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For any questions please send e-mail to: NDSU.Policy.Manual@ndsu.edu

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SECTION 168: REASONABLE ACCOMMODATION ON THE BASIS OF DISABILITY - GUIDELINES FOR EMPLOYEE REQUESTS

SOURCE: NDSU President

1. NDSU is committed to providing equal opportunity to both applicants for employment and employees with disabilities, as defined by law, by providing reasonable accommodations. To fulfill this commitment, NDSU has established the following guidelines.

2. APPLICANTS for employment:

2.1

Applicants for employment who have a disability may request reasonable accommodation at any time during the application process. Requests for accommodation may be made orally to the hiring department or the Office of Human Resources/Payroll. Requests will be addressed in a timely fashion. Applicants will be asked to confirm their request in writing, but the arrangements for accommodation will not depend on receipt of the written request.

3. EMPLOYEES:

3.1

Request for reasonable accommodation.
An employee whose disability requires reasonable accommodation in order to perform his/her job may request reasonable accommodation from the supervisor at any time during his/her employment. Such requests may initially be made orally, and the supervisor will address the request in a timely fashion.

3.2

Process for addressing requests for accommodation.
As soon as possible after the employee's notification of the need for accommodation to the supervisor, the employee and supervisor should engage in a discussion to clarify what the employee needs and identify appropriate reasonable accommodation.

3.2.1.

The University will attempt to provide the accommodation in the form requested by the employee but may provide an alternative so long as it is effective in removing the workplace barrier(s) that impedes the employee with the disability. The employee may refuse an alternative reasonable accommodation but such refusal may mean the individual no longer is qualified for the job.

3.3

Documentation of disability and need for accommodation.
Within one week of the verbal notification, an employee will be expected to confirm the request in writing to the supervisor (a form is available on the WEB at http://www.ndsu.nodak.edu/equal_opportunity/forms [see Forms section] or from the Office of Human Resources/Payroll). Unless both the disability and the need for accommodation are obvious, the employee will be asked to provide relevant, written documentation of a disability. Documentation should be from an appropriately certified or licensed health care or rehabilitation professional and must specify the existence of a Section 504/ADA disability and explain the need for reasonable accommodation.

3.3.1.

Documentation provided by an employee should include the following:

a)

A statement identifying the disability, the date of the current diagnostic evaluation and the date of the original diagnosis, including diagnostic criteria and/or tests used.

b)

A description of the current functional impact of the disability.

c)

Treatments, medications, assistive devices/services currently prescribed or in use.

d)

A description of the expected progression or stability of the impact of the disability over time.

e)

The relevant credentials of the diagnosing professional(s) such as medical specialties or professional licensure.

This documentation should be provided on the form available at http://www.ndsu.nodak.edu/equal_opportunity/forms [see Forms section] or from the Office of Human Resources/Payroll.

3.3.2.

Any written documentation provided by an employee requesting accommodation should be submitted to the Office of Human Resources/Payroll where it will be maintained in a confidential file separate from the employee's official personnel file.

3.3.3.

Occasionally, the documentation provided by the employee may not be sufficient to make a determination of the appropriate reasonable accommodation. In such a circumstance, the University may require the employee to go to a health care professional of the University's choice in order to adequately document the need for accommodation and identify appropriate accommodations. Any medical examination required under these circumstances will be limited to determining the existence of a disability and the functional limitations that require reasonable accommodation.

3.3.4.

Any costs related to the University's request for the additional medical documentation described in 3.3.3. above will be the responsibility of the University.

4. An applicant or an employee with a disability, as defined by law, who is dissatisfied with the response to his/her request for reasonable accommodation and wishes to take formal action may file a grievance using NDSU Policy 156 - Equal Opportunity Grievance Procedures.

HISTORY: October 13, 1999.