Americans with Disabilities Act – Reasonable Accommodations for Employees
The Americans with Disabilities Act of 1990, as amended (“ADA”) prohibits discrimination against individuals with disabilities. Consistent with this federal civil rights law, the University is committed to maintaining an environment free from disability-based discrimination and to ensuring equal access to employment, academic programs, facilities, services, activities and other University-sponsored programs.
Virginia State University will provide reasonable accommodations, upon request, to qualified employees (faculty and staff) with disabilities unless doing so would impose an undue hardship or fundamentally alter the nature of a program, service, or activity.
Who is Eligible?
An individual who has a physical or mental impairment that substantially limits one or more major life activities, has a record of such impairment, or is regarded as having such impairment, is considered a person with a disability. Disabilities may include, but are not necessarily limited to, visual impairments, mobility and orthopedic impairments, hearing impairments, chronic medical conditions, learning disabilities, and psychological disorders.
In terms of employment, a “qualified individual with a disability” as a person who can perform the essential functions of the job with or without reasonable accommodation.
What are Reasonable Accommodations?
The University’s ADA Coordinator responds to requests for workplace accommodations. You can request reasonable accommodations if you are having difficulty performing your job responsibilities due to a disability or medical condition. A reasonable accommodation is any change to the job, to the way the job is done, or the work environment, that allows a person with a disability who is qualified for the job to perform the essential functions of that job and enjoy equal employment opportunities. Accommodations are considered “reasonable” if they do not create an undue hardship or a significant risk of substantial harm to the health and safety of of the individual with a disability or others.
Accommodations are developed on an individual basis, following an interactive process that involves a collaborative discussion between the person with the disability and the employer. Accommodation solutions may involve, but are not limited to, equipment changes, workstation modifications, adjustments to work schedules, or assistance in accessing workplace facilities and equipment, depending on the individual's particular limitations and needs. Accommodations are based on the job tasks that must be performed, the functional limitations of the individual, and whether the proposed accommodation(s) will result in undue hardship to the employer.
How Do I Request Workplace Accommodations?
Step 1: Complete the Employee Request for Accommodation Form and email it to adarequests@vsu.edu along with a copy of your job description.
Step 2: Submit the Medical Inquiry Form with any additional supporting medical documentation to adarequests@vsu.edu. (This pdf form must be completed by your treating licensed healthcare professional). You may also be asked to provide written consent for the release of information in the event that the ADA Coordinator needs to contact your healthcare professional to clarify any of the information provided. Please note that information regarding your accommodations request (including any supporting medical information) is maintained separately from your personnel file, and it is shared only with individuals involved in the accommodation process or when required by law.
Step 3: Participate in a scheduled information session with the ADA Coordinator to discuss your request and review the process.
Step 4: Participate in an interactive process meeting with the ADA Coordinator and your supervisor to identify appropriate reasonable accommodations for your disability. The ADA Coordinator may also consult with other University offices (e.g., Information Technology for technology-based accommodations) as part of this process.
Step 5: Reasonable accommodations will be determined on a case-by-case basis, with input from the employee and supervisor. Once accommodations are agreed upon and approved, the ADA Coordinator will develop an Accommodation Agreement outlining the reasonable accommodations. The ADA Coordinator will maintain the agreement as a record of your accommodations. The ADA Coordinator will work with the employee and their department to ensure that granted accommodations are implemented appropriately.
Step 6: Accommodations will be evaluated over an established trial period, and may be adjusted as needed based on the evaluation. You may ask for a review of your accommodations when there is a change in your disability or medical condition, your job responsibilities, your position, or supervisor. Your supervisor will monitor and the effectiveness of the accommodations, may also request a review of the effectiveness of your accommodations.
Note to Supervisors: If you receive an employee’s verbal or written request for an accommodation, promptly forward the request to the ADA Coordinator. The reasonable accommodation process begins when you receive the employee’s accommodation request.
What if I Have a Concern?
Failure to provide a reasonable accommodation to a qualified individual with a disability, or retaliating against an employee for requesting an accommodation, may constitute discrimination in violation of University Policy 1101 - Discrimination, Harassment and Retaliation Prevention Policy.
Employees who believe they have experienced discrimination or retaliation based on a disability or for making an accommodations request may file a complaint with the University's Office Equal Employment Opportunity and Title IX Compliance by contacting the Office at eeo@vsu.edu or (804) 524-2508.
Still have questions about the Americans with Disabilities Act or how to request an accommodation? Would you like to schedule a training session? Contact the ADA Coordinator at adarequests@vsu.edu or (804) 524-2508.
Students seeking disability accommodations should contact the Student Accessibility Office (SAO) at sao@vsu.edu or (804) 524-5061, or visit the SAO web page.
For information regarding employee benefits or leave, including the Family and Medical Leave Act (FMLA), workers’ compensation, and short- and long-term disability, contact the Office of Human Resources at benefits@vsu.edu or (804) 524-5090.