Reasonable Accommodation

The University of Miami provides reasonable accommodations in its programs, employment, and academic settings in accordance with the Americans with Disabilities Act of 1990, as amended (“ADA”), Pregnant Workers Fairness Act (“PWFA”), and Title VII of the Civil Rights Act of 1964, as amended (Title VII”).

Reasonable accommodations under the ADA are changes to the workplace, job duties, or employment processes that help remove barriers for employees or applicants with disabilities. These adjustments ensure that individuals with disabilities can enjoy the same rights, opportunities, and benefits as those without disabilities.

Reasonable accommodations under the PWFA are any modifications to the work environment or policy that would allow a qualified employee to perform the essential functions of their job with or without a known limitation related to pregnancy, childbirth, or related medical conditions. 

Reasonable accommodations under Title VII can occur in the form of religious accommodations that entail an adjustment to a work requirement that will enable the employee to adhere to their religious beliefs, practices and/or observances.

Accommodations may include, but are not limited to:

Cards

Job modifications

Job Modifications

Adjustments to a specific job or work environment that enable a qualified individual with a disability to perform the essential functions of their position, without creating an undue hardship for the University. 
Access to benefits

Access to Benefits and Privileges

Changes that ensure employees with disabilities have equal access to all the benefits, services, and opportunities available to other employees.
Employment process modifications

Employment Process Modifications

Adaptations to the hiring or selection process that give applicants with disabilities an equal opportunity to apply and compete for positions.

Requesting an Accommodation

Employees or applicants in need of accommodation can file the request as follows:

Employee:  

  • Submit an Accommodation Request via Workday to the Human Resources Office of Employee Relations, or 
  • Notify their supervisor and assigned HR Partner of their need for an accommodation. Your HR Partner can assist you with submitting the request via Workday.  

Instructions: To submit, please log into Workday and in the Workday search field, type “create request,” then select under Request Type “All -> “Accommodation Request.”  A more detailed tipsheet and guide can be accessed via the Workday help feature.

Supervisors and HR Partners will then coordinate with Employee Relations to begin the review process.

Applicant:

Applicants who require an accommodation as part of their recruitment process can submit their request via email to either the assigned HR recruiter or Employee Relations directly. 

Student: 

The University is dedicated to providing necessary reasonable accommodations to qualified students and all those with disabilities participating in its programs and services. If you are a student in need of a reasonable accommodation, please contact The Office of Disability Services (“ODS”) to submit your request. ODS staff is available to answer questions, review medical documentation, and arrange services for all qualified students admitted to the University of Miami.

Review Process

The Human Resources’ Office of Employee Relations reviews each request individually and makes a good faith effort to reasonably accommodate qualified employees or applicants.  The review process may include an interactive discussion between the individual requesting the accommodation and the appropriate department. The University is committed to confidentiality when evaluating an employee or applicant’s accommodation request.

Frequently Asked Questions (FAQs)

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  • What is the purpose of the Reasonable Workplace Accommodations policy?

    The policy establishes the University’s commitment to providing reasonable accommodations for qualified employees and applicants under the Americans with Disabilities Act (ADA), the Pregnant Workers Fairness Act (PWFA), and Title VII of the Civil Rights Act of 1964. The goal is to ensure equal employment opportunities and a workplace free from discrimination based on disability, pregnancy or related conditions, or religion. 

  • Who is eligible to request a workplace accommodation?

    Any qualified employee or applicant with a disability, limitation related to pregnancy or childbirth, or related medical conditions, or sincerely held religious belief may request an accommodation.

  • What is considered a “reasonable accommodation”?

    A reasonable accommodation is a modification or adjustment that allows a qualified individual to: 

    • Participate in the job application process via application modifications; 
    • Perform essential job functions; or 
    • Enjoy equal employment benefits and privileges.

  • How do I request a workplace accommodation?

    Employees may: 

    • Submit an Accommodation Request via Workday to the Human Resources Office of Employee Relations, or 
    • Notify their supervisor and assigned HR Partner of their need for an accommodation. Your HR Partner can assist you with submitting the request via Workday.  

    Instructions: To submit, please log into Workday and in the Workday search field, type “create request,” then select under Request Type “All -> “Accommodation Request.”  A more detailed tipsheet and guide can be accessed via the Workday help feature.

    Supervisors and HR Partners will then coordinate with Employee Relations to begin the review process.

  • What happens after I submit a request?

    Employee Relations will review the request, discuss your specific needs with the employee/applicant, and determine potential accommodations, in consultation with the department/supervisor (without disclosing any specific confidential medical information). You may be asked to provide supporting documentation from a healthcare provider where the need for the accommodation is not apparent.

  • How does the University decide whether an accommodation can be approved?

    Requests are reviewed to determine whether: 

    • The accommodation enables the employee to perform essential job functions; 
    • It poses an undue hardship (significant difficulty or expense) to the University; or 
    • It creates a direct threat to the health or safety of the employee or others. 

    Employee Relations will communicate whether the request is approved, modified, or denied. 

  • Who pays for accommodation-related equipment or modifications?

    Most accommodations are provided at nominal cost. If a purchased item or equipment modification is required, the employee’s department typically bears the cost after consultation with Risk Management. 

  • What are examples of requests that are not considered reasonable accommodations?

    The University is not required to: 

    • Eliminate or fundamentally alter essential job functions; 
    • Provide the employee’s preferred or most expensive option; or 
    • Supply personal use items (e.g., eyeglasses, hearing aids, wheelchairs). 

  • What if my request is denied?

    If a request cannot be granted due to undue hardship or safety risks, Employee Relations will notify you and, if possible, explore alternative accommodations. However, if no feasible accommodation can be identified, the continued employment of the employee/applicant may be impacted.

  • How does the University protect employees from discrimination or retaliation?

    Discrimination or retaliation based on disability, pregnancy, religion or any other protected classification is strictly prohibited. The University is committed to maintaining a respectful and inclusive workplace for all.

  • How can I report discrimination or retaliation?

    You can report concerns directly to: 

    Reports may also be made to your supervisor, HR Partner, or another leader outside your line of supervision who are required to relay such complaints to Employee Relations for review/investigation. All complaints will be handled promptly and confidentially to the extent possible.

  • What happens if someone violates the Workplace Accommodation policy?

    Violations of this policy may result in corrective or disciplinary action, up to and including termination. Also, knowingly providing false information in order to obtain an accommodation request is also subject to disciplinary action.

  • Where can I learn more about my rights?

    The policy aligns with federal laws as enforced by the U.S. Equal Employment Opportunity Commission, state law as enforced by the Florida Commission on Human Relations.   

    • For information regarding rights under federal law, visit www.eeoc.gov.
    • For information regarding rights under state law, visit fchr.myflorida.com.

    For detailed policy text, refer to the University’s Reasonable Workplace Accommodations Policy.

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