» Equal Opportunity and Diversity Office

Chapman University is committed to providing an environment which is free of any form of harassment and discrimination based upon an individual's race, color, religion, sex, gender identity, gender expression, pregnancy, national origin, ancestry, citizenship status, age, marital status, physical disability, mental disability, medical condition, sexual orientation, military or veteran status, genetic information, or any other characteristic protected by applicable state or federal law, so that all members of the community are treated at all times with dignity and respect. It is the University's policy, therefore, to prohibit all forms of such harassment or discrimination among University faculty, students, staff, and administration.

The University's administration, faculty, staff, and students are each responsible for creating and maintaining an environment conducive to work, study, learning, and for cooperating with the University officials who investigate allegations of policy violations. Harassment and discrimination, in any form prohibited by this policy, impede the university's mission to provide an education of distinction in a dignified and respectful learning environment. It is the duty of every member of the faculty, staff, and administration to assure compliance with this policy by promptly reporting allegations of policy violations to the University's Equal Opportunity and Diversity Officer. Students are also strongly encouraged to report any alleged violations of this policy, and may do so by contacting the Equal Opportunity and Diversity Officer, the Dean of Students or one of the Title IX Coordinators listed below. The University will strive to review any charges in a confidential, sensitive, and expeditious manner.

In addition to, or in lieu of the procedures set forth in this policy, any individual who feels he or she has been subjected to unlawful harassment or discrimination may contact the California Department of Fair Employment and Housing, the United States Equal Opportunity Commission, or the U.S. Department of Education, Office for Civil Rights.


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Harassment, Discrimination and Sexual Harassment Policy

Complaint Procedures

Reporting a Complaint

Any person who believes that they have been subjected to harassment, discrimination, retaliation or sexual harassment, including sexual assault, sexual violence or other misconduct prohibited under this policy or who feels they are aware of prohibited harassment or discrimination directed toward others should immediately report the circumstances to the Equal Opportunity & Diversity Officer, Title IX Investigators, or Title IX Coordinator.

Where to Report

This Section specifies the University staff responsibility for responding to complaints depending on the status of the alleged harasser. However, students should free to report violations of Title IX to any individual below for investigation, regardless of the status of the alleged accuser.

Complaints of Harassment, Discrimination, Sexual Harassment, Sexual Assault or other Sexual Misconduct against Faculty and Staff

Students, faculty, staff or third parties who believe that they or others have been subjected to harassment, discrimination, sexual harassment based upon their protected class, by University faculty, staff or third party should freely and without fear of retaliation report such misconduct or file a complaint with Human Resources:

Albert Roberson, Deputy Title IX Coordinator
Equal Opportunity and Diversity Officer
DeMille Hall 140
One University Drive
Orange, CA 92866
Tel: (714) 997-6827
Fax: (714) 997-6901
Email: aroberson@chapman.edu

 

Complaints of Sexual Harassment, Sexual Assault, or other Sexual Misconduct against a Student

Students who believe that they have been or are the victims of sexual harassment, including sexual assault, sexual violence or other sexual misconduct, by another University student, should freely and without fear of retaliation report such misconduct or file a complaint under Title IX with:

DeAnn Yocum-Gaffney, Lead Title IX Coordinator (Complaints against students)
Associate Vice President for Student Affairs and Senior Associate Dean of Students
Argyros Forum 101
One University Drive
Orange, CA 92866
Tel: (714) 997-6721
Fax: (714) 532-6009
Email: gaffney@chapman.edu

Christopher Toutain, Assistant Director for Student Conduct
Argyros Forum 302B
One University Drive
Orange, CA 92866
Dean of Students office
Tel: (714) 532-6039
Email: toutain@chapman.edu

Third Parties

If the respondent is a third party, the University ability to take action may be limited and is determined by the context of the prohibited conduct and the nature of the relationship of the third party to the University. The Title IX Coordinator and/or Equal Opportunity and Diversity Officer/Title IX Deputy Coordinator will determine the appropriate manner of resolution, which may include referral to area law enforcement, restriction from access to campus or University activities, or referral to the Title IX Coordinator of the home school of the third party. Although Third Parties do not have the same standing in the University’s internal process as members of the University Community, they may report prohibited harassment and discrimination to the Equal Opportunity and Diversity Officer by calling (714) 997-6847.

