Employment Accommodations Under ADA
Requesting Employment Accommodation under the ADA at UCC
In accordance with the requirements of Title I of the Americans with Disabilities Act of 1990, as amended, Umpqua Community College (the “College”) prohibits discrimination against qualified individuals with disabilities in its employment, services, programs, or activities. The College provides reasonable accommodation for the known physical or mental impairments of otherwise qualified individuals, unless doing so would impose an undue hardship. Individuals who experience disability may request accommodation in accordance with the applicable procedures listed or linked below.
Reasonable Accommodation Procedures for Applicants
Applicants needing an accommodation to enable them to participate in the recruitment, application, and selection process may direct their requests as follows:
During the interview and selection process: Contact the hiring supervisor to make request. Request should be made at least three (3) business days prior to the date of need.
Reasonable Accommodation Procedures for Students
Reasonable Accommodation Procedures for Guests and Visitors
Reasonable Accommodations In Employment
The ADA prohibits employers from discriminating against qualified individuals with disabilities with respect to terms and conditions of employment, including:
- Access to workplace facilities
- Fringe benefits
- Leaves of absence
- Any other terms, conditions, or privileges of employment
How It Works
Employee: Generally, it is the employee’s responsibility to inform their employer that an accommodation is needed to enable them to perform their essential job functions.
Employer: An employer works with the employee to assess whether any reasonable accommodation for the known physical or mental impairment or limitations would allow the employee to fulfill the essential job functions, unless doing so would impose an undue hardship. To identify a reasonable accommodation, the employer and employee typically engage in an interactive process.
Some common types of Reasonable Accommodations include, but are not limited to:
- Provide adaptive equipment / technology
- Modify schedules or grant leave of absence
- Restructure job
- Provide sign language interpreters or alternate forms of communication (ex.: braille, large print)
- Modify policies or procedures
- Improve access to physical space/facilities (barrier removal)
In response to passage of House Bill 2341, which expands Oregon’s Pregnancy Accommodation Law, effective January 1, 2020 UCC will make reasonable accommodations for known limitations related to pregnancy, childbirth or related medical condition.
Procedures for Reasonable Accommodations for Employees
ADA Accommodations Requests may or may not be related to a personal illness covered under the Federal Family Medical Leave Act (FMLA) or Oregon Family Leave Act (OFLA). For details about FMLA/OFLA, please see the "Family and Medical Leave Act" section on the intranet site "Employee Forms and Information"
If the request is for accommodation based on disability under the ADA that is specific to COVID-19, please submit this form:
If the request is for accommodation based on disability under the ADA, the following procedures have been established for employees:
Option One - Request to Supervisor
An employee may make an oral or written request directly to their immediate supervisor. Although there are no “magic words” to request an accommodation, an employee should be as clear as possible when indicating that they are seeking an accommodation for a disability to enable them to fulfill essential job functions. On receipt of such a request, the supervisor will meet or communicate, as appropriate under the circumstances, with the employee to discuss an accommodation and may request the employee complete a Request for Accommodation form [pdf]. Typically, requests to a supervisor work best for minor workplace adjustments. The supervisor will respond to the request or may seek assistance from, or refer the request to, the ADA Coordinator.
The supervisor will notify the ADA Coordinator when a direct request for an accommodation has been implemented and will forward any medical information, including emails, electronic or hard copy documentation, to be confidentially retained by the ADA Coordinator.
Employees are not required to make a direct request to their supervisor, and individuals requesting accommodation may make a formal request to the ADA Coordinator which will be handled under Option Two below.
Option Two - Request to ADA Coordinator
- Accommodation requests may be made orally or in writing. The ADA Coordinator or designee may ask the employee to fill out the Request for Accommodation form. Decisions regarding accommodation will not be delayed pending receipt of a completed “Request for Accommodation” form.
- When the need for accommodation is not obvious/visible, the employee may be required to submit supporting documentation regarding the impairment, the limitations resulting from the impairment, and the requested accommodation. To expedite the request, the employee should have their health care provider complete the Medical Inquiry Form [pdf]. The employee should provide a copy of their job class description (available from the ADA Coordinator/Human Resources) to the health care provider along with the form.
- Both forms (the Request for Accommodation and Medical Inquiry) and other supporting documentation should then be sent to the ADA Coordinator or designee.
- The ADA Coordinator or designee will review any supporting documentation to determine eligibility and evaluate the request. In doing so, the ADA Coordinator or designee may meet with the employee and supervisor if necessary.
- After completing the initial review, the ADA Coordinator or designee will respond to the accommodation request. The response will be provided as soon as practically possible but absent unusual circumstances not more than 30 business days after the request is made. The response will go to the employee and employee’s supervisor.
- Interactive process: the ADA Coordinator or designee will work with the employee and the supervisor to determine reasonable accommodation options and/or implement any recommended accommodations.
If the employee is not satisfied with the decision/results of the accommodation request and interactive process, they can make a written appeal to the President or designee within 10 College business days of receiving the decision unless an extension is requested. The President or designee shall issue a written response within 14 College business days of receiving the appeal unless an extension is requested.
Resolving Other Concerns Regarding Accessibility, Accommodations, Discrimination or Harassment
For concerns related to potential discrimination or harassment, please follow the process outlined in the Prohibition Against Discrimination, Harassment and Retaliation Policy. Concerns that a program, service or activity is not accessible to persons with disabilities should be directed to the designated contact listed below:
Resolving Discrimination/Harassment Concerns Outside of the College
Individuals are encouraged to utilize an internal complaint process, but do have a right to file an external complaint of discrimination and /or harassment with:
- U.S. Department of Education’s Office for Civil Rights, 915 Second Avenue, Room 3310, Seattle, WA 98174-1099, (206)220.7900 (v), (206)222.7887 (fax), http://www.ed.gov/ocr/complaintprocess.html.
- Equal Employment Opportunity, Seattle Field Office, 909 First Avenue, Suite 400, Seattle, WA 98104-1061, (800)669.4000 (v), (800)669.6820 (TTY), (206)220.6911 (fax)
- Bureau of Labor and Industries, 3865 Wolverine Ave NE, Building E, Suite 1. Salem, OR 97305-1268, (503)378.3292, Oregon Relay TTY: 711
- The federal Equal Employment Opportunity Commission
Who can I contact for more information?