Employees: Requesting Accommodations

If an employee has questions or needs assistance, they may call the Campus Disability Resource Center at (707) 826-4678 and ask for a consultation with the ADA/504 Coordinator. 

Accommodation Request Process

The employee accommodation process has seven (7) steps, some of which may occur simultaneously.  Certain information, however, such as supporting documentation, must be received before Humboldt can make a determination and move forward toward implementing an Accommodation Plan.

Process Steps:

Step 1: Disclosure and Referral or Direct Contact with ADA/504 Coordinator

At any time, an employee may disclose that an existing or newly acquired disability or condition is having an impact on their ability to perform the duties of their assigned position.  Such disclosures come in many forms.  No specific language or use of specific terms is required.  Managers are encouraged to actively listen to the employee and to offer referral to the accommodation process as a resource when there is any indication that the employee may be referencing a disability or condition in the absence of any other established process such as temporary restricted duty or modified duty under workers compensation. The employee is not required to disclose the exact nature of their disability or condition, provide medical documentation, or detail treatment or care being received (for example: depression and counseling) to their manager in order to be referred.

An employee may contact the ADA/504 Coordinator directly.  There is no requirement that the employee disclose to their manager or HR partner in order to access the accommodation process.

The employee’s disclosure is the first step in the accommodation process for Humboldt.  Humboldt encourages that any disclosure by an employee be held confidential, whether or not the employee is referred to or chooses to move forward or not move forward in the accommodation process. 

Humboldt supports the employee’s decision to enter the process any time throughout their employment as needed. 

An ADA Information Session is required to move forward in this process (see Step 2).

The manager may request an Informational Consultation at any time with the ADA/504 Coordinator (see Step 2).

Step 2: ADA Information Session

The ADA Information Session is one in which the ADA/504 Coordinator or their designee may review ADA, relevant CSU policy, the accommodation process, and the employee’s request with the employee.  The ADA Coordinator may request specific verbal information during this session about the employee’s workplace, essential functions, and disability and/or condition in order to provide guidance to the employee and/or begin an assessment.  The employee continues to have the right to either move forward in the process or to decline to move forward.  The employee may also choose to be accompanied by a support person, such as their partner, spouse, or a trusted colleague.

EMPLOYEE Schedule an ADA Information Session

In addition, the manager may request an Informational Consultation with the ADA/504 Coordinator to review the process, make a referral, schedule training for their unit, or otherwise discuss a concern.

MANAGER Schedule an Informational Consultation

Step 3: Submit Formal Request

In order for the process to move forward, Humboldt encourages the employee to formalize their request.  The employee should use the Employee Accommodation Request Form, which will be received directly by the ADA/504 Coordinator.  The employee will receive an email that acknowledges the receipt of the request, and if they have not completed an ADA Information Session, several dates/times will be offered. 

Receipt of the formal request AND completion of the ADA Information Session will then lead to a notification to the employee’s manager and unit HR Partner that the employee has entered the accommodation process.  The manager and HR Partner will be asked to provide the employee’s position description or a summary of essential duties for consideration in the accommodation analysis. 

Step 4: Submit Employee ADA Medical Certification Form

Employees wishing to move forward in the accommodation process will be requested to have their current qualified provider complete and sign the Employee ADA Medical Certification Form.  This form is specific to the context of the workplace and is used by Humboldt in its determination of reasonable accommodations or their equally effective alternatives.  The ADA/504 Coordinator may review the information on the form with the employee as a part of facilitating movement forward in the accommodation process.  Humboldt makes the final determination of what is or is not a reasonable accommodation given all information and input received.

Step 5: Discussion and Review of DRAFT Accommodation Plan

The interactive process provides that discussion may occur that supports an employee’s timely movement through the accommodation process.  The interactive process is one that is meant to be transparent, fostering input from the employee and their manager and/or HR partner.  When DRAFT accommodations have been developed, a DRAFT Accommodation Plan, enumerated for documentation reasons, is sent to all at that same time.  Input or approval of the plan is requested within five (5) business days.

When input is received that substantially amends the DRAFT 1.0, a second DRAFT 2.0 Accommodation Plan is created and sent to all for input and approval.  This process continues until all approve of the DRAFT version.

The expectation of Humboldt is that the employee and their manager and/or HR Partner will continue to engage in the process and reply to requests for input or approval in a prompt manner fostering timely completion of this step.

Step 6: Finalize Accommodation Plan

Once the employee and manager and/or HR Partner have agreed to the DRAFT version of the Accommodation Plan, a FINAL Accommodation Plan is created and sent to all for signature.  This becomes the official record of the approved accommodations or equally effective alternatives.

Step 7: Case Management

The interactive process does not conclude with a finalized Accommodation Plan.  Ongoing case management continues to:

  • Support open communication and to allow evaluation of the applied accommodations;
  • Foster timely updates or revisions when an employee’s disability or condition changes;
  • Effectively change request status should an employee withdraw their request or should the employee seek extended leave as a result of their disability or condition;
  • Provide consultation should the employee change positions; and/or,
  • Document closure of an employee’s request should their status at Humboldt change.