STEP is a short-term work adjustment for employees returning to work with temporary medical restrictions from a personal (non-work-related) illness or injury. STEP adjustments last up to 30 calendar days.
Key Steps in the Process
Once an employee submits documentation, departmental HR reviews the restrictions and determines one of two paths. For short-term, simple restrictions, a STEP letter is issued as a temporary work adjustment. For more complex cases, or if a STEP is not feasible for the employee's situation, a referral to Institutional Accessibility and Accommodation (IAA) is made to engage in the formal accommodation process. Keep in mind that STEP is not an ADA accommodation; if restrictions are expected to extend beyond 30 days, the employee will be referred to IAA or Leave Management.
Here's how the process works:
- Employee Notification: Employee provides supervisor or departmental HR with a Release to Return to Work Form (English, Spanish) or doctor's note detailing restrictions.
- Duration Review: Departmental HR and supervisor(s) review the restrictions to understand the expected duration and complexity.
- Under 30 Days + Simple / STEP Letter Issued: Supervisor and HR develop a STEP letter with start/end dates and temporary work adjustments.
- 30+ Days or Significant / Referral To IAA: Departmental HR refers the employee to Institutional Accessibility and Accommodation for a formal accommodation review.
Examples of STEP adjustments
Modified work schedule, temporary remote work, virtual meetings instead of in-person, reduced physical demands.
Frequently Asked Questions
What documentation does an employee need to provide?
An employee can submit UT Austin's Release to Return to Work Form (English, Spanish) or a doctor's note on official letterhead. The documentation should include the nature of restrictions and an expected end date. If information is incomplete, departmental HR will request clarification, it is the employee's responsibility to provide supporting documentation.
Can supervisors ask about an employee's diagnosis?
No. Supervisors may not ask for diagnostic information. Decisions are based solely on the restrictions described in the Release to Return to Work Form (English, Spanish) or doctor's note. If documentation is incomplete or inconsistent with what the employee has communicated, HR may request an updated note.
What if restrictions last longer than 30 days?
If restrictions are expected to extend beyond 30 calendar days, or are significantly complex, the employee will be referred to Institutional Accessibility and Accommodation (IAA). STEP may continue during its initial 30-day period while the employee engages in the ADA accommodation process. The ADA process involves gathering medical information, reviewing job duties, and exploring potential accommodations. Referral to IAA does not automatically end the STEP assignment. In many cases, STEP can remain in place while IAA works with the employee and their department to determine whether a workplace accommodation is appropriate. If an accommodation is identified before the 30-day STEP period ends, it may be implemented right away. In other cases, STEP may serve as a temporary bridge while the accommodation process is completed. The goal is to support a smooth transition from a short-term solution to a longer-term accommodation when one is needed.
What happens if restrictions change during the STEP period?
The STEP letter can be updated within the 30-day window to reflect changes. If restrictions become significantly more complex or the timeline extends well beyond 30 days, the employee should be referred to IAA.
What if an employee refuses the STEP adjustment offered?
If an employee declines a reasonable STEP adjustment that aligns with their documented restrictions, departmental HR should consult with HR Business Partnerships to determine next steps.
Does STEP apply to work-related injuries?
No. STEP is for non-work-related illness or injury only. Work-related injuries should be referred to Workers' Compensation.
Will an employee's pay or benefits be affected?
Generally, pay and benefits are not affected during a STEP period unless the employee works fewer hours and is placed on leave without pay (LWOP).
What if restrictions last only a day or two?
Restrictions lasting fewer than five business days can generally be supported informally, a STEP letter may not be required. However, the adjustment should still be acknowledged, such as via email.
Who does departmental HR consult when starting the STEP process?
Departmental HR should consult with HR Business Partnerships for initial guidance and questions about the STEP process. HR Business Partnerships supports departments in navigating complex situations, employee concerns, and any questions that arise throughout the process. Email: hrs-hrbp@austin.utexas.edu
Key Contacts
- Departmental HR
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Your in-house HR support person, embedded within your college, school, or unit. They are a point of contact for starting a STEP, getting guidance on restrictions, and coordinating next steps with your supervisor.
- HR Business Partnerships
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Departmental HR's go-to resource for guidance on the STEP process, complex situations, employee concerns, and questions about employment impact. Email: hrs-hrbp@austin.utexas.edu
- Leave Management
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Contact when work adjustments under the STEP process or employee accommodations are not feasible and the employee may need FML, LWOP, or other leave options. Email: hrsc@austin.utexas.edu