Faculty Disability Accommodations

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Policy Number:
UW-149
Old Policy Number:
Faculty Document 1159b
Responsible Office:
Office of Human Resources

University Policy

Definitions:
ADA Amendments Act of 2008 (Public Law 110-325)
Clarifies and reiterates who is covered. Revises the definition of disability to more broadly encompass impairments that substantially limit a major life activity. The law also states that mitigating measures have no bearing on whether a disability qualifies under the law. Clarifies coverage of impairments that are episodic or in remission that substantially limit a major life activity when active.
Confidentiality
Access to confidential medical information is restricted under the ADA. Only Divisional Disability Representatives (DDR) are authorized to manage confidential medical information in each school, college, and division. Confidential medical information includes written and verbal information from any source regarding an employee or applicant’s medical condition or disability. The fact that an employee or applicant has a reasonable accommodation is also confidential. All medical information and the completed Faculty Disability Accommodation Request Form will be kept by the DDR in the division’s confidential medical file separate from the personnel file. The DDR will only share medical information on a need-to-know basis with others.
Disability
Americans with Disabilities Act of 1990 (42 U.S.C. §12102): “Disability” means, with respect to an individual:
  • A physical or mental impairment that substantially limits one or more of the major life activities of such an individual;
  • A record of having such an impairment; or
  • Being regarded as having such an impairment.

State Fair Employment Act (Wis. Stat. § 111.32): An individual with a disability:

  • Has a physical or mental impairment which makes achievement unusually difficult or limits the capacity to work;
  • Has a record of such an impairment; or
  • Is perceived as having such an impairment.
Essential function
A job function may be considered essential for any of several reasons, including but not limited to the following: (a) the reason the position exists is to perform the function, (b) there are a limited number of available employees among whom the performance of that job function can be distributed, and/or the function may be highly specialized so that the incumbent in the position is hired for his or her expertise or ability to perform the particular function (e.g., teach a particular required course). Some of the factors that may be considered in determining whether a job function is essential include the amount and or percent of time spent performing the function and the consequences of not requiring an individual to perform the function.
Interactive process
An informal problem-solving process between the employer and the employee or applicant to identify the precise work-related limitations resulting from the disability, the nature of the problem that is generating the request, and the potential reasonable accommodation that may be effective.
Major life activities
Include, but are not limited to, functions such as caring for oneself, performing manual tasks, walking, seeing, hearing, speaking, sleeping, breathing, learning, and working.
Qualified individual with a disability
A person who has the experience, education, and/or training to perform the essential functions of a position (i.e., those duties for which the position was created), with or without reasonable accommodation.
Reasonable accommodation
A modification of a job or work environment in a manner that will enable a qualified individual with a disability to perform essential functions of the job. Reasonable accommodations include, but are not limited to, making facilities accessible, adjusting work schedules, restructuring jobs, providing assistive devices or equipment, providing readers or interpreters, and modifying work areas.
Undue hardship
Any action that is unduly costly, extensive, or disruptive. An employer is not required to make an accommodation if it would impose an undue hardship.
Policy:

Policy Detail

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. The university will provide reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment unless doing so would cause undue hardship to the employer. The purpose of such accommodation is to allow a faculty member with a disability to perform the essential functions of a job or to access benefits and privileges of employment and to allow an applicant to have an equal opportunity to compete for a job.

The procedure below describes how a reasonable accommodation can be requested by current or potential members of the faculty. 

Campus Contacts

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.

Contact information:
Employee Disability Resources (EDR) Office
186 Bascom Hall
608-263-2407 or employee.access@wisc.edu

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.

Contact information:
Office of Compliance
361 Bascom Hall
608-265-4508, or ada_coordinator@wisc.edu
compliance.wisc.edu/ada/

Procedure:

  1. Faculty 

    1. Notice

      Faculty members will be informed about their right to request reasonable accommodations: in the job posting; in the letter of appointment; by periodic university communications; and by various university websites.

    2. Requesting an accommodation

      Many accommodation requests are simple and straightforward and have little impact on department/division/school functioning. For example, a person with back pain may request a better chair for their computer work station, an individual with carpal tunnel syndrome may ask for a wrist rest for their computer, or a faculty member with a mild hearing loss might request a volume device for the telephone. Other requests may be more complex and have more impact on the functioning of the unit. For example, a faculty member who acquired a disability might request an extension of the tenure clock, or modifications to an office or laboratory. 

      1. Procedures

        A faculty member needs to inform the university that they need an accommodation for reasons related to a disability or chronic medical condition.

        The faculty member may make an accommodation request to their DDR at any time. If the faculty member makes a request for an accommodation to the departmental chair, dean, or director that person shall forward the request to the DDR. The reasonable accommodation process begins as soon as an oral or written request is made. The faculty member, department chair/director/dean, or DDR may consult Employee Disability Resources for guidance and assistance at any time during the process.

