Supervisor Best Practices: Supporting Employees Through the Accommodation Process
Executive Office Employee Relations supports supervisors in providing effective accommodations for their employees. This guide outlines best practices for supervisors when employees request accommodations.
Supervisor Process
Supervisor Process
- Acknowledge the employee’s accommodation request quickly and professionally.
- Reassure the employee that requests are handled confidentially and fairly.
- Ask the employee to specify the accommodation they are requesting. If it is a medical accommodation request, do not ask for medical details.
Submit an Executive Office Employee Relations Contact Form and select the topic “Accommodation” from the drop-down. When an EOHR Employee Relations team member reaches out, include the following in your response:
- Let them know that your direct report is seeking accommodation.
- Include details of the request so they can provide guidance and support.
- If desired, make a request for a meeting with EO Associate Director of Employee Relations to discuss the process and ask any questions.
- Coordinate with EO Employee Relations if documentation is required (e.g., healthcare provider statements for medical accommodations).
- Confirm any deadlines or leave dates if applicable.
- EO Employee Relations will guide you on applicable University policies and procedures.
- Work together to evaluate requests, explore alternative solutions, and ensure compliance.
- Maintain open communication with EO Employee Relations throughout the process.
- Ensure the agreed-upon accommodation is implemented effectively.
- Provide the employee with necessary resources, equipment, or schedule adjustments.
- Monitor the effectiveness of the accommodation and make adjustments if needed, in consultation with EO Employee Relations.
- Keep all accommodation requests, medical information, and related communications confidential.
- Share information only with those who need it to implement the accommodation or comply with policy.
- Inform the employee of decisions and next steps promptly.
- Keep the employee updated if timelines change or additional information is required.
- Ensure expectations for performance and responsibilities remain clear.
- For any questions or clarifications, submit an Executive Office Employee Relations Contact Form or email Terry Wilson, Associate Director of Employee Relations.
- Do not make unilateral decisions without consulting EO Employee Relations as there may be legal or policy implications.