Faculty, Staff, and Postdocs
A faculty member, staff member, or postdoc who believes they have a disability that requires accommodation may submit a request to the Office of Institutional Equity (OIE). The request will be analyzed based on the employee's verified disability or medical condition, affected job functions, feasibility of proposed accommodations, and whether providing the accommodation would cause an "undue hardship" for the employer.
Submitting a request sets in motion a collaborative, interactive process. OIE will collaborate with the employee, the employee’s supervisor/manager, and potentially the employee’s department head and/or NDHR People Strategy Partner. After gathering information from all relevant parties, OIE will make a determination on reasonable accommodations.
Request a Workplace Accommodation
After completion of the Accommodation Request Form, a member of our ADA team will be in touch with you within 3-5 business days to discuss next steps. If you would like assistance completing any of the forms, please let us know, and one of our team members can schedule a time to assist you.
Important Notes:
- Submitting a request does not guarantee an accommodation will be granted.
- The ADA Interactive Process typically takes around 30 days to complete. The timeline may vary depending on how quickly the required medical information is received. To help avoid delays, employees are encouraged to let their healthcare provider know ahead of time that OIE will fax a request for medical information.
Looking for additional guidance?
Take a 5 Minute Self-Guided Training on Requesting Accommodations
Review an In-Depth Training on the ADA and Interactive Accommodations Process- English
Review an In-Depth Training on the ADA and Interactive Accommodations Process- Spanish
Workplace Accommodations
A workplace accommodation is a change in the work environment that helps a qualifying individual perform the essential functions of their role.
Examples of workplace accommodations include:
- Access to specialized furniture
- Option for additional breaks to manage symptoms
- Temporary remote work flexibility
The Job Accommodation Network (JAN) can provide ideas for accommodation requests based on medical conditions and/or limitations.
Workplace Restrictions
Workplace restrictions are guidelines set by a medical provider to prevent further injury or allow for recovery (i.e., no bending, no lifting over 10 pounds, no kneeling, etc.).
If you have medical documentation to support a workplace restriction, you can submit the documentation along with your Accommodation Request Form. The restriction note must include the following information:
- The details of the restriction
- The reason for the restriction
- The duration of the restriction
An end date for the restrictions must be provided, as restrictions cannot be accommodated indefinitely. There is no guarantee a department will be able to accommodate a restriction.
The documentation can be uploaded to Self-Service Center along with your Accommodation Request Form, faxed to our office at 574-631-0877, emailed to equity@nd.edu, or dropped off directly to NDHR at the first-floor reception.
Employees returning to work with restrictions after a leave processed through Sedgwick or Workers' Compensation do not need to submit documentation to OIE.
Parking Accommodations
Parking accommodations allow access to parking spots that support employees' mobility or medical needs.
To start a parking accommodation request, submit an Accommodation Request Form and a letter from your medical provider with the following information:
- Description of Medical Condition(s) and corresponding limitations.
- The specific accommodation(s) recommended. Please have your provider be specific (i.e. accessible parking, etc.). Include the number of feet you are able to walk or another factor that supports your request, if applicable.
- The duration of the recommended accommodation(s), including an end date.
- Any other relevant information related to the request.
The documentation can be uploaded to Self-Service Center along with your Accommodation Request Form, faxed to our office at 574-631-0877, emailed to equity@nd.edu, or dropped off directly to NDHR at the first-floor reception.
Unpaid Protected Leave
When the requested accommodation constitutes an undue burden or if the employee cannot work for a period of time, unpaid leave may be available under the ADA. The employee’s job is protected while on unpaid leave under the ADA. To start an unpaid leave request, please submit an Accommodation Request Form.
Employees may be eligible for additional types of leaves of absence. Leaves such as Short-Term Income Replacement (STIR), Family and Medical Leave Act (FMLA), Parental Leave, Long-Term Disability and Extended Medical Leave are separate from the ADA process. These types of leaves are referred to NDHR for approval and processing.
Accommodation Renewals
Employees are responsible for contacting OIE to renew or update their accommodations and re-engage in the Interactive Process.
Approved accommodations must be reviewed and updated:
- Before the established expiration date;
- If there is a substantial change in the employee's medical condition, job duties, or work environment; or
- If the accommodation(s) becomes ineffective.
The renewal process involves OIE collaboration with the employee, supervisor, and medical provider to ensure the accommodations remain medically relevant, address any fluctuating workplace needs, and identify any additional accommodations if needed.
American Sign Language (ASL) Interpreter Request
To request an ASL interpreter for an applicant or employee, please complete the ASL Interpreter Request Form.
Manager Responsibilities Under the ADA
If you manage or supervise an employee with a known disability or an approved accommodation, you have certain confidentiality and reporting obligations. If an employee discloses a potential disability to you, reach out to OIE at equity@nd.edu or (574) 631-0444.
Looking for additional guidance?
Take a 5 Minute Self-Guided Training on Manager Responsibilities under the ADA