      2. The Process

        1. A faculty member who wants to request an accommodation may do so orally or in writing to their DDR. Upon the request, either verbal or written, the faculty member must also submit the Faculty Disability Accommodation Request Form to their DDR.
        2. After a request is made, the DDR, employee, and others, as needed, will begin the interactive process, making an individualized assessment, to identify the precise work-related limitations resulting from the disability, the nature of the problem that is generating the request, and the potential reasonable accommodations that may be effective. The DDR is responsible for processing requests and may need to gather information from others in order to make a recommendation.
        3. The DDR will communicate as necessary with--and make a recommendation to--the department chair/dean/director, who can authorize the recommendation pursuant to departmental/divisional/school practice and university policy, consulting with the departmental/divisional/school executive committee on matters of personnel actions that affect the instructional activities or budget of the department/division/school. (See UW-805 Faculty Policies and Procedures Chapter 5 - Departmental Faculties 5.21). The faculty member may request the information regarding their accommodation not be shared with the department chair/director/dean for simple accommodation requests that do not impact personnel actions affecting instructional activities or the budget of the department/division/school or that do not impact research or service activities. The DDR must consult Employee Disability Resources if such a request is made.
        4. The ability of the faculty member’s department/division/school to fund the cost of the accommodation will not be taken into consideration when evaluating the request.
        5. A faculty member may be required to provide the DDR with verification of a disability and accommodation recommendations from a treating specialist. The employee must bear the initial cost of verification. (This generally may be covered by the employee’s health insurance.) If UW-Madison requests a second opinion, the university will bear the cost. The DDR will share with the department chair/director/dean or executive committee only what is essential for them to know to make a final determination on the requested accommodation. The executive committee will be reminded of the importance that all confidential information, including information regarding an accommodation, not be discussed or commented on outside of closed session. No information or question, however slight, should be mentioned/posed to any other party or to the person requesting the accommodation except through the DDR.
        6. If the request is approved, the DDR will notify the faculty member of the decision by providing a copy of the completed request form. The DDR will send copies of the form to the department chair/director/dean and Employee Disability Resources. The DDR will file the original form in the division’s confidential medical files, separate and outside of the departmental or divisional personnel file.
        7. Requests for tenure clock extensions must additionally be approved by the departmental/divisional/school executive committee, the provost, and the University Committee, pursuant to UW-807 Faculty Policies and Procedures Chapter 7 - Faculty Appointments 7.04.
        8. Before deciding to modify or deny the request, the DDR must consult Employee Disability Resources and the department chair/director/dean. If the request is modified or denied, the DDR will notify the faculty member of the decision in writing including the reason for the modification or the denial, and including copies of the completed request form and the Appeal Process (as described in this policy, section IV). The DDR will send copies of the accommodation form to the department chair/director/dean and Employee Disability Resources. The DDR will file the original accommodation form in the division’s confidential medical files, separate and outside of the departmental or divisional personnel file.
        9. The university will make a good faith effort to approve, modify, or deny an accommodation request as soon as possible and not later than 30 calendar days from the date of the oral or written request, absent extenuating circumstances.
        10. The department/division/school and its executive committee must make every effort to keep the request, and information regarding it, confidential.

      3. Guidelines

        1. The following questions should be considered when determining reasonableness:
          • Are the job functions for which the accommodation is required essential to the overall performance of the job?
          • Is the faculty member otherwise qualified to perform the essential job functions?
          • Does the accommodation accomplish the desired result (i.e., does it allow the faculty member to perform the essential functions of the job effectively)?
          • Are there other accommodation options that will allow the faculty member to perform the essential functions of the job?
          • Will the accommodation adversely affect the productivity or work environment of others in the work unit? Will the accommodation be unduly disruptive to the department, unit, school, college, or division?
        2. As a general rule, the department, unit, school or college will purchase equipment only if it is determined that the use of the equipment is necessary in transaction of the official business of that department, unit, school, or college. The equipment may not be of a personal nature (for example, eyeglasses or hearing aids), which the employee reasonably can be expected to provide.
        3. When a requested accommodation is outside the department/division/school’s responsibility (e.g., general facilities modification, parking), Employee Disability Resources receives and reviews the request with the DDR and the Facilities Planning & Management (FP&M) ADA Specialist. If the request is deemed reasonable, FP&M procedures will be followed.
        4. When a requested accommodation involves employment-related travel, Employee Disability Resources receives the accommodation request from the DDR, verifies that appropriate procedures are followed, and notifies Business Services-Travel of approved requests.
        5. The faculty member will always be the primary person consulted when determining the most appropriate accommodation. Faculty members may provide or arrange for their own accommodations; however, the procedures in this document must be followed (e.g., completed Faculty Disability Accommodation Request Form, appropriate approval). This gives documentation of accommodations and ensures that the accommodations are not disruptive to the workplace.
        6. After an accommodation is provided, the faculty member and their chair/director/dean shall evaluate the effectiveness of the accommodation, consulting with the DDR and Employee Disability Resources as necessary. If modifications to the accommodation are needed, they should be requested using the procedures outlined in this policy.
        7. As the ADA requires, if the university is not able to make a reasonable accommodation for a faculty member with a disability that allows the individual faculty member to continue in their current position, the university will devote its best efforts to securing an alternative appointment within the institution in positions for which the faculty member is qualified and eligible under existing university policies and state law and can perform the duties with or without a reasonable accommodation.
        8. If the department, division, or school denies the accommodation request or does not propose an accommodation that the faculty member regards as reasonable, he/she may appeal the decision. (See Appeals Process, Section IV.)
        9. The executive committee, the dean, the University Committee, and all other involved university personnel must make every effort to keep accommodation requests and related information confidential.
        10. Requests for a reasonable accommodation from tenured and probationary faculty members, including requests for tenure clock extensions for probationary faculty, shall be treated alike. Faculty may seek the guidance or assistance of a mentor, or another faculty member, in securing documentation, if necessary, from medical or rehabilitation professionals and presenting the request to the DDR. The dean, the provost, and the University Committee must approve all requests for tenure clock extensions.
        11. The DDR will submit an annual report of all requests for faculty disability accommodation to Employee Disability Resources.