Filing a Complaint

This information applies to anyone (students, faculty, staff, applicants, and all other members of the community) wishing to file a complaint related to harassment or discrimination, sexual harassment, or Title IX as outlined on this webpage. A copy of the University's Harassment, Discrimination and Sexual Harassment Policy is provided for your convenience. 

This webpage describes, in general terms, the process involved in considering and investigating typical complaints brought forward to the Equal Opportunity and Diversity Officer. Circumstances in individual cases vary and may require different handling, within the discretion of the university. For purposes of our complaint process, the individual alleged to have been subjected to harassment or discrimination is referred to as the "complainant" and the person against whom the complaint is filed is the "respondent."

Complaint Forms

Chapman University Complaint Form

Complaint Process

Initial Interview

If you feel someone has sexually harassed you, or has discriminated against or harassed you because of your membership in a protected class (such as race, gender, sexual identity, military status, marital status, age, national origin or religion), call our office at (714) 997-6686. We will arrange for an investigator to interview you. You may also report the harassment or discrimination you have observed against another member of the community. Although we encourage you to make an appointment, appropriate Human Resources Office staff are generally available for walk-in appointments as well. The Office of Human Resources is located in DeMille Hall, Room 103; for students the Dean of Students Office is located in Argyros Forum, Room 101. To make an appointment with the Office of the Dean of Students call (714) 997-6721.

Prior to the interview, you should complete our complaint form. While doing so is not required, it will greatly assist us in more efficiently handling your concerns. Either bring the completed form to your interview or one will be provided to you for completion when you arrive. Those with disabilities will be assisted by our staff in filling out the complaint form.

While some questions can be answered by telephone, your inquiry may not become an official complaint until our office has conducted this initial in-depth interview. After the interview, we will advise you whether or not our office will investigate your complaint. In some cases, your complaint may be referred to a more appropriate office for handling if it does not fall within the purview of the Equal Opportunity and Diversity Officer.

Investigation

Once the investigator assigned to your complaint determines that an investigation is warranted, we will provide written notice to the complainant and respondent which will contain the following:

  1. The identity of the complainant and respondent.
  2. Specific sections of the policy that may have been violated.
  3. Summary of conduct allegedly constituting the potential violation.
  4. Resources and rights within the process.
In most cases, we will also inform the respondent's chair or supervisor of the allegations, and the dean or vice president of the appropriate school or department will be advised of the complaint. Although our goal is to limit the number of individuals who may learn about your complaint, we cannot guarantee confidentiality.  Both complainant and respondent shall be provided an opportunity to meet with the investigator, respond to allegations, provide names of witnesses and documentation to the Equal Opportunity and Diversity Officer.    

We investigate complaints by reviewing relevant documents, interviewing relevant witnesses, and viewing other evidence as may be available. While anonymity cannot be guaranteed, witness testimony will be disclosed only as necessary to complete the investigation and implement any findings. The assigned investigator has the discretion to determine how many witnesses will be interviewed, as well as the order of such interviews. The investigator will contact you as needed; for instance, when evidence is disputed or when further information is required. Even after the investigation is underway, you may continue to provide additional evidence to be considered.

The University will complete an investigation in a prompt, fair, and impartial manner. The length of time it will take to complete the investigation will vary based on the complexity of the complaint and other factors such as witness availability. Our goal is to resolve all complaints as efficiently and promptly as possible. Absent extenuating circumstances, the university endeavors to complete investigations within 60 days from the date of completion of the intake interview.

Designated individuals, including the complainant, respondent, Equal Opportunity and Diversity Officer, Vice President of Human Resources and the Executive Vice President and Chief Operating Officer (in cases against staff), the Provost (in cases against faculty), and Dean of Students (in cases against students) will be notified of the status of ongoing investigations. When appropriate, we will also notify supervisors and the Vice President/Vice Provost of the administrative unit or the dean.

