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
It is best practice for medical accommodation requests to follow this order.
Notification: Management
Notify your manager that you need a medically-based accommodation.
- You do not need to disclose details of your medical condition.
- Indicate the specific accommodation requested (e.g., leave dates, schedule adjustments).
Notification: Executive Office
Notify Terry Wilson, Associate Director of Employee Relations. Include in your email:
- The details of your accommodation request.
- If preferred, feel free to request a meeting with him 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.
Evaluation
Your request will be evaluated by an HR Leaves and Accommodation Specialists, your manager, and Terry Wilson, Associate Director of Employee Relations.
- A leave of absence may be necessary while your request is reviewed.
- 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.
Notification
Notify your manager and Terry Wilson, Associate Director of Employee Relations, that you need a pregnancy/lactation-related accommodation.
Typical Accommodations
The EO Associate Director of Employee Relations will determine if your request falls under typical accommodations. No healtchare provider certification is needed and Terry Wilson will convey approval to you, your manager, the HR Consultant, and the HR Leaves Specialist.
- Frequent, longer, or additional restroom breaks
- Modified food or drink policies
- Ability to sit more frequently
- Not lifting objects over 17 pounds
- Expressing breast milk
Requests that are outside the aforementioned accommodations require the following:
- Complete the UW DSO Pregnancy-Related Accommodation Request (PAR)(PDF) form and email it to hrleaves@uw.edu.
- Have your healthcare provider complete the Pregnancy Healthcare Provider Statement (PDF) and email it to Campus HR Leave Specialists.
- Your request will be evaluated by HR Leaves and Accommodation Specialists, your manager, and Terry Wilson, Associate Director of Employee Relations.
- A leave of absence may be considered, if necessary.
- You will receive a written response from HR regarding your accommodation request.
Notification
Contact Terry Wilson, Associate Director of Employee Relations, to request an accommodation based on a sincerely held belief. Include in your email:
- The specific accommodation request.
- Indicate whether the request is based on faith, conscience, or an organized religious activity.
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.