  2. Applicants for Faculty Positions

    The Divisional Disability Representative (DDR) for the school, college, or division where the applicant is applying to work will process accommodation requests from applicants. After a request is made, the DDR, applicant, and others as needed, will work to identify what accommodations may be effective. Information about the applicant’s need for accommodation and any confidential medical information will be shared with others only on a need-to-know basis in order to make a determination on the request. The applicant, DDR, chair, or hiring/search committee can contact Employee Disability Resources at any time.

    1. Notice

      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.

    2. Requesting an accommodation

      An applicant may request an accommodation orally or in writing. Faculty must follow up an oral request by completing the Faculty Disability Accommodation Request Form or by confirming their request in writing (including email) to the Divisional Disability Representative (DDR). 

    3. Communication

      If the applicant makes an accommodation request to someone other than the DDR, that person should notify the DDR. The DDR will only share with the chair/director/dean or hiring/search committee information that they need to know in order for the accommodation to be implemented.

      In some cases, the applicants may have made a simple request for accommodation that the hiring/search committee contact was able to fulfill. The hiring/search contact person should notify the DDR in these circumstances with information about the modification or accommodation made.

    4. Employment decisions

      1. Qualified applicants cannot be denied employment solely on the basis of a need to provide a reasonable accommodation.
      2. An applicant who has received a job offer and who needs a disability accommodation to perform the essential functions of the job should request the accommodation by submitting a Faculty Disability Accommodation Request Form to the employing unit’s DDR. If the applicant’s disability cannot reasonably be accommodated, the job offer can be rescinded. The employing unit must consult Employee Disability Resources before a job offer can be rescinded.

  3. Funding

    Financial responsibility for providing reasonable accommodations (other than most barrier removal requests) belongs to the employer, which is deemed to be the University. Departments should consult with the division, school, or college, which, in turn, will consult with the Provost and Vice Chancellor for Administration for funding.

  4. The Appeal Process for Faculty 

    Applicants do not have access to this process but may follow external complaint procedures (Wisconsin Department of Workforce Development, Equal Rights Division; federal Equal Employment Opportunity Commission).

    A faculty member who disagrees with a reasonable accommodation request decision may appeal the decision using the following procedure.

    1. The employee must file a written appeal, stating the reasons for the disagreement, with the UW-Madison ADA Coordinator within 30 calendar days of the date of the decision as shown on the Faculty Disability Accommodation Request Form or notice of the decision. The employee shall send copies of the appeal to the DDR and the department chair/director/dean. The DDR will notify the department chair/director/dean and Employee Disability Resources of the appeal.
    2. The ADA Coordinator will reevaluate the decision and consider any additional information or statement supplied by the faculty member, as well as additional information from treating specialists. The ADA Coordinator may consult Employee Disability Resources and other staff, taking care to provide confidentiality for the faculty member.
    3. The ADA Coordinator shall review the record of the accommodation request and make a final decision regarding the appeal.
    4. Appeals of accommodation requests related to tenure clock extensions will be advanced to the Chancellor for a final decision.
    5. The ADA Coordinator shall provide written notification of the appeal decision within 30 calendar days to the faculty member, employing unit, and DDR. The DDR will notify the department chair/director/dean and Employee Disability Resources. If the 30 calendar day time limit cannot be met, the ADA Coordinator will inform the faculty member, the employing unit, and DDR of an alternative time limit, not to exceed an additional 60 calendar days. The DDR will apprise the department chair, dean or director, and Employee Disability Resources.
    6. This is the final internal appeal process for disagreements regarding accommodation requests.

  5. Other Complaints

    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, with the UW-Madison Complaint Investigator, Office of the Provost.

Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:
External References:

Policy Administration

Approval Authority:
Vice Chancellor for Finance and Administration
Policy Manager:
Associate Vice Chancellor/Chief Human Resources Officer
Contact:
Director of Employee Disability Resources -- Barbara Lanser, employee.access@wisc.edu, (608) 263-2407
Revised Dates:

04-02-2026

Retrieved:
04-12-2026 04:54:46