Request Assessment Process Guideline

• U of A
• Accessibility
• Employees and Applicants
• Request Assessment Process Guideline

The policies and procedures related to disability accommodations for job applicants, employees, visitors to the campus, and others participating in campus programs or receiving campus services are coordinated by the Office of Accommodation and Accessibility Services (OEOC-AAS).

We have an interactive process in place for employees who request to be considered for reasonable accommodations that includes the employee, OEOC-AAS, and the manager/HR representative. 

1. Submit the Reasonable Accommodation Request and the Medical Statement Forms (as appropraite) online. If necessary, the forms can be emailed, faxed, or dropped off at the Office of Accommodation and Accessibility Services. Please note, the preferred method is through the online portal, but alternative methods are always available. Our office hours are 8 a.m. to 5 p.m. Required information can be submitted:

• By email at access@uark.edu
• By fax at (479) 575-7637
• By mail or physically dropped off at:
  
  c/o Director of Accommodation and Accessibility Services/ADA Coordinator
  346 N. West Avenue
  1 University of Arkansas
  4 WAAX Fayetteville, AR 72701
  
  

You should expect to hear from an OEOC-AAS representative within five business days of submitting your information. If all the required information is not received or additional information is requested, that information will be necessary before proceeding to the next step. If you fail to provide the requested information, the accommodation request will be closed. If you have not heard from OEOC-AAS, please contact us by email at access@uark.edu or by phone at (479) 575-6208.

After reviewing your documentation and possibly meeting with you as needed, OEOC-AAS will make the determination if your impairment meets the criteria of a disability under University policy. OEOC-AAS will also determine if the accommodations requested will provide a modification, exception, or a change to how things are customarily done in a position, practice, policy, or work environment that enables a qualified person with a disability an opportunity to be considered for a position, perform the essential functions of a position, or enjoy the same benefits and privileges of employment as are enjoyed by similarly situated applicants or employees without disabilities.

Once the requested accommodation is understood in full, the OEOC-AAS meets with the department to discuss the reasonable accommodation requests. While the medical diagnosis is not disclosed, the impact on the affected area (position, job performance, access) is discussed to determine if a reasonable accommodation can be granted. As this is being discussed, there may be times when OEOC-AAS may discuss the situation further with the requestor.

Once a determination is made as to whether the reasonable accommodation can be granted, modified, or denied, written notification is first sent to the department authority for signature and then to the requestor. All parties must sign as an acknowledgment of the decision.

In the event that the requestor does not agree with the accommodation, they can first discuss the situation with OEOC-AAS. If there are still concerns after discussion, an Administrative Review can be requested.

Administrative Review: An employee or participant in a program or service may request an administrative review by the AVC & Executive Director of OEOC. The administrative review may be based only on one or more of the following reasons:

1. If the decision is contradictory to university policy or applicable law; or
2. The interactive process did not substantially comply with the guidelines in this policy.
   
   The request for review must be submitted within 10 business days after the employee has received the official decision notice in writing. The director shall communicate their decision in writing, and the decision is final and not subject to further appeal.
8. Where appropriate, in the event that an employee is not able to perform the essential functions of their job, even with reasonable accommodation or because any accommodation would result in undue hardship, Human Resources, in consultation with the ADA Coordinator, may identify vacant positions for which the employee is qualified, with or without reasonable accommodation. The options for an employee will be assessed (which may include applying for such a vacant position) and determined on a case-by-case basis. Any search for a vacant position will not exceed 30 calendar days.