»Workplace Accommodations

Chapman University is committed to providing reasonable workplace accommodations to qualified employees with disabilities. Workplace accommodations are intended to assist individuals with disabilities to overcome limitations that interfere with their ability to perform the functions of their job and enjoy the benefits and privileges of employment. The Equal Opportunity Office (EOO) administers the university’s disability accommodation process for employees.

This process includes determining whether an employee’s medical condition constitutes a disability as defined under the Americans with Disabilities Act (ADA), Rehabilitation Act (RA), and California Fair Employment & Housing Act (FEHA) and working to ensure that a qualifying employee has an opportunity to engage in the interactive process. Through the interactive process, HR will engage with the employee, their manager, and their healthcare provider to give reasonable accommodations that will enable them to perform the essential elements of their job. We encourage you to review the "Interactive Process" and "FAQs for Employees with Disabilities" sections below, prior to starting your accommodation request.

Each request for accommodation is assessed on an individual basis. As an initial step in the accommodation process, please click the "Begin Request" button below to submit an accommodation request. Your responses will help us understand your medical condition impacts your ability to perform the functions of your job and what accommodations you believe would be effective at overcoming those limitations. While the university takes an employee’s specific request for accommodation into account, it may provide a different, effective accommodation.

The COVID-19 related accommodations that were offered to employees prior to the availability of vaccines have expired as of July 1, 2021.

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The interactive process is a collaborative effort involving an employer and an employee with a disability to determine if the employee requires a reasonable accommodation to perform the essential functions of their job and, if so, what the accommodation(s) may be. The interactive workplace accommodations process requires an individualized assessment of each request. If you have any questions regarding the accommodation process, including COVID-19 and unrelated ADA issues, please contact the Wellness and Leave Administrator at: 714-997-6979 or accommodations@chapman.edu.

Step 1 - The Request

Requestor communicates the need for workplace accommodations to a supervisor or HR. An “accommodations request” happens anytime an employee communicates their need for assistance at work because of a disability. The request can be submitted through the accommodations web form.

Step 2 - Discussion with Requestor

HR communicates with the requestor to explain the interactive process. HR gathers information regarding the employee’s essential job functions, medical limitations, and the accommodations sought to allow the employee to perform their job. HR may also obtain additional medical information and may request a medical release from the employee allowing HR to consult directly with the employee’s medical provider.

Step 3 - HR Communicates with Medical Provider

When necessary, HR will obtain additional information from the requestor’s medical provider and may ask the employee to facilitate communications directly with the requestor’s medical provider to obtain information regarding the medical conditions (to determine if the requestor is “disabled” under state/federal law) and accommodations sought. HR will serve as a repository for any confidential medical information, which will be maintained confidentially in a file separate from the requestor’s personnel file.

Step 4 - If Request is Supported: HR Discussion with Manager

HR communicates with the requestor’s manager to discuss the requestor’s essential job functions, limitations (but not medical diagnoses), and requested accommodations. The manager explores the request in light of the requestor’s job functions and the business needs of the department, including an examination of the hardship, if any, entailed by granting the request.

If the employee does not have a disability or the request is not medically or otherwise supported, there is no obligation to continue with the process and this will be communicated to both the employee and the manager.

Step 5 – Interim Accommodations

HR will engage with the requestor as soon as possible and explore with the parties whether any interim accommodations are needed while the interactive accommodations process is underway. HR will work with the requestor and their manager to assist in implementing interim accommodations, which may expire as a result of the full interactive process.

Step 6 - Interactive Dialogue

HR facilitates a discussion with the requestor and the manager to explore the requested accommodations and other alternative accommodations. HR assists the parties, as needed, to evaluate what reasonable accommodations, if any, would allow the requestor to perform their essential job functions without presenting an undue hardship to the department’s business need or the University. HR is not required to provide the specific reasonable accommodation requested, but, through the interactive dialogue, will make efforts with the requestor to identify an effective one.

Step 7 - HR Provides Written Summary of Process

At the conclusion of the interactive process, HR communicates to both the employee and the manager the steps taken to provide any mutually agreed-upon accommodation.

1. What is a workplace accommodation?
A workplace accommodation is a modification or adjustment to a job, the work environment, or the way in which a job is usually done that enables an individual with a disability, who is otherwise qualified to perform a job, to attain the same level of performance and to enjoy the same benefits and privileges of employment. How do I request a workplace accommodation at Chapman?

2. How do I request a workplace accommodation at Chapman?
If you are an employee with a disability and wish to request a workplace accommodation, you are responsible for starting the process by submitting an accommodation request.

3. My supervisor and I have spoken about my condition, and we have come to an understanding that works for me. Why do I need a formal accommodation plan?
A formal accommodation plan protects you in case your supervisor changes or your relationship with your supervisor changes. Your accommodations plan can also be updated if your job duties change or you take a new job at the university. If your medical condition changes, the accommodation plan can be updated.

4. If I request a workplace accommodation, will I be asked to provide verification of my disability?
Yes, you may be asked to provide verification of your physical or mental condition from a health care professional to support your request. The type of documentation necessary to verify the disability may vary depending on the nature and extent of the disability and the accommodation requested.

5. What will happen/what should I do if I don’t have a Doctor’s note or other needed supporting documentation when I fill out the form?
You will have an opportunity to submit any supporting documentation online or by emailing accommodations@chapman.edu once you submit the online request. Delay in submitting supporting documentation may delay the interactive process. If there is an urgent need for accommodation before the interactive process concludes, an interim accommodation may be approved as needed.

6. Who will receive information about my health condition and/or my request for a workplace accommodation?
The contents of your workplace accommodation and/or physical/mental limitations are confidential and will only be shared as needed with the appropriate personnel to consider the implementation of a reasonable accommodation.

7. Where will my workplace accommodation file be kept?
Your medical information will be stored separately from your employee file in our secure leaves and accommodations system. It will not be shared with your Department or Supervisor without your express written permission.

8. I am pregnant. Do I qualify for accommodations under the ADA?
Pregnancy can be considered a medical accommodation. Each pregnancy and job situation requires an individualized assessment. Please consult with your physician to provide us a written request for the needed accommodation.

9. Who do I contact about the status of my workplace accommodation request?
Please email accommodations@chapman.edu for updates on the status of your workplace accommodation request. Turnaround time may vary based upon volume.

10. What if I have a personal preference to work from home, but do not have an underlying condition?
Please refer to the Return to Campus website for more information.