Once the Disability Navigators receive an accommodations request, we will start the "interactive process" with the employee. The components of the interactive process are outlined below as a general guide. The process may not be linear (for example, if initial accommodations do not work well we may have to do more information gathering before identifying alternative accommodations).
There is no standard set of accommodations for a specific disability. Disability is complex and the way individuals experience and are impacted by disability varies. In addition, there are many different types of work performed at U-M. Reasonable accommodations are determined on a case-by-case basis.
Intake Meeting
The Disability Navigators meet with the employee to learn about how their disability impacts them in the workplace with specific attention to barriers they are experiencing (such as issues with the work environment, how their work is done, or specific job tasks). This phase may include a tour of their workspaces. The Navigators may also request supporting documentation (refer to the Medical Documentation section below).
Identification of Reasonable Accommodations
To identify appropriate accommodations and provide the employee with requested support, the Disability Navigators may make referrals to or consult with experts in partner offices. Partner offices include, but are not limited to: the ADA Coordinators, the U-M ergonomics programs, the Faculty and Staff Counseling and Consultation Office, LSA Technology Services, LSA Facilities & Operations, Human Resources, and Work Connections. Learn more in the Campus Partners section below.
The Disability Navigators will only share personal information on a need-to-know basis with campus partners. For example, if an employee has a migraine condition and needs the lights over their workspace dimmed, they may ask LSA Facilities to visit the employee in the workspace to determine the amount of dimming required and the best way to accomplish dimming. The Disability Navigators would not share the employee's diagnosis, just the need. The Disability Navigators will notify employees any time they plan to engage a campus partner.
The Disability Navigators may also consult with an employee's supervisor or department to verify that reccommended accommodations are reasonable given the employee's particular workspace and job tasks. Accommodations may be considered unreasonable if they: (1) would impose an undue burden, (2) would pose a direct threat to health or safety or (3) would require the modification of essential functions of a job or fundamental requirements of a program.
Review of Potential Accommodations
After gathering needed information and input from campus partners, recommended accommodations will be reviewed with the employee. Employees are not obligated, or required, to accept an accommodation that has been offered. An employee can reject an accommodation or request to explore alternative accommodations as part of the interactive process.
Implementation
The Disability Navigators will oversee the implementation of reasonable accommodations accepted by the employee. If the employee has questions about the status of an accommodation, they can check in with the Disability Navigators at any time.
Follow Up
Following implementation, employees can reach out to the Disability Navigators at any time with updates about the effectiveness of provided accommodations. Although not required by the ADA, the Disability Navigators will also follow up with employees after some time has passed to ask how accommodations are working out.
Medical Documentation
Employees may be asked to provide medical documentation that sufficiently describes: (1) the disability (2) any restrictions, limitations, or barriers the employee may experience as a result of the disability, and (3) any accommodation suggestions the medical provider may have.
Medical documentation received will be kept in a secure file that is separate from the employee’s personnel records. As noted above, we will only share personal information with campus partners on a "need-to-know" basis to enable them to adequately support the accommodation process and employee. This does not prevent employees with disabilities from self-disclosing information about their disability or accommodations if they so desire.
Additional Resources
U-M's Equity, Civil Rights & Title IX (ECRT) Office provides additional details on the ADA Interactive Process, including what to disclose, confidentiality, and how to decline or request different accommodations.
The Job Accommodation Network offers an accommodation request letter template and accommodation examples by disability.
