It is the policy of the University of Wisconsin-Madison to provide reasonable accommodations for qualified individuals with disabilities who are employees or applicants for employment. UW-Madison will adhere to all applicable federal and state laws, regulations, and guidelines with respect to providing reasonable accommodations as required to afford equal employment opportunity to qualified individuals with disabilities. Employing units/departments will provide reasonable accommodations in a timely manner. Employment opportunities shall not be denied because of the need to make reasonable accommodations.
The University will provide reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment unless doing so would cause an undue hardship to the employer.
Divisional Disability Representative (DDR): Each dean/director has appointed a DDR to respond to disability-related employment matters in the workplace. DDRs are responsible for making decisions regarding requests for disability accommodation and medical leave.
Contact information for DDRs is available online.
Employee Disability Resources (EDR) Office: The EDR Office serves as the campus-wide hub for information on the disability accommodation process for employees and job applicants. It offers essential information, consultation, education and referral services to employees, job applicants, DDRs, supervisors, and others at any point in the accommodation process to ensure compliance with federal/state laws and university policy and to help minimize barriers in the workplace.
Employee Disability Resources (EDR) Office, Division of Diversity, Equity and Educational Achievement
186 Bascom Hall
608-263-2407 or email@example.com
ADA Coordinator: The Chancellor has appointed the ADA Coordinator to be responsible for campus-wide compliance with the ADA. The ADA Coordinator reviews appeals of disability accommodation decisions.
Employees will be informed about their right to request reasonable accommodations:
An employee may elect to request accommodations informally or formally. Employees are encouraged to use informal procedures whenever possible.
To request an accommodation informally, an academic staff member discusses the need for accommodation with his or her immediate supervisor, principal investigator, department chair, program director, or DDR. The employee or employing unit may contact the Disability Coordinator/Employment in OED for advice and information without initiating formal accommodation procedures.
If an informal request is approved, the department or unit should inform the DDR. The DDR will report the accommodation to the Disability Coordinator/Employment using the Academic Staff Disability Accommodation Request Form B available on the disability website (www.oed.wisc.edu/disability/) or at the OED (263-2378). The completed form may be submitted without identifying the employee’s name or disability.
If the department or unit wishes to modify or deny an informal request, or the issues are not straightforward, the formal process should be used
Formal procedures should be used when accommodation issues are complex, when a department wishes to modify or deny an informal request for accommodation, or when informal procedures have been exhausted.
To request an accommodation formally, an academic staff member submits an Academic Staff Disability Accommodation Request Form to his or her DDR.
An employee may be required to provide verification of a disability and accommodation recommendations from a treating specialist. The employee must bear the initial cost of verification. (This may be covered by the employee’s health insurance.) If UW-Madison requests a second opinion, the university will bear the cost.
NOTE: All medical information obtained throughout the determination process is considered a “confidential medical record.” It must be solicited and received by the DDR, who will provide only information about necessary restrictions and accommodations to managers and supervisors. All medical information and the completed Academic Staff Disability Accommodation Request Form will be kept by the DDR in the division’s confidential medical records files, separate from personnel records.
All applicants who are invited for interviews will be informed of the UW-Madison policy to provide reasonable accommodations for applicants and employees with disabilities. They will be informed that they can request accommodations for interviews and how to make the request.
The following paragraph will be included if a letter is used as part of the interview scheduling process:
“It is the policy of the [FILL IN NAME OF UNIT OR DEPARTMENT] to provide reasonable accommodations for qualified persons with disabilities who are employees or applicants for employment. If you need assistance or accommodations to interview because of a disability, please contact me at [FILL IN THE ADDRESS OR TELEPHONE NUMBER OF THE PERSON SIGNING THE LETTER. THIS MAY BE THE PERSONNEL REPRESENTATIVE, DEPARTMENTAL ADMINISTRATOR, OR SUPERVISOR, WHOEVER IS APPROPRIATE]. Employment opportunities will not be denied to anyone because of the need to make reasonable accommodations for a person’s disability.”
Financial responsibility for providing reasonable accommodations (other than barrier removal projects) belongs to the employing unit. If the employing unit does not have the financial resources to provide reasonable accommodations from its own budget, the dean or director of the school/college/division should be consulted.
Applicants do not have access to this process but may follow external complaint procedures (Wisconsin Workforce Development, Equal Rights Division; federal Equal Employment Opportunity Commission).
An employee who disagrees with a disability accommodation request decision may appeal the decision using the following procedure.
Nothing in this policy should be construed to impede or prohibit a timely filing of a discrimination complaint with the appropriate external government agency (Wisconsin Workforce Development, Equal Rights Division; federal Equal Employment Opportunity Commission). This procedure also does not prohibit a timely filing of an internal discrimination complaint, unrelated to a request for an accommodation, with OED.
03/11/1996, 5/13/2005, 2/15/2013