Determination

We use a "preponderance of evidence" standard for determining whether university policies against harassment and discrimination have been violated. This means that, if the investigator finds it is more likely than not that the alleged misconduct occurred; the investigator will conclude that there was a violation of university policy.

Once a decision as to the outcome of the complaint is made, we will send to both the complainant and respondent a letter with a brief summary of the facts and findings, reason for the decision, and evidentiary standard applied.

If the investigator determines that there is an insufficient basis to conclude that harassment, discrimination, sexual harassment, threats or actual retaliation has occurred ("insufficient basis"), that will conclude the university's investigation.

Staff

If the investigator determines there is a sufficient basis to conclude that a staff member committed harassment, discrimination, sexual harassment, threats or actual retaliation, the Vice President of Human Resources or a person authorized to act on his/her behalf will report the findings to the appropriate Vice President, Dean or Department Head and that individual will determine what corrective actions will be taken, including disciplinary actions. Any action taken will be in accordance with the University policies governing Staff and Administrators.

Faculty

If the investigator determines there is sufficient basis to conclude that a faculty member committed harassment, discrimination, sexual harassment, threats or actual retaliation, the Provost or a person authorized to act on his/her behalf will determine what corrective actions will be taken, including disciplinary actions. Any action taken will be in accordance with the Faculty Manual.

Students

For students, all actions will be taken in accordance with the Student Sexual Misconduct Policy.

Appeals of determination or disciplinary action

Please note that neither the investigator nor the Equal Opportunity and Diversity Officer determines what discipline, if any, is appropriate, regardless of whether respondent is staff, faculty, or a student. Any disciplinary action which may be taken as the result of findings made in these investigations is made in accordance with university policies, which include but are not limited to, the Staff and Administrative Handbook, Faculty Manual, Student Conduct Code, Student Sexual Misconduct Policy and the Harassment, Discrimination and Sexual Harassment Policy. Both the complainant and respondent will be advised of the outcome of the investigation in writing and either may appeal the findings of determination and/or appeal the disciplinary action.

An appeal of the investigation findings determination must be filed in writing within 5 business days from the date of the written outcome. The non-appealing party shall receive and has the option of submitting a response within 5 business days of the date of the appeal. See Harassment, Discrimination and Sexual Harassment Policy Section VII.A for more information.

An appeal of a disciplinary action must be filed within 10 business days from the date of the written outcome. The non-appealing party shall receive and has the option of submitting a response within 10 business days of the date of the appeal. See Harassment, Discrimination and Sexual Harassment Policy Section VII.B for more information.

Appeals are submitted to the Vice President of Human Resources. Both parties will be advised as to the outcome of the appeal in writing within 30 business days of the receipt of the non-appealing party’s written reply (if any) to the appeal. The determination of the Vice President of Human Resources is the final decision on the appeal.  

Cooperation and No Retaliation

All university faculty, staff and students are required to cooperate in the investigation process and are prohibited from retaliating against anyone who has brought forth a complaint as outlined in our Harassment, Discrimination and Sexual Harassment Policy, or against anyone who has participated as a witness in an investigation by the University. Retaliation will not be tolerated.

Helpful Links

Informal Complaint Procedures

The University has developed informal and formal procedures to address issues of harassment, discrimination, sexual harassment and Title IX Sexual Misconduct as set forth in the University’s Harassment, Discrimination and Sexual Harassment Policy. This section is a brief summary of the informal process. Please see the Harassment, Discrimination and Sexual Harassment Policy Section VI.A and Section VI.B for additional information regarding the informal procedures.

The informal process is intended to resolve concerns as the earliest stage possible. Employee are encouraged to resolve their complaints informally at the lowest possible level. This may occur by discussing the complaint directly with the alleged offender/respondent and/or with the alleged offender's supervisor. Supervisors must consult with the Office of Human Resources prior to initiating the informal process.

