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Office of Legal Counsel and Compliance

Procedure for Disability Accommodations ()

Effective Date: 08/18/2025

Policy Page

The following procedure details the process Students/Employees should follow in requesting reasonable accommodations and challenging decisions. This procedure in no way limits individuals’ rights under University policy or applicable law. 

STEP 1: Requesting Reasonable Accommodations 

Students/Employees must contact ODE/ADA Employee Accommodations Specialist who will acknowledge the receipt of reasonable accommodation requests, engage in the interactive process, and issue an Accommodations Letter regarding reasonable accommodations. Interim accommodations will be approved when reasonable and where delay would result in negative impacts.  

Interactive Process by Role 

The following sections detail the obligations of different individuals and entities throughout the interactive process. 

Student 
  1. Initiate the process by contacting ODE to register with them and to schedule an initial meeting with an access consultant, 
  2. Engage in the Interactive Process with ODE by providing necessary information, which may include medical or educational information documenting and/or describing academic barriers related to disability, 
  3. Access the Accommodations Letter provided by ODE, 
  4. Contact professors, provide them with the Accommodations Letter, and request accommodations promptly. Faculty are not required to grant retroactive requests for accommodations, and 
  5. Remain connected with ODE as needed. Promptly communicate with ODE if new or additional accommodations are needed or if there is a concern about accommodation implementation. 
ODE 
  1. Review Students’ accommodation requests and any supporting documentation. Work with each student to determine whether they qualify for accommodations.  
  2. For eligible Students, identify reasonable academic accommodations by collaborating with Students - and with faculty/departments/others when needed- to determine what accommodation is reasonable to meet Student needs overall and for specific classes and programs  
  3. Produce an Accommodation Letter that students can provide to faculty 
  4. Provide consultation, as appropriate, when a requested accommodation is identified as unreasonable due to a Fundamental Alteration or Undue Burden, discuss alternative accommodations 
  5. Assist Students if new or additional accommodations are needed or if there is a concern about implementing an accommodation. 
Faculty 
  1. Collaborate and communicate with the Student and/or ODE, as needed, to implement reasonable accommodations listed on the Accommodations Letter, 
  2. Implement reasonable accommodations provided on the Accommodations Letter consistently and promptly, 
  3. Immediately consult with ODE if questions or concerns about the Accommodations Letter arise,  including the implementation of accommodations that may be a Fundamental Alteration to a   course, and 
  4. Respond promptly to ODE requests for information and collaboration. 
Employee 
  1. Initiate the accommodation request with the ADA Employee Accommodations Specialist, 
  2. Engage in the Interactive Process with the ADA Employee Accommodations Specialist by completing necessary forms and providing essential information, which may include medical information, 
  3. Work with supervisor, as needed, to implement accommodations, 
  4. Promptly communicate with the ADA Employee Accommodations Specialist if a new or additional accommodation is needed or if there is a concern about an accommodation’s implementation, and 
  5. Inform the ADA Employee Accommodations Specialist if your job changes or you are assigned to a different supervisor to ensure no disruptions to provided accommodations and/or, as needed, to review accommodations with the new supervisor.  
Job Applicant 
  1. Job applicants should request an accommodation by following guidance in the recruitment materials or contacting the ADA Employee Accommodations Specialist. 
ADA Employee Accommodations Specialist 
  1. Review accommodation requests and documentation and work with Employees to determine reasonable accommodations, 
  2. Work with supervisors/departments to assess barriers to access, job requirements, technical standards, etc., 
  3. When necessary, work with the supervisor/department to implement accommodations, and 
  4. Assist Employees if new or additional accommodation is needed or if there is a concern about an accommodation’s implementation. 

STEP 2: Accommodation Follow-Up 

ODE and the ADA Employee Accommodations Specialist carefully evaluate all available information when determining reasonable accommodations.  If the Student/Employee disagrees with the accommodation(s) provided in the Accommodation Letter, Students must notify their assigned ODE access consultant and Employees must notify the ADA Employee Accommodations Specialist. If the concern is not resolved through this follow-up, the Student/Employee may then proceed with Reconsideration by following the process outlined in the Reconsideration section below. 

STEP 3: Reconsideration  

If concerns remain after Follow-Up with the ODE access consultant or the ADA Employee Accommodations Specialist regarding the reasonable accommodations provided in the Accommodation Letter, the Student/Employee may begin the process of Reconsideration.  The Student/Employee must initiate Reconsideration within 14 calendar days of the issuance of the Accommodations Letter. Outlines of the Reconsideration processes for Students and Employees are provided below.  

Please note: If the Student/Employee has a concern with the implementation of a Reasonable Accommodation that had been granted in their Accommodation Letter, they should follow directions outlined in the Implementation Complaint Section below and not the Reconsideration Process. 

Student Reconsideration: 

The Student shall email the Director of ODE a Reconsideration Request that (1) includes a description of issues for Reconsideration and (2) sets up a time to meet online or in-person.  

The Student shall meet in person or online with the Director of ODE to discuss issues for Reconsideration and to provide additional information and/or documentation as needed. 

The Director of ODE may also seek information from Faculty and/or appropriate University administrators as well as seek external expertise as necessary. 

