reasonable Accommodation Request

The ADA Coordinator in Human Resources is responsible for coordinating reasonable accommodation request(s) for applicants, faculty, staff, and student employees with disabilities. These guidelines are designed to inform members of the campus community and the general public regarding accommodations in employment or in the application process.

ADA Commitment To Interactive Process and Reasonable Accommodation Policies

If you are dissatisfied with a decision or feel you have been treated unfairly regarding your request for reasonable accommodation, please refer to the University Policy P-13.08-3/17 Prohibition of Discrimination, Harassment, and Retaliation. Any questions regarding your rights should be directed to the Equal Opportunity Programs Office located in Building 19, Room 129 or you may email or call (850) 474-2914.

The Americans with Disabilities Act (ADA) and ADA Amendments Act (ADAAA)

The Americans with Disabilities Act of 1990 (ADA) prohibits discrimination in employment against a qualified individual with a disability. Under the ADA, the definition of disability is:

  • A physical or mental impairment that substantially limits a major life activity
  • A record or past history of such impairment
  • Being regarded as having a disability

On September 25, 2008, the ADA was amended by the Americans with Disabilities Act Amendments Act (ADAAA). The ADAAA retains the basic 3-part definition of disability, but broadens its interpretation. With the exception of those with an apparent disability, individuals seeking an accommodation will be required to document one or more conditions that meet the definition of disability under ADA, as amended.

ADA Related Definitions

  • Reasonable Accommodation – Any modification or adjustment in the work environment that assists an individual with a disability to perform the essential functions of his/her position. An accommodation is not considered reasonable if it imposes an undue hardship on the employer.
  • Undue Hardship – A proposed accommodation that is excessively costly, extensive, substantial, or disruptive, or that would fundamentally alter the nature or operation of the business or program.
  • Major Life Activities – Major life activities include, but are not limited to, caring for oneself, performing manual tasks, walking, hearing, seeing, speaking, breathing, learning, working, sitting, standing, lifting, reaching, thinking, concentrating, reading, bending, and communicating.
  • Substantially Limits - An individual must be unable to perform, or be significantly limited in the ability to perform, an activity compared to an average person in the general population.
  • Physical Impairment - Includes, but is not limited to any physiological disorder or condition, cosmetic disfigurement, or anatomical loss affecting one or more of the following body systems/bodily functions, such as: neurological, musculoskeletal, special sense organs, respiratory (including speech organs), cardiovascular, reproductive, digestive, genitourinary, hemic, lymphatic, skin, endocrine, immune system, normal cell growth, brain, and circulatory.
  • Mental Impairment – Any mental or psychological disorder, such as an intellectual disability, organic brain syndrome, emotional or mental illness, and specific learning disability.
  • Service Animal – A service animal is defined as a dog or a miniature horse that is individually trained to do work or perform tasks for people with disabilities.

Reasonable Accommodation Process

  • A Reasonable Accommodation Request Form must be completed whenever an employee or applicant requests an accommodation. The form is submitted to the ADA Coordinator in Human Resources. Those needing assistance completing the form should call (850) 474-2694 or use the Florida Telecommunications Relay by dialing 711.
  • Medical documentation providing the following information from a healthcare professional should be provided in support of a reasonable accommodation request:
    • A diagnosis of the condition causing the need for an accommodation
    • A prognosis of the condition causing the need for an accommodation (if it is a temporary/long-term or permanent condition)
    • How the condition affects the individual’s ability to perform the essential job duties. (A copy of your job description should be provided to your healthcare professional)
    • Recommendations for accommodating the condition from the health care professional
  • A request for an accommodation will not be considered complete until both of the previous steps have been completed.
  • Upon receiving completed information, the ADA Coordinator will meet with the employee and supervisor to discuss the essential functions of the position. Then, an office visit will be scheduled with the employee to discuss his/her reasonable accommodations needs.
  • With the required documentation from a healthcare professional and input from the employee and the supervisor, the ADA Coordinator will identify reasonable accommodation options.
  • The ADA Coordinator may meet with the employee subsequently to review and discuss the possible accommodations.
  • The supervisor will review and discuss the possible accommodations with the ADA Coordinator and any appropriate supervisory authorities to make a final decision as to the accommodation.
  • Once the accommodation is in place, the ADA Coordinator will meet with the employee to review and have the employee acknowledge the Reasonable Accommodation Acknowledgment Form. The supervisor, with input from the employee, will monitor the effectiveness of the accommodation. If further assistance is needed regarding the reasonable accommodation or any other disability-related service needs, the employee may contact the ADA Coordinator at (850) 474-2694.

To request the information on this web page or the Reasonable Accommodation Request Form in an alternative format, please email