ADA Workplace Accommodation
ADA Workplace Accommodation
Western New Mexico University is committed to fostering an inclusive and supportive work environment. When appropriate, we provide reasonable accommodations to staff, faculty, student employees and applications to ensure equal access to employment opportunities and enable individuals to perform their job responsibilities effectively.
In accordance with the Americans with Disabilities Act and WNMU Policy CC608, qualified individuals with a disability or serious medical condition may seek reasonable accommodations in the workplace.
A workplace accommodation is a reasonable modification or adjustment to the work environment that enables a qualified individual with a disability to perform essential job functions or access the same benefits as non-disabled employees.
Employees may use the linked accommodation request form to begin the accommodation process.
1. Make the Request
If you have a disability or medical condition that affects your ability to perform your job or access the workplace, you may request a reasonable workplace accommodation.
To begin the process, submit your accommodation request directly to the Department of Compliance and Labor Relations through Guardian.
You do not need to disclose your diagnosis to your supervisor to request an accommodation. If you have questions about whether to request an accommodation, contact the Department of Compliance and Labor Relations.
2. Medical Documentation
After submitting your request, you may be asked to provide medical documentation to support your request.
Please submit the ADA Medical Certification Form within 15 days of your request for the Department of Compliance and Labor Relations to review.
The Medical Certification Form may be uploaded directly into Guardian or emailed to elrelations@wnmu.edu.
The Department of Compliance and Labor Relations will keep your medical information secure and confidential. Your medical information will not be shared with your supervisor unless there is a legitimate need to know specific information necessary to implement an approved accommodation.
The Department of Compliance and Labor Relations will review the documentation and other relevant information as part of the process for determining whether you are eligible for a reasonable accommodation.
3. Participate in the Interactive Process
After receiving your request, a designated representative from the Department of Compliance and Labor Relations will contact you to begin the interactive process.
During this process, the representative may:
- Clarify your accommodation needs and work responsibilities.
- Discuss how your medical condition or disability may affect your ability to perform essential job functions.
- Explore reasonable accommodation options in good faith with you and your department.
- Collaborate with you and your department to identify an effective accommodation.
The goal of the interactive process is to identify a reasonable accommodation that enables you to perform the essential functions of your position or access the workplace, when possible.
4. Receive a Decision
Once the interactive process is complete, you will receive a written decision. The decision may include:
- An approved accommodation, along with next steps for implementation.
- A modified accommodation, offering an alternative accommodation that is effective.
- A denial, if no reasonable accommodation can be identified or if the requested accommodation cannot be provided. When appropriate, other options, such as a protected leave of absence, may be discussed.
The Department of Compliance and Labor Relations and your department will work with you to implement any approved accommodation. Some accommodations may require coordination across multiple areas of the University, such as space planning, technology, scheduling, or other operational needs.
Information related to your accommodation request and medical documentation will be treated as confidential and shared only on a need-to-know basis. Medical information will not be placed in your personnel file or shared with coworkers.
If an approved accommodation changes how others perform their work or affects workplace operations, individuals may be informed of the necessary change or procedure, but they will not be told your diagnosis or other confidential medical information.
1. Listen to the Employee’s Request
An employee does not need to use the word “accommodation” to communicate a potential need for workplace accommodation. Employees may disclose a medical condition or circumstance that indicates they may be experiencing a difficulty related to work.
For example, an employee might say, “I’m sorry I haven’t been on time lately. I am taking new medications.”
When an employee communicates information that may indicate a need for accommodation, do not attempt to determine whether the employee qualifies for an accommodation or ask for medical details. Instead, refer the employee to the Department of Compliance and Labor Relations to begin the interactive process.
2. Participate in the Interactive Process
Supervisors should participate supportively and in good faith in the interactive process coordinated by the Department of Compliance and Labor Relations.
Supervisors may be asked to provide information regarding:
- The essential functions of the position;
- Job duties and workplace requirements;
- Potential limitations affecting the employee’s ability to perform those functions; and
- Whether proposed accommodations can be implemented in the work environment.
Supervisors should focus on the employee’s work-related limitations and essential job functions rather than the employee’s diagnosis or medical history.
3. Medical Documentation
When medical documentation is needed, it must be submitted directly to the Department of Compliance and Labor Relations through Guardian or by email to elrelations@wnmu.edu.
Supervisors should not request medical documentation from an employee or the employee’s health care provider.
4. Accommodation Decision
The Department of Compliance and Labor Relations will communicate the accommodation decision to the employee and supervisor.
Supervisors will receive the information necessary to understand and implement the approved accommodation. Medical information and other confidential information will be maintained by the Department of Compliance and Labor Relations.
5. Implement the Accommodation
Once an approved accommodation has been communicated, supervisors should work promptly with the employee and the Department of Compliance and Labor Relations to implement the accommodation.
Supervisors should follow the approved accommodation and promptly communicate any implementation concerns or changes in the employee’s circumstances to the Department of Compliance and Labor Relations.
6. Important Reminders for Supervisors
- Accommodations and accommodation requests are confidential. Share information only with individuals who have a legitimate need to know.
- Do not request or retain medical information. Supervisors should not request an employee’s diagnosis, medical records, or other unnecessary medical information.
- Keep accommodation discussions separate from performance management. A request for accommodation does not automatically excuse performance issues or prevent appropriate performance management. However, if a performance issue may be related to a disability or accommodation request, consult with the Department of Compliance and Labor Relations before taking action.
- The Department is responsible for approved accommodation-related costs.