If the complainant does not feel comfortable directly addressing their concerns with the respondent and/or the respondent’s supervisor, then the complainant may also elect to consult with the Equal Opportunity and  Equal Opportunity and Diversity Officer without making a formal written complaint. In his/her absence, the employee may consult with a Human Resources representative appointed by the Vice President of Human Resources.  

The Informal process is appropriate when: 1) the conduct is within the scope of the Policy; 2) the Equal Opportunity and Diversity Officer makes a determination that the informal process is appropriate; and 3) both the complainant and the Respondent voluntarily mutually  in writing to engage in the informal process.  If informal resolution is appropriate both complainant and respondent will be provided a written notice which includes, the names of the complaining party, summary of allegations, and information regarding the informal and formal process.  

The Equal Opportunity and Diversity Officer will then arrange and participate in an informal resolution meeting, either upon his/her own initiative or at the request of any party to the informal complaint. Although not required, a written complaint is preferable. The Equal Opportunity and Diversity Officer will interview and counsel the employee/student and explain the options available to resolve the situation. He/she will conduct interviews with the parties, if necessary interviews with any witnesses and make any necessary documentation. The Equal Opportunity and Diversity Officer will facilitate the process to help resolve complaints. Mediation (which is different from informal resolution) is not appropriate for cases involving alleged sexual violence, including reports of alleged sexual assault, sexual battery, stalking, or intimate partner violence and abuse).

Informal resolution may include speaking with the respondent, the respondent's supervisor, or the parties together. Informal resolution may be attained through mutual consent of the parties or through other measures including but not limited to an apology (verbal or in writing), training or other appropriate resolution designed to address the particular circumstance.

Either complainant and/or respondent may, at any time, decline to continue with the informal process. Use of this informal procedure is not required prior to making a formal written complaint. In the event one or more of the above informal procedures is pursued and it is unsuccessful, the complainant may initiate the formal grievance/complaint process. Alternatively, a complainant may bypass these informal procedures and may start by initiating the formal grievance/complaint process. While that choice is the complainant's, careful consideration should be given to first utilizing one or more informal processes since these often prove very successful in resolving conflicts.

The Vice President of Human Resources will review the investigation and approve any proposed resolution.

Title IX Coordinators

"No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance..."  20 U.S.C. § 1681

Title IX of the Education Amendments of 1972 (Title IX) prohibits discrimination on the basis of sex in educational programs operated by institutions that receive federal financial assistance. Programs and activities which may be included are: admissions, recruitment, financial aid, academic programs, athletics, housing and employment.

Sexual harassment of students is a form of sex discrimination prohibited by Title IX and includes acts of sexual violence. Both male and female students are protected from sexual harassment and/or violence in all educational programs and activities operated by Chapman University.

A student who believes that s/he has been discriminated against based on his/her sex or subjected to sexual harassment and/or assault should consult one of the University's Tile IX Coordinators.

The Title IX Coordinators are responsible for coordinating the University's compliance with the responsibilities under Title IX. Major duties include, but are not limited to:

  • Being available to meet with students who believe sexual harassment or assault has occurred
  • Ensuring that complaints are handled in accordance with established practices and standards
  • Personally investigating the incident or overseeing the investigation

Students who believe that they have been or are the victims of sexual harassment, including sexual assault, sexual violence or other sexual misconduct, by another University Student, should freely and without fear of retaliation report such misconduct or file a complaint under Title IX with:

DeAnn Yocum Gaffney Lead Title IX Coordinator
Associate Vice President for Student Affairs and Senior Associate Dean of Students
Argyros Forum 101
One University Drive
Orange, CA 92866
Tel: (714) 997-6721
Fax: (714) 532-6009
Email: gaffney@chapman.edu

Albert Roberson
Deputy Title IX Coordinator
Equal Opportunity and Diversity Officer
DeMille Hall 103
One University Drive
Orange, CA 92866
Tel: (714) 997-6847
Fax: (714) 997-6901
Email: aroberson@chapman.edu

Christopher Toutain
Assistant Director for Student Conduct
Argyros Forum 302B
One University Drive
Orange, CA 92866
Dean of Students office
Tel: (714) 532-6039
Email: toutain@chapman.edu

