The employee is responsible for requesting accommodation, providing medical
documentation, and participating in the interactive process of determining
The supervisor defines the essential job functions and in consultation with
the Disability and Rehabilitation Consultant discusses possible options. A
reasonable accommodation is identified and implemented.
In the event a reasonable accommodation cannot be provided within the home
department, the Disability and Rehabilitation Consultant reviews medical documentation
to determine the employee's functional limitations. The Disability and
Rehabilitation Consultant commences alternate job search to place the employee
in a position and an alternate department for up to 90 days at the expense
of the home department. If a permanent accommodation is necessary and
the home department is not able to accommodate, then the Disability and Rehabilitation
Consultant consults with the Employment Recruiter to determine if the employee
meets the minimum qualifications for current vacancies, as well as, for positions
that have not been publicized (special selection) at the same salary range/grade
or lower as the currently held position.
The Disability and Rehabilitation Consultant and Employment Recruiter are
responsible for referring the employee to vacancies for which the employee
meets the minimum qualifications. If employee meets the minimum qualifications
of the job and is not offered the position, the department head is required
to document the reason(s) for non-selection.
When a qualified individual with a mental or physical disability is, or becomes,
unable to perform the essential, assigned duties of the currently held position
as a result of a covered disability, the Irvine campus is committed to providing
reasonable accommodation. The campus will explore reasonable accommodation options
when an employee requests accommodation or indicates a need for accommodation
due to a covered disability, or when the need for reasonable accommodation is
obvious. Accommodation options will be considered in discussions with the employee.
This is an interactive process that requires the active participation of the
employee and his/her supervisor. Both parties are obligated to respond to reasonable
requests for information in a timely manner and to meet and confer as needed.
E. Interactive Process and Accommodation Procedures
The interactive process is an ongoing dialogue between the employee, the supervisor,
and Disability and Rehabilitation Consultant about possible options for reasonably
accommodating the employee's disability.
An employee may start the interactive process by asking for an accommodation.
A request for reasonable accommodation is a statement that an employee needs
a work-related adjustment or change for a reason related to a mental or physical
disability. A request may be made orally or in writing by the employee, or by
someone on his or her behalf.
The supervisor should attempt to engage in the interactive process if he or
she becomes aware of the disability and the possible need for an accommodation
(e.g., an employee mentions a difficulty in performing work duties due to medical
treatment for a health condition). Once the supervisor or Disability and Rehabilitation
Consultant are informed or become aware of the need for an accommodation, the
interactive process will be coordinated. The employee must respond to reasonable
requests for information in a timely manner and must engage in the interactive
process. The interactive process includes the following steps:
Analyze the job requirements and identify essential and non-essential job
A job function is essential if the job exists to perform that function.
For example, for a position as a proofreader, the ability to read documents
accurately is an essential function because that is the reason the position
exists. Additionally, a job function may be essential because of the limited
number of employees available to perform the function, or among whom the
function can be distributed.
Identify job-related limitations by consulting with the employee and by
reviewing documented functional limitations.
The employee and his or her health care provider must provide documented
information concerning the employee's work restrictions. A current job description
that outlines essential and non-essential job functions must be used by
the health care provider to determine functional capabilities information
and as a basis for recommendations for the University to consider.
Identify possible reasonable accommodations.
Generally, a reasonable accommodation is one that effectively enables
an employee to perform the essential functions of the job. The supervisor,
Disability and Rehabilitation Consultant and the employee should identify
possible reasonable accommodations. Examples include, but are not limited
Transfer of non-essential job functions to another employee
Time off for medical visits
Modification of work tools or equipment
Modified work schedule
Leaves of absence
Modification of existing facilities.
When other accommodations are not effective, reassignment to an active, vacant
position for which the employee is qualified with or without accommodations,
may be required.
Assess whether the proposed accommodation poses an undue hardship.
The department need not provide a requested accommodation if to do so
would pose an undue hardship. This determination is made on a case-by-case
basis. Undue hardship is defined as any action requiring significant difficulty
or expense, taking into account such factors as:
Nature and cost of the accommodation
Overall financial resources of the campus
Number of persons employed in the facility
Effect of the reasonable accommodation on resources
Impact of the accommodation on operations.
No single factor is intended to have any particular weight. Rather, all
the factors are considered together in determining whether providing an accommodation
imposes an undue hardship on the department.
Implement the reasonable accommodation.
Once the reasonable accommodation is implemented, the employee and supervisor
(and co-workers, where appropriate) should become fully familiar with any
changes in their roles and responsibilities so that the accommodation plan
may be fully realized.
Monitor effectiveness of the reasonable accommodation.
Any changes in circumstances, whether in the employee's condition or in
workplace factors, may warrant a re-evaluation of the reasonable accommodation.
For example, the receipt of new information regarding functional limitation
generates a dialogue between the supervisor and the employee to determine
next steps based on the new information.
The interactive process is an ongoing obligation. If a given accommodation
is not effective or no longer effective, the supervisor, the employee and
Disability and Rehabilitation Consultant must continue to engage in the
interactive process to identify possible alternatives, or additional accommodations.
A written record should be kept of the interactive process and any reasonable
accommodation that is considered and/or implemented.
F. Undue Hardship
The department head, in consultation with the Disability and Rehabilitation
Consultant, will evaluate whether the requested accommodations constitute undue
hardship and will consider the following points in making a determination:
The nature and cost of the accommodation.
The overall financial resources of the department, the number of employees
in the department, and the effect on expenses and resources of the facility.
The type of operation of the employer, including the composition, structure,
and functions of the workforce, the geographic separateness, and the administrative
or fiscal relationship to the larger entity of the facility involved in making
The impact of the accommodation on the operation of the unit that is making
the accommodation, including the ability of other employees to perform their
If undue hardship applies, see Procedure 66, Medical
An employee who becomes disabled may be selected for an open position for which
they qualify, and may be considered for open positions over non-disabled applicants.
The Disability and Rehabilitation Consultant and Employment representative will
assist the disabled employee with alternate job placement.
All staff members, except employees who are in a bargaining unit that has an
exclusive representative (union) and are covered by the applicable provisions
of the collective bargaining agreement.