Accommodations for Individuals with Disabilities

Faculty, Staff & Student Employees

Employees are responsible for initiating requests for any desired disability-related workplace accommodations.  When circumstances permit, employees should utilize the process outlined below.  If an employee prefers, they may also call the Office of Human Resources & Workforce Diversity at (920) 465-2390 to schedule an appointment to discuss their request.

If you are an employee having difficulty successfully performing duties of your job due to limitations from a disablity or medical condition or if you need leave related to a disability, please contact Human Resources for a confidential conversation. 

Part 1: Employee Request for Reasonable Accommodation

To be completed by the employee to request a reasonable accommodation in the workplace.  Information included on the form will be submitted to the Office of Human Resources to begin the interactive process.

Request for Reasonable Accommodation

Once completed, the Request for Reasonable Accommodation should be submitted to Human Resources at hr@uwgb.edu.  Employees should include their current position description along with any additional supporting documentation when submitting the form. 

Part 2: Health Care Provider Form

Individuals requesting accommodation will be required work with their health care professional to provide medical documentation regarding the disability and requested accommodation.

Documentation of Disability

Medical information provided will be maintained in the Office of Human Resources, separate from personnel files, and is strictly confidential. Only information related to the provision of reasonable accommodation or information necessary to address safety issues in the work setting will be released to supervisors. 

Part 3: Interactive Process

The interactive process through which th employee provides all necessary medical documentation and the employer works with the employee to decide upon what accommodation(s) are reasonable will occur between the Office of Human Resources, the employee who is seeking the accommodation, and the employee's supervisor. 

Throughout the interactive process, the ADA Coordinator or designee may do any of the following:

• Meet with the employee and the supervisor to get more information concerning the request.
• Consult with the supervisor to determine the essential functions of the job.
• Consult with University budget and purchasing specialists.
• Consult with other offices (such as IT for technological solutions or Facilities for furniture solutions) as necessary.
• With the employee's permission, consult with any medical specialists who may be working with the individual.

What constitutes a reasonable accommodation will be made on a case-by-case basis, utilizing input from the affected employee whenever possible. 

Funding for Approved Accommodations

Effective July 1, 2022, central funding will be provided for reasonable employee accommodations across campus. The Office of Human Resources will assist in the coordination of the purchase of any necessary equipment for a reasonable accommodation and will retain ownership of the equipment in order to allow for purchases to be reused as applicable.

Information for Supervisors

If an employee in your unit is having difficulty performing his or her job due to a disability or chronic medical condition, the University will need to consider whether a reasonable accommodation can be made. A reasonable accommodation is any change or modification to a job, the work environment, or the way things are usually done that enables a qualified individual with a disability to apply for a job, perform the duties of a job, and enjoy the benefits and privileges of employment equal to those without disabilities, without causing significant difficulty or disruption in the workplace or posing a health or safety threat.

As a supervisor, it is important for you to know how to recognize and respond to a potential accommodation request and to know what to do with confidential medical information. You should consult the Office of Human Resources and Workforce Diversity which is responsible for managing reasonable accommodations and related medical leave for the University.

Recognizing a Request:

It is important for managers/supervisors to know that there are no “magic words” required for an employee to request an accommodation. Watch for an employee making a link between having difficulties in the workplace and a disability or medical issue.

When an individual decides to request an accommodation, the individual must let the employer know that they need an adjustment or change at work for a reason related to a medical condition. An individual may use “plain English” and need not mention the ADA or use the phrase “reasonable accommodation”.

• Example A: An employee tells their supervisor, “I’m having trouble getting to work at my scheduled starting time because of medical treatments I’m undergoing.” This is a request for reasonable accommodation.
• Example B: A new employee, who uses a wheelchair, informs the employer that their wheelchair cannot fit under the desk in their office. This is a request for reasonable accommodation.
• Example C: An employee tells their supervisor that they would like a new chair because their present one is uncomfortable. Although this is a request for a change at work, the employee’s statement is insufficient to put the employer on notice that they are requesting a reasonable accommodation. The employee does not link their need for the new chair with a medical condition.
• Example D: An employee’s spouse phones the employee’s supervisor on Monday morning to inform them that the employee had a medical emergency due to multiple sclerosis, needed to be hospitalized, and thus requires time off. This discussion constitutes a request for reasonable accommodation.

All Medical Information is Confidential:

• You cannot ask if an employee has a disability or medical condition.
• You cannot disclose that an employee has a disability or medical condition or that an employee has an accommodation.
• Any medical information (written or verbal) that you receive should go to the Office of Human Resources and should not be shared with others.

Responding to a Request:

What do supervisors/managers need to do?

• Base all employment decisions (application process, hiring, training, assignments, evaluation, promotion, discipline, and termination) on an applicant’s or employee’s qualifications and performance rather than a disability or need to accommodate.
• Consult with the ADA Coordinator before making disability-related decisions.
• Provide appropriate disability information to applicants/employees who need accommodations.
• Maintain confidentiality regarding the disability and accommodations (no discussion with co-workers or colleagues, no medical records in personnel files).
• Refer applicants/employees to the ADA Coordinator for information and/or assistance with reasonable accommodation procedures.
• In cooperation with the Office of Human Resources, review accommodations within your unit periodically to ensure that they are effective.
• Respond to accommodation requests in a timely manner.

As a supervisor/manager you must contact the Office of Human Resources:

• As soon as you become aware of an employee with a disability or medical condition.
• As soon as an employee requests accommodation from you.
• Before imposing disciplinary action when there is a disability or a perceived disability.
• Whenever you recognize a significant change in an employee’s attendance, performance, or behavior, or if you believe that a disability or medical condition is contributing in any way to performance, conduct, or attendance issues.

Applicants/Participants in Programs

Applicants for Employment

The policy of UW-Green Bay is to provide reasonable accommodations for qualified persons with disabilities who are applicants for employment. If you need assistance or accommodations during the application process, please contact Human Resources at (920) 465-2390 or hr@uwgb.edu. Employment opportunities will not be denied to anyone because of the need to make reasonable accommodations.

Participants in Programs and Services

We encourage anyone requiring reasonable accommodation for participation in any program or service offered by UW-Green Bay to contact the event sponsor well in advance of the event for details on arranging services.

Comments, questions, or inquiries relating to physical access, web access, or requests for information related to UW-Green Bay’s compliance with the Rehabilitation Act of 1973 and/or the Americans with Disabilities Act of 1990 should be directed to the Office of Human Resources and Workforce Diversity.

Students

If you are a UW-Green Bay student and need reasonable academic or housing accommodations, you should contact Student Accessibility Services, where staff members are available to answer questions and assist you. 

Student Accessibility Services 

Phone: 920-465-2841
Fax: 920-465-2191
Location: Student Services Building room 1700
Website:  Student Accessibility Services - UW-Green Bay (uwgb.edu)