Students who believe they have been subjected to sexual harassment, including sexual assault, sexual violence or other sexual misconduct, by University faculty or staff or experience any other form of gender discrimination prohibited by Title IX should freely and without fear of retaliation report such misconduct or file a complaint under Title IX with:

Albert Roberson
Deputy Title IX Coordinator
Equal Opportunity and Diversity Officer
DeMille Hall 103
One University Drive
Orange, CA 92866
Tel: (714) 997-6847
Fax: (714) 997-6901
Email: aroberson@chapman.edu

Regardless of the alleged status of the harasser students should feel free to report violations of Title IX to any of the above individuals for investigation.

The University will not tolerate retaliation against any individual who files a complaint under Title IX or who participates in an investigation of a complaint.

The U.S. Department of Education's Office of Civil Rights (OCR) is the division of the federal government charged with enforcing compliance with Title IX. Please visit the Office of Civil Rights for more information.

Resources For You

Hart and Hand

The Equal Opportunity and Diversity Office remains steadfast in our commitment to equity and equality in support of our diverse community. We encourage that you contact the identified resources on the "Health and Wellness Resources" page, if you, or someone you know, would like support with coping and healing, during this very difficult time.

Workplace Accommodations

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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 to enjoy the benefits and privileges of employment. The Equal Opportunity and Diversity Office (EODO) 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 physician to provide reasonable accommodations that will enable them to perform the essential elements of their job.

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.

Please note, employees who may not have a disability and may not be covered by the law but are at high-risk for COVID-19 or have concerns about a household or family member who is at high-risk may also use this form during the pandemic crisis.

Please use this form for requests relating to:

The CDC periodically updates the list of underlying health conditions that increase the risk of severe illness from COVID-19. As such, we encourage you to visit their website for the latest categories of high-risk health conditions. (* Requires additional documentation. Please see question #1 in the "Frequently Asked Questions (FAQs) Relating to COVID-19" section below for details.)

 

For requests regarding childcare and/or dependent care and/or personal preference to work from home, please consult directly with your supervisor as this form does not apply.

The form will be used for intake purposes to address concerns during the COVID-19 pandemic crisis, but please note that employees without disabilities are not eligible for reasonable accommodations or processed through the Interactive Process in the same manner as employees who are disabled under applicable state and federal law.  For employees with disabilities, we encourage you to review the "Interactive Process" and "FAQs for Employees with Disabilities" sections below, prior to starting your accommodation request. If you have problems accessing the form please contact servicedesk@chapman.edu.

Begin Request Buttong

Please do not hesitate to contact the Wellness and Leaves Administrator at (714) 997-6979 or by email at accommodations@chapman.edu if you have any questions. We look forward to working with you through this process.

 


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Interactive Process

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

COVID-19 Note: Employees without disabilities are not processed through the Interactive Process in the same manner as employees who are disabled under applicable state and federal law. However, the accommodation form will be used for intake purposes to address concerns of those in high-risk categories, or those caring for high-risk family members, during the the COVID-19 pandemic crisis.

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 either through the accommodations web form or by contacting accommodations@chapman.edu.

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.

FAQs for Employees with Disabilities

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.

 

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 speak directly with your Supervisor and let them know as soon as possible about your preferences.

FAQs Relating to COVID-19

Employees without disabilities are not eligible for reasonable accommodations or processed through the Interactive Process in the same manner as employees who are disabled under applicable state and federal law. However, the accommodation form will be used for intake purposes to address concerns of those in high-risk categories, or those caring for high-risk family members, during the COVID-19 pandemic crisis.


