Workplace Accommodation Services

What is a reasonable accommodation?

An accommodation is any change in the work environment or in the way things are customarily done that enables an individual with a disability to enjoy equal employment opportunities. When employees with disabilities face barriers in the workplace, providing reasonable accommodations may assist in removing those barriers.

Whether or not an accommodation is reasonable will vary depending on the position the employee holds, the way their disability affects their ability to do their job, and the environment that they work in.

Reasonable accommodations for employees are determined based on the anticipated effectiveness with some consideration given to cost versus benefit.

Each accommodation request is evaluated on a case-by-case basis to determine whether the employee’s situation necessitates an accommodation to perform the essential functions of their position.

When is an accommodation unreasonable?

An accommodation is not considered reasonable if it: 

• removes essential job functions
• is ineffective
• creates an undue hardship to the University, or
• poses a direct threat to the employee or others

Note: Lowering standards of conduct or performance expectations is not considered a reasonable accommodation as employees with disabilities are held to the same job requirements as employees without disabilities or accommodations.

Who is eligible for workplace accommodations? 

Any employee who is considered disabled under the Americans with Disabilities Act (ADA), regardless of position or tenure, may qualify for reasonable accommodations. 

To be eligible for reasonable accommodation under the ADA, an employee must have an impairment that substantially limits one or more major life activities, or a record of such an impairment.

Not all employees with disabilities will require the same accommodations and some employees with disabilities may not require any workplace accommodations.

How do I request an accommodation? 

If you are an employee with a disability that is affecting your ability to perform your job, you may request a reasonable accommodation by informing your manager of your need and/or completing the workplace accommodation request form. 

Unless documentation is already on file with HRS, you will also be asked to provide written certification from your healthcare provider to support your request. If your impairment is obvious, medical certification is not required to determine eligibility; however, healthcare provider recommendations may be beneficial in the interactive process.

Student employees who require a workplace accommodation to perform the functions of their job with the university should follow the same process as other UNI employees.

What is the interactive process?

 An interactive process simply means that employers and employees with disabilities work together to determine effective accommodations. When an employee requests a change at work because of a medical impairment, UNI has an obligation to engage in an open dialogue to determine whether an accommodation is appropriate.  

Once a request for accommodations has been recognized by the manager and/or HRS, the following steps will take place.

1. The Leave & Accommodations Coordinator will gather information and request medical documentation where appropriate to understand what barriers the employee is experiencing.
2. Options for reasonable accommodations will be explored by communicating with the employee, manager, and possible outside resources.
3. Approved accommodations will be documented via email, memorandum, and/or letter to those involved in the process of implementing the accommodation.
4. Employees and/or managers should communicate any issues with the accommodation after it has been implemented and monitor for effectiveness. 

If an accommodation is not available or reasonable, the employee will be notified in writing and alternative options may be discussed.

Please note: Employees are not required to accept an accommodation; however, if an employee needs an accommodation to perform the essential functions of their job and refuses to accept an effective accommodation, they may no longer be qualified to remain in the job.

The Pregnant Workers Fairness Act (PWFA)

This law aims to protect the rights of qualified individuals in the workforce and went into effect on June 27, 2023. The PWFA requires employers to engage in the interactive process to identify reasonable accommodations that will enable an employee with known limitations related to, affected by, or arising out of pregnancy, childbirth, or related medical conditions to remain at work.

Who is eligible for pregnancy accommodations? 

All employees with known limitations related to pregnancy, childbirth, or related medical conditions are considered eligible for reasonable accommodations. The known limitations do not have to rise to the level of disability. Similar to ADA reasonable accommodations, PWFA accommodation requests are evaluated on a case-by-case basis. 

How do I request pregnancy accommodations? 

Employees in need of pregnancy accommodations must inform their manager or HRS that they have a limitation and need an adjustment at work due to the limitation. A request may be submitted via the link below.

Do I need to provide documentation? 

HRS will only request documentation when reasonable to determine whether to grant the accommodation or if the limitation and need for accommodation is not obvious. 

When requested, documentation should confirm your physical or mental condition and that it is related to, affected by, or arises out of pregnancy, childbirth, or related medical conditions. 

Documentation should also describe the change or adjustment at work that you need due to the limitation and the expected duration of the requested modification.

Should I request an accommodation to use the lactation rooms at UNI? 

Nursing parents who require a location and break time to express milk for one year after the child's birth do not need to request formal accommodations for this purpose but should discuss the need for lactation breaks with their manager.

What are some examples of reasonable pregnancy accommodations? 

The types of accommodations listed below will typically be processed quickly without medical documentation and a limited interactive process:

1. Additional, longer, or more flexible breaks to drink water, eat, rest, or use the restroom, as needed;
2. Modifying equipment, devices, or workstations, such as providing a stool to sit on, or a way to do work while standing;
3. Absences for healthcare appointments related to pregnancy, childbirth, or related medical conditions;
4. Changing food or drink policies to allow for a water bottle or food, if needed.

HRS maintains confidentiality of medical information and such records shall not be released except as required by law. An eligible employee's restrictions, limitations and recommended accommodations may be discussed with necessary supervisory staff and is only shared as a matter of business necessity to ensure the accommodation is implemented.

NOTE: In cases where disclosing the disability is necessary to implement the accommodation, the employee will be consulted regarding the limited information that may need to be provided to supervisory staff.

The Assistant to the President for Civil Rights Compliance is the designated ADA Compliance Officer.  If you feel your rights under the Rehabilitation Act, ADAA, Title VII, or the PWFA have been violated, you may contact the Office of Civil Rights Compliance located in 117 Gilchrist via phone at 319-273-284 or email civilrights@uni.edu

 Relevant polices are linked below.  

Students with disabilities in need of academic and campus experience accommodations, as well as University Housing & Dining accommodations, should connect with Student Accessibility Services. The accommodation process may also be initiated by submitting an accessibility request through the Accommodate system.

1Q: What qualifies as a disability under the Americans with Disabilities Act (ADA)?

1A: According to the Federal law, an individual with a disability is anyone with a physical or mental impairment that substantially limits or restricts conditions, manner or duration under which an average person can perform one or more major life activities.

2Q: What are essential job functions?

2A: Essential job functions are the duties an employee must be able to perform, with or without an accommodation. Employers determine which functions are essential and identify those in the written job description.

3Q: What are some examples of reasonable workplace accommodations?

3A: Work Environment: office arrangements, ramps, handrails, lighting, ergonomic furniture, light versus sound alarms, modified workstations, air purifiers, parking.

Schedules/ Procedures: flexible work hours, work days, lunch hours/breaks, part-time hours, additional training, modified approach to task completion, change in communication methods.

4Q: Does UNI allow employees with disabilities to use service animals in the workplace?

4A: Service animals are allowed on campus and may accompany an individual with a disability anywhere the general public is allowed as long as the animal is under control. Employees with disabilities who wish to bring their service animal to work should submit a workplace accommodation request to initiate the interactive process. HRS will communicate with the employee and manager to determine if the request to bring the service animal to the workplace is reasonable. 

5Q: One of my staff members has requested to bring their service dog to work but I'm concerned about their coworkers who might be allergic or have a fear of dogs. How do I handle this?

5A: Have a discussion with your staff member about how they would like to handle educating their coworkers that a dog will be present in the workplace. If a coworker indicates an allergy or phobia related to the service dog, you should reach out to HRS for guidance on how to accommodate that employee.