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Executive Office Shared Environment

Employee Guide

Employee Guide for Navigating the Accommodation Process

This guide serves as a reference for employees in the Executive Office at the University of Washington.

The Executive Office (EO) Associate Director of Employee Relations will meet with employees requesting accommodation to explain all necessary personnel information.

Types of Accommodation Requests

Accommodations

It is best practice for medical accommodation requests to follow this order. To review the detailed policy and procedures, please refer to UW HR Disability Accommodation.

Notification: Management
Notify your manager that you need a medically-based accommodation.

  1. You do not need to disclose details of your medical condition.
  2. Indicate the specific accommodation requested (e.g., leave dates, schedule adjustments).

Notification: Executive Office
Submit an Executive Office Employee Relations Contact Form. Select “Accommodation” from the drop down. A member of the EOHR Employee Relations team will reach out to you and ask:

  1. For details of your accommodation request (excluding medical details).
  2. Whether you would like to meet to discuss the process and address any questions you may have.

Disability Accommodation Request
Download and complete the UW Disability Accommodation Request form (PDF) and email it to hrleaves@uw.edu.

Healthcare Provider Statement
Have your healthcare provider complete the UW Healthcare Provider Statement (PDF) form and email it to hrleaves@uw.edu or fax it to 206-685-7264.

Evaluation
Your request will be evaluated by an HR Leaves and Accommodation Specialists, your manager, and Terry Wilson, Associate Director of Employee Relations.

The University may suggest alternative solutions.

Response
You will receive a written response from HR regarding your accommodation request.

Leave of Absence
In the event you cannot perform essential duties even with accommodations, a leave of absence may be recommended.

It is best practice for medically based (pregnancy / lactation) accommodation requests to follow this order. To review the detailed policy and procedures, please refer to UW HR Pregnancy Accommodation.

Notification
Notify your manager and Terry Wilson, Associate Director of Employee Relations, that you need a pregnancy/lactation-related accommodation.

Notification: Executive Office
Submit an Executive Office Employee Relations Contact Form. Select “Accommodation” from the drop down. A member of the EOHR Employee Relations team will reach out to you and ask:

  1. For the details of your accommodation request. At this time, let them know you need a pregnancy/lactation-related accommodation.
  2. Whether you would like to meet to discuss the process and address any questions you may have.

Typical Accommodations
The EO Associate Director of Employee Relations will determine if your request falls under typical accommodations. No healthcare provider certification is needed and Terry Wilson will convey approval to you, your manager, the HR Consultant, and the HR Leaves Specialist.

  1. Frequent, longer, or additional restroom breaks
  2. Modified food or drink policies
  3. Ability to sit more frequently
  4. Not lifting objects over 17 pounds
  5. Expressing breast milk

Non-listed Accommodations
Requests that are outside the accommodations listed in the “Typical Accommodations” section require the following:

  1. Complete the UW DSO Pregnancy-Related Accommodation Request (PAR)(PDF) form and email it to hrleaves@uw.edu.
  2. Have your healthcare provider complete the Pregnancy Healthcare Provider Statement (PDF) and email it to Campus HR Leave Specialists or fax it to 206-685-7264.
  3. Your request will be evaluated by HR Leaves and Accommodation Specialist, your manager, and Terry Wilson, Associate Director of Employee Relations.
  4. A leave of absence may be considered, if necessary.
  5. You will receive a written response from HR regarding your accommodation request.

It is best practice for religion / deeply held belief accommodation requests to follow this order. To review the detailed policy and procedures, please refer to UW HR Time Off for Reasons of Faith or Conscience.

Full policy and details are available on the UW Religious Accommodations Policy webpage.

Notification: Executive Office
Submit an Executive Office Employee Relations Contact Form. Select “Accommodation” from the drop down. A member of the EOHR Employee Relations team will reach out to you and ask:

  1. For details of your accommodation request. At this time, let them know you are requesting an accommodation based on a sincerely held belief. Indicate whether the request is based on faith, conscience, or an organized religious activity.
  2. Whether you would like to meet to discuss the process and address any questions you may have.

Requesting leave
You are entitled to two (2) unpaid holidays per calendar year, unless it creates undue hardship or public safety requires your presence.

Additional leave or other accommodations
Your request will be reviewed by your manager and Terry Wilson, Associate Director of Employee Relations, and they will assess the impact on the department.

Response
You will receive a written response from Terry Wilson, Associate Director of Employee Relations, regarding your accommodation request.