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University Policies and Procedures

1.3.1 Reasonable Accommodation Procedures for Employees or Job Applicants

I. Background

Illinois State University provides equal opportunity to qualified persons with disabilities in all terms and conditions of employment. Please refer to University Policy 1.3 Americans with Disabilities Act Policy.

The University has designated the Office of Equal Opportunity and Access (OEOA) to implement Procedure 1.3.1 with respect to employees and job applicants.

OEOA will review requests for reasonable accommodations, taking into account the nature of the request and medical recommendation.

II. Initiating a Request for Reasonable Accommodation

To initiate a request for reasonable accommodation, employees and job applicants must provide information about their medical condition, job, and accommodation request. Medical documentation is often required to substantiate the disability and the need for a reasonable accommodation. Employees and job applicants may submit to OEOA information regarding their medical condition, job, accommodation request, and medical documentation in any of the following ways:

Employees and job applicants may also download or print the following documents to submit the required information to OEOA:

  • Employment Accommodation Request Form. his form would be filled out by the employee or job applicant and provides information about their medical condition, job/position that they are applying for, and accommodation request.
  • Health Care Provider Form. This form would be filled out by the employee’s or job applicant’s health care provider and provides information regarding their medical condition and information on recommended accommodations.

Please note that neither the employee or job applicant, nor their health care providers are required to use the University forms if there is another means by which they would like to provide the necessary information.

Requests for a reasonable accommodation for employees or job applicants will be reviewed in accordance with the following procedures:

  1. Employee Accommodation Requests
    1. A current ISU employee who believes they require a reasonable accommodation to enable them to perform the essential functions of their job must contact OEOA in any of the ways described in section II to request a reasonable accommodation.
    2. After OEOA receives the request for a reasonable accommodation, OEOA will engage the employee in the interactive process to determine if the employee has a disability that limits a major life activity as defined by the Americans with Disabilities Act and amendments (ADAA) and if the accommodation requested is reasonable. Both the employee making the request and OEOA shall work together to determine if the employee’s request is sufficient to move forward in identifying effective reasonable accommodations, reasonable alternatives, or if further clarification from the employee or their health care provider is required.
    3. OEOA will communicate with the appropriate department personnel to:
      1. Discuss the purpose and essential functions of the particular job involved. OEOA will not share confidential medical information with department personnel.
      2. Determine if the accommodation requested is reasonable, considering the essential functions of the particular job. If it is determined that the requested accommodation is not reasonable, other reasonable alternatives will be discussed and considered.
      3. If applicable, recommend a reasonable accommodation that is most appropriate for both the employee and the department to allow the employee to perform the essential functions of the position.
    4. OEOA will determine whether to grant or deny the accommodation request and notify the employee of the decision in writing. While the employee’s preference will be given consideration, OEOA may grant a different, yet effective reasonable alternative(s).
    5. If the accommodation is granted, the employee, appropriate department personnel, and OEOA will complete and sign a reasonable accommodation implementation form detailing the accommodation to be provided.
    6. The employing department (and any other University entity OEOA determines is necessary) will implement the agreed upon accommodation.
    7. After the accommodation is provided, the employee and appropriate department personnel may request a review of the accommodation, if appropriate. If at any time there is a question about the continuing nature of an employee’s reasonable accommodation, the employee or the supervisor/manager may contact OEOA.
    8. If a reasonable accommodation request is denied, the employee may appeal the decision to the Associate Vice President, Human Resources (or designee), in writing. The appeal must be provided to the Associate Vice President, Human Resources (or designee) within ten (10) University business days of the date of the denial. The Associate Vice President, Human Resources (or designee) shall consider the appeal and issue a final written decision.
  2. Job Applicant Accommodation Requests
    Job applicants will be notified that they can request reasonable accommodations for the application and interview processes.
    1. Requests for reasonable accommodations shall be made to OEOA at 309-438-3383 or equalopportunity@IllinoisState.edu, or in any of the ways described in section II.
    2. OEOA will evaluate the job applicant’s request and determine what, if any, reasonable accommodation can be made. OEOA may request medical documentation of the job applicant to verify their medical condition.
    3. If an accommodation is deemed reasonable and the job applicant meets all other requirements, OEOA will arrange the accommodation or assist the hiring department in arranging the accommodation.
    4. If a reasonable accommodation request is denied, the job applicant may appeal the denial to the Associate Vice President, Human Resources (or designee) in writing. The appeal must be provided to the Associate Vice President, Human Resources (or designee) within ten (10) University business days of the date of the denial. The Associate Vice President, Human Resources (or designee) shall consider the appeal and issue a final written decision.
  3. Civil Service Exam Accommodation Requests
    For positions that require taking a civil service examination, the requests for reasonable accommodations are sent to OEOA; however, some accommodation requests require working with or making a direct request to the State Universities Civil Service System. When a reasonable accommodation or alternative is granted, OEOA will work with the State Universities Civil Service System office and University Human Resources to facilitate the implementation.

III. Medical Documentation

  1. OEOA may request medical documentation from a University employee or job applicant requesting a reasonable accommodation and will request permission from the employee or job applicant to contact their health care provider, if necessary. Information from the health care provider is necessary to document the employee’s or job applicant’s job-related limitation(s) and to assist in determining an effective reasonable accommodation. The employee or job applicant requesting an accommodation is responsible for providing the medical documentation requested. The employing department (and any other University entity OEOA determines is necessary) will not be informed of nor have access to an employee’s or job applicant’s medical information. Supervisors/managers will be informed of restrictions on the work duties of the employee and about possible accommodations. First aid and safety personnel may be provided with specific information if the employee or job applicant with the disability requires emergency medical treatment while on campus.
  2. If OEOA finds the medical documentation insufficient to provide an accommodation, OEOA will explain why the documentation is insufficient and request more complete information from the employee or job applicant.
  3. If the employee or job applicant fails to provide the additional needed documentation from their health care provider related to their medical condition that substantially limits a major life activity and the need for a reasonable accommodation, OEOA may not be able to provide the requested accommodation. Alternatively, OEOA may require the employee or job applicant to be examined by an appropriate health care professional of the University’s choice and at the University’s expense.
  4. Copies of correspondence and documentation related to the reasonable accommodation process will be maintained by OEOA. If the department receives medical documentation or other information relating to an employee’s or job applicant’s medical condition, that information should be immediately transferred to OEOA. No medical documentation will be maintained in individual departments or divisions.

If a student or member of the public requests a reasonable accommodation, they must contact:

Student Access and Accommodation Services
350 Fell Hall
Campus Box 1290
Normal, Illinois
61790-1290
(309) 438-5853
Fax: (309) 438-7713
ableisu@IllinoisState.edu