Employee ADA Accommodations

Institutional Accessibility and Accommodation (IAA) coordinates UT Austin's compliance with the Americans with Disabilities Act (ADA). Determining reasonable accommodations is a collaborative effort involving IAA, the employee requesting accommodations, their supervisor, and other relevant personnel.

Under the ADA, a person with a disability has a physical or mental impairment that significantly limits one or more major life activities, has a history of such an impairment, or is perceived as having such an impairment.  Healthcare provider documentation is crucial for assessing an individual's functional limitations and determining appropriate accommodations. ADA-related medical files are kept separate from personnel files, and access is restricted to those involved in implementing workplace accommodations.

Employees seeking workplace accommodations should take the initiative to contact IAA. Employees can discuss their needs with IAA directly without initially involving their supervisor. While supervisors will eventually be part of the process, they'll join the discussion after the employee meets with IAA.

To qualify for workplace accommodations under the ADA, employees must provide written documentation from their licensed healthcare provider. If you need a workplace accommodation for a medical condition or disability, please follow these steps.

• Submit an Online Request: Complete the Employee Accommodation Request Form online. This form collects information about your job, your medical condition, your contact information, your supervisor's contact information, and your accommodation needs.
• Documentation: Your healthcare provider must complete the Employee Accommodation Medical Certification Form. This form will document your limitations and their expected duration.
• Dialogue: Participate in the interactive process. IAA will collaborate with the employee to explore accommodations. UT Austin aims to provide equal opportunity while preserving essential job functions. IAA may suggest alternative solutions if an initial request isn't feasible. Accommodations are designed to assist in performing the job effectively without fundamentally altering the core duties of a position.
• Finalize the Request: The approved accommodation will be formally documented in a written letter.

You can request to have the Employee Accommodation Medical Certification Form mailed to you by contacting IAA via email at ada@austin.utexas.edu.

• Via email at: ada@austin.utexas.edu
• By fax at: 512-475-7730

IAA maintains confidentiality of medical information obtained during the accommodation process. ADA-related files are kept separate from an employee’s personnel file, and access is restricted to IAA. Personnel involved in evaluating accommodation requests are not covered entities under HIPAA rules. Knowledge of approved accommodations is limited to those involved in the process, and confidentiality should be maintained. 

Ergonomic assessments are for individuals with a physical impairment that significantly limits one or more major life activities or who have a history of such an impairment. Examples of conditions that may qualify for an assessment include, but are not limited to, carpal tunnel syndrome, chronic back pain, arthritis (including osteoarthritis), paralysis, nerve damage, fibromyalgia, etc. Employees interested in pursuing an ergonomic assessment as part of a workplace accommodation should initiate the accommodation process.

If approved for an assessment, UT Austin's ergonomic technician will visit the employee's workplace and assess their current work area. The technician will create a report detailing their findings and recommending necessary items for the employee's department. Recommendations may include furniture (office chairs, desks, etc.) and equipment (keyboard trays, vertical mouse, etc.). Individual departments are responsible for purchasing necessary furniture and equipment. Employees and supervisors should collaborate to determine if the department already has some of the recommended items. Surplus Property at the J. Pickle Research Campus is another potential source for ergonomic equipment. If the department doesn't have the recommended items or can't find them through Surplus Property, it should proceed with purchasing them as listed in the report.

The ADA does not require employers to provide employees with personal-use items like hearing aids, wheelchairs, scooters, or eyeglasses. UT Austin does not provide these items to its employees.

FMLA provides eligible employees with job-protected leave for qualifying family and medical reasons. It also requires the continuation of group health benefits during the leave. FMLA leave can be unpaid or used in conjunction with employer-provided paid leave. Employees are eligible if they work for a covered employer for at least 12 months and have worked at least 1,250 hours in the preceding year. For more information, refer to HOP 5-4310: Family and Medical Leave 

SLP is a reserve of sick time donated by employees to provide paid sick leave to eligible employees facing catastrophic medical conditions. Employees suffering from a catastrophic condition or whose immediate family members are suffering from such a condition and working at least 20 hours per week for at least 4.5 months are eligible to apply for SLP hours. Eligible employees must exhaust all their own paid time off before applying for SLP hours. Students in positions requiring student status are not eligible. For more information, refer to HOP 5-4220: Sick Leave Pool.   

For more information about FMLA and/or SLP, please contact Leave Management at HRS-LM@austin.utexas.edu or by phone at (512) 475-8099.

UT Austin's LWOP policy outlines the guidelines for classified staff and administrative/professional employees to take unpaid leave while retaining their employment. Eligible employees are classified staff and administrative/professional employees (working at least 20 hours/week for 4.5 months). For more information, refer to HOP 5-4610: Leave of Absence Without Pay

Texas Senate Bill 212 requires all UT Austin employees to report sexual harassment, assault, dating violence, and stalking to the Title IX Office. Before discussing these incidents, confirm whether the staff member is a designated reporter. For more information, visit http://www.titleix.utexas.edu/, email titleix@austin.utexas.edu, or call 512-471-0419.