1. What documentation is required for COVID-19 related accommodation requests?

 The documentation requirements vary depending on the request type as follows: 

  • Employee age 65+: if you are requesting accommodations because you, the employee, is 65+ years of age, we will verify your age from your employee file and no additional documentation is needed.
  • Employee at high risk: if you are requesting accommodations because you, the employee, are in a high-risk category, as defined by the CDC, please provide a Doctor’s note.  The note should focus on your needed accommodation and not details of your Diagnosis, treatment plan, etc.
  • Employee household member age 65+: if you, the employee, are requesting accommodations because a member of your household is 65+ years of age or older, please have the household member fill out the Supplemental Form.
  • Employee household or family member at high risk: if you, the employee, are requesting accommodations because a member of your household is in a high-risk category, as defined by the CDC, please provide a Doctor’s note from the care recipient’s physician.  The note only needs to confirm a serious health condition and not details of your care recipient’s diagnosis, treatment plan, etc.

The CDC’s periodically updates the list of underlying health conditions that increase the risk of severe illness from COVID-19. As such, we encourage you to visit their website for the latest categories of high-risk health conditions. 

2. I am in a high-risk COVID-19 category and I would like an accommodation at work to help keep me safe.  What do I do?

You should follow Human Resource’s process for accommodations located on the HR webpage.  HR will work with you to determine whether you have a disability that would fall within the ADA policy and trigger the interactive process.  If the ADA process does not apply, we will discuss your situation to determine what other steps may be appropriate.

 

3. I am not in a high-risk category, but I live with a family member who is high risk.  What steps can I take to address the potential risk to my family member? 

The University ADA accommodation policy will not apply to your situation.  However, for concerns about a high risk family member related to COVID-19, you can temporarily use the intake form located on the HR webpage.  HR will discuss the situation with you and help determine whether any other policies apply, such as the University FMLA leave policy.

 

4. I have some of the symptoms of COVID-19, but I have not been tested and do not know whether I have it or not.  I am not sure what to do next.

Your health and the safety of the Chapman community are most important, so you should stay home.  Do not come to work.  You should get tested for COVID-19 as soon as possible.  If the test comes out positive, please follow the instructions of your doctor and health officials, including self-quarantining.  If the test is not positive, that is great, but you should still stay home until your symptoms subside and you are no longer ill.  Contact Human Resources for more information about your potential leave rights under any of these scenarios.

 

5. I have received a positive COVID-19 diagnosis.  Who do I talk to about this at work and what do I do?

Most important, please follow the instructions of your medical providers and health officials regarding treatment and self-quarantining.  Do not come to work, but please do contact Jacqueline Deats in the Student Health Center at 714-997-6851.  Additionally, if you miss more than 5 days of work, please contact Chapman Human Resources at 714-997-6979 and inform Tim Frenchcampbell in HR of the situation.  We will work with you to obtain the necessary information and documentation and determine what leave options are available for you.  We will also inform your supervisor that you are out on an approved leave and will provide her/him an estimated date of your return to work. 

 

6. I feel fine and don’t have any COVID-19 symptoms, but I don't feel safe working around other people.  Do I have to come into work? 

If you do not have any medical conditions of your own and are not caring for a family member with a serious health condition, Chapman University leave policies probably do not apply to you.  You should discuss your concerns about office safety with your supervisor and may also contact Employee Relations.

 

7. I do not have any COVID-19 symptoms, but I have persistent anxiety which is exacerbated by this pandemic and I am too stressed to work in the office.  What can I do?

You should contact Human Resources at 714-997-6979.  We will work with you to determine if the ADA policy applies and what, if any, accommodations are appropriate and available under your circumstances.  These conversations will remain confidential.  Additionally, our Health and Wellness page contains resources specifically curated to support all of our employees during the current challenging environment, including Chapman’s Life Assistance Program (LAP), regardless of benefits-eligibility.

 

8. I am over 65 years old, am in a high-risk COVID-19 category, and would prefer not to work around other people on campus.  What are my options?

You can contact Human Resources by using the intake form located on the HR webpage. HR will determine if your particular circumstances may qualify for accommodations under the ADA.  If not, we can discuss whether other assistance can be provided to address your concerns.

Equal Opportunity and Diversity Officer


Albert Roberson
DeMille Hall 140
One University Drive
Orange, CA 92866
Tel: (714) 997-6847
Fax: (714) 997-6901
Email: aroberson@chapman.edu