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

1. An employee or job applicant requesting ADA medical accommodations will be provided with an ADA Reasonable Medical Accommodation Request Form [PDF], and a ADA Job Accommodation Medical Provider Disability Verification Form [PDF]. The employee or job 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 job applicant must have their medical professional who is treating their disability, complete the ADA Job Accommodation Medical Provider Disability Verification Form[PDF].
   
3. The medical professional documents information on the ADA Job Accommodation Medical Provider Disability Verification Form [PDF] confirming the employee or job applicant has a disability in which the employee or job applicant requires work limitations that need to be considered for an ADA accommodation 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 returned to the ADA Coordinator. Since it contains confidential medical information, the form is maintained in a confidential file in Human Resources, separate from the applicant's or employee's personnel file.
4. The employee or job applicant completes the ADA Reasonable Accommodation Request Form [PDF] and provides the form to their Appropriate Administrator for their review and signature confirming they are aware their employee or job applicant is requesting accommodations. Once the signatures are in place, the form must be submitted to the聽 for the ADA Coordinator to review. The form can be submitted by either the employee or job applicant and/or the Appropriate Administrator.
5. Upon receipt of the Accommodation Request Form and Disability Verification Request Form, the ADA Coordinator will review them to determine whether the employee鈥檚 or applicant鈥檚 disability meets the definition per ADA and FEHA regulations. The ADA Coordinator may consult with Campus Counsel in making this determination.
6. The ADA Coordinator contacts the employee or job 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 job applicant has a qualifying disability the interactive process will continue.
7. The ADA Coordinator 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 job 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 medical professional who is currently treating them for their disability/serious health condition.
  • Researching via other resources to provide accommodation suggestions to the employee or job 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 the relevant information regarding the work limitations and suggested accommodations to the employee or job applicant's appropriate administrators. HR will keep all medical information and the completed Disability Accommodation Request Forms in a confidential records file, separate from personnel records.

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

1. An employee or job applicant requesting ADA religious accommodations will be provided with an ADA Reasonable Religious Accommodation Request Form [PDF]. The employee or job 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 ADA Reasonable Religious Accommodation Request Form asks for information on the specific religious belief or conviction - whether religious, spiritual, or philosophical - that is the basis of the request, as well as the requested accommodation or modification to policy, practice, or schedule. Once the form is completed with the necessary information the form must be returned to the ADA Coordinator. The form is maintained in a confidential file in Human Resources, separate from the applicant's or employee's personnel file.
3. The employee or job applicant completes the聽ADA Reasonable Religious Accommodation Request Form [PDF] and provides the form to their Appropriate Administrator for their review and signature confirming they are aware their employee or job applicant is requesting accommodations. Once the signatures are in place, the form must be submitted to the聽 for the ADA Coordinator to review. The form can be submitted by either the employee or job applicant and/or the Appropriate Administrator.
4. Upon receipt of the ADA Reasonable Religious Accommodation Request Form, the ADA Coordinator will review them to determine whether the employee鈥檚 or applicant鈥檚 religious accommodation meets the definition per EEOC and FEHA regulations. In some cases, additional information and/or documentation about the employee's religious or spiritual practice(s) or belief(s) may be needed and a discussion may be needed with a employee's spiritual leader (if applicable) or religious or philosophy scholars about the nature of the religious belief(s, practice(s), and accommodation(s) to address the request for a reasonable religious accommodation. Additionally, the ADA Coordinator may consult with Campus Counsel in making this determination.
5. The ADA Coordinator contacts the employee or job 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 religious exemption. If it is determined the employee or job applicant has a qualifying religious exemption, the interactive process will continue.

Religious accommodation requests will be considered on a case-by-case basis and consider factors, including but not limited to the following:

• Nature of the accommodation requested;
• Fundamental requirements of the applicable academic program and/or related technical standards;
• Essential functions of an individual's job;
• Duties of others in the department or job group;
• Requirements of the department or major;
• Duration of the request;
• Availability of alternative accommodations;
• Financial impact;
• Academic impact;
• Any undue hardship resulting from the requested accommodation; and
• Other related factors.

Religious accommodations can take many forms. Some examples include:

• Permitting an employee to take a particular day or time period off for a religious holiday;
• Permitting flexible scheduling; and
• Providing an employee with a time and place to pray.

Note: All religious information obtained throughout the determination process is considered "confidential," and must be solicited and received by HR, who will provide only the relevant information regarding the work limitations and suggested accommodations to the employee or job applicant's appropriate administrators. HR will keep all information and the completed Religious Accommodation Request Forms in a confidential records file, separate from personnel records.

An interactive discussion is held with the employee or job 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, the accommodations that may enable the employee or job 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 job applicant, their Appropriate Administrator, and the ADA Coordinator. It is the obligation of the employee or job applicant to understand their condition and limitations well enough to engage in this discussion.

The employing department will consider any requests or preferences stated by the employee or job applicant, but the employing department has the ultimate discretion to select the appropriate accommodations based on the business needs of the department. It is a strong preference to provide accommodations that permit 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 Coordinator will inform the employee or job applicant in writing of the initial decision regarding the request, normally within 20 working days of the submission of the completed ADA Reasonable Medical Accommodation Request Form [PDF] or ADA Reasonable Religious Accommodation Request Form [PDF].

If more time is needed, the Appropriate Administrator and ADA Coordinator will inform the employee or job 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 job 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 job applicant can reasonably be expected to provide.聽

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 job applicant and their Appropriate Administrator will evaluate the effectiveness of the accommodations. If the accommodation is found not effective, the employee, applicant, or Appropriate Administrator may request to re-engage in the interactive process. The ADA Coordinator will then review and potentially restart the interactive 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 Coordinator will provide information regarding the appeal process in the response sent to the employee or job applicant.

All records related to an employee or job applicant's accommodation are maintained in a confidential file in Human Resources to be kept separately from the personnel file.