Effective Date:

Purpose
To provide a reasonable workplace accommodation for employees/applicants with disabilities as provided under the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990.

Policy
Western Kentucky University will reasonably accommodate all employees/applicants with disabilities, where to do so does not impose an undue burden on the institution. 

A reasonable accommodation may include purchasing special equipment, changing the physical layout of the workplace, restructuring specific job responsibilities and duties, modifying the work schedule, etc. 

Western Kentucky University is under no obligation to provide reasonable accommodation unless an individual properly identifies him/herself as a person with a covered disability and supplies the necessary documentation.  An accommodation request which would create an “undue hardship” for the University will not be considered and is not required by Federal law.  However, what constitutes either a reasonable accommodation or an undue hardship is contingent upon a number of variables.  Western Kentucky University will determine what constitutes a reasonable accommodation and reserves the right to request additional medical examinations, evaluations or other appropriate information at the University expense. 

Supervisors must contact the Department of Human Resources before transferring, demoting, terminating, or relieving an employee of job responsibilities because of a disability.  The Department of Human Resources is responsible for the management, implementation and coordination of Western Kentucky University’s disabilities accommodation policy.  All employment accommodations or employment decisions made related to a disability must be approved by the Director of Human Resources.  All information relating to an accommodation request is considered confidential.

Procedures

1. The employee/applicant notifies either the Department of Human Resources or the appropriate supervisor/department head of his/her disability.
2. After notification, the Department of Human Resources will provide the employee/applicant with the Reasonable Accommodation Form and the Employee Disability Verification Form to be completed in order to declare a disability.
3. The completed Reasonable Accommodation Form, Employee Disability Verification Form, job description, class specification and essential functions are reviewed to determine special accommodations to ensure the employee can perform or continue to perform (if the disability occurs after employment) his/her job responsibilities.  The appropriate campus officials will meet to discuss accommodation requests.
4. Once a decision is reached, a letter of notification is sent to the employee to be signed and returned to the Department of Human Resources for official record.
5. In compliance with applicable laws and regulations, all documents pertaining to a disability request are placed in a confidential file and may be opened only by the employee or an appropriate Human Resources representative on an “as needed” basis.

Appeal Procedure
Should the employee requesting accommodation disagree with the decision reached by the Department of Human Resources, an appeal may be made to the Affirmative Action/ADA Officer.