The Director of ODE will issue a written decision on the Reconsideration and provide a copy to the Student. The time required for a decision on Reconsideration will depend on various factors, including the nature and scope of the matter. A reasonable effort will be made to resolve the matter as promptly as possible. 

Upon issuance of a written decision to the Student, the Student should notify their faculty about accommodation(s) provided or changed. Faculty are required to implement any accommodation(s) determined by this process to be reasonable.   

Employee Reconsideration: 

The Employee shall email the Associate Vice President of Human Resources or Designee with a Reconsideration Request that (1) includes a description of issues for Reconsideration and (2) sets up a time to meet online or in-person. 

The Employee shall meet in person or online with the Associate Vice President of Human Resources or Designee to discuss issues for Reconsideration and to provide additional information and/or documentation as needed. 

The Associate Vice President of Human Resources or their Designee may also seek information from the supervisor and/or appropriate University administrators as well as seek external expertise as necessary. 

The Associate Vice President of Human Resources or Designee will issue a written decision on the Reconsideration and provide it to the Employee. The time required for a decision on Reconsideration will depend on various factors, including the nature and scope of the matter. A reasonable effort will be made to resolve the matter as promptly as possible. 

Upon issuance of a written decision to the Employee, the Employee should notify their supervisor about accommodation(s) that must be provided. Supervisors are required to implement any accommodation(s) determined by this process to be reasonable.  

 

STEP 4: Final Review 

If the issue regarding the university’s provision of accommodations in the Accommodation Letter is not resolved through the Reconsideration process, the Student/Employee may notify the ADA Coordinator to request a Review of the Accommodation Letter and Reconsideration decision.   

Within 14 calendar days of the issuance of the Reconsideration decision, the Student/ Employee shall submit a written request for Final Review to the ADA Coordinator which identifies: 

  1. the issue of disagreement;  
  2. the substantive reason(s) the individual disagrees with the decision; and  
  3. the desired outcome.  
Review Committee 

The ADA Coordinator will convene a Student/Employee Review Committee, facilitate the Review, put in writing the final decision of the Review Committee, and conclude the Review by providing the Review Committee’s decision to the Student/Employee. The Student/Employee Review Committee must reach consensus on their decision. 

Student Review Committee 

Student matters will be considered by a Review Committee consisting of 3 voting members: 

  • Student Affairs Representative,  
  • Vice Provost for Academic Affairs or Designee, and  
  • Office for Conflict, Resolution and Policy Representative.   

In the event that one of these members is unavailable or otherwise cannot serve on the Review Committee, the ADA Coordinator will appoint a replacement member. The Director of ODE will serve as ex officio. The Review Committee may appoint an additional ex officio member, such as a representative from a relevant academic unit.    

The Student Review Committee will review all submitted information. It may meet with the student to discuss the concern(s) and obtain clarifying information if necessary. The Review Committee also has the discretion to request additional documents and information and to consult with other University officials as appropriate. 

The ADA Coordinator will provide the Student with the Review Committee’s decision on the Reconsideration. 

The time required for the Review Committee’s decision will depend on various factors, including the nature and scope of the matter.  A reasonable effort will be made to resolve the matter promptly. The Review Committee’s decision is appealable to the Office of the Commissioner of Higher Education as a final campus decision. 

Employee Review Committee 

Review of Employee matters will be heard by a Review Committee consisting of three voting members: 

  • Vice Provost for Academic Affairs or Designee, 
  • Vice President for People and Culture or Designee,  
  • Office for Conflict, Resolution and Policy Representative.  

The ADA Accommodations Coordinator will serve as ex officio. In the event that one of these members is unavailable or otherwise cannot serve on the Review Committee, the ADA Coordinator will appoint a replacement member. The Committee may appoint an additional ex officio member, such as a representative from a relevant unit.   

The Employee Review Committee will review all submitted information. It may meet with the Employee to discuss the concern(s) and obtain clarifying information if necessary. The Review Committee also has the discretion to request additional documents and information and to consult with other University officials as appropriate. 

The time required for the Review Committee’s decision will depend on various factors, including the nature and scope of the matter.  A reasonable effort will be made to resolve the matter promptly. The Employee will be issued a written decision on the reconsideration. The written decision is appealable to the Office of the Commissioner of Higher Education as a final campus decision. 

Implementation Complaints 

If the Student/Employee believes that a Reasonable Accommodation already granted in their Accommodation Letter has not been properly implemented, they should do the following:  

If the Student believes that a provided reasonable accommodation has not been properly implemented, Students should immediately notify their assigned ODE access consultant or the Office of Conflict, Resolution, and Policy.  

If the Employee believes that a provided reasonable accommodation has not been properly implemented by their supervisor, the Employee should immediately notify the ADA Employee Accommodations Specialist or the Office of Conflict, Resolution, and Policy.  

Once notified, the university will take appropriate steps to ensure that the Employee/Student does not lose an equal opportunity to access university programs and activities. Where appropriate, the university’s response will include the coordination of any other relevant offices or policies.  

The Student/Employee does not have to engage in the Reconsideration Process which addresses a  concern with the grant or denial of an accommodation in the Accommodation Letter.