What is a Reasonable ADA Accommodation?

  • A reasonable ADA accommodation is the modification of an application process, position, or work environment that allows employees with disabilities who are otherwise qualified for the position to perform the essential functions of their

Who is covered by the Reasonable ADA Accommodation?

  • All Prairie View A&M University faculty and staff are covered.
  • Job applicants are covered during the application.

When can a Reasonable ADA Accommodation be requested?

A reasonable ADA accommodation may be requested:

  • during the job application
  • after the job offer is made; or
  • any time during employment with the University

In accordance with the Americans with Disabilities Act (ADA), Prairie View A&M University will not ask job candidates during the interview process about the presence of a disability. However, job candidates can be asked if they can perform specific job responsibilities and how they would go about accomplishing those tasks with or without an accommodation.

What is considered a disability?

A disability is a:

  • physical or mental impairment which substantially limits one or more major life activities such as walking, seeing, hearing, breathing, bending, lifting, or
  • employee has a record of such impairment or is regarded as having such an impairment.

What are essential job functions?

Essential job functions are the fundamental and critical responsibilities performed in a position. Factors to consider in determining if a function is essential include but are not limited to whether:

  • The function requires specialized
  • A significant amount of time is spent performing the
  • There is a limited amount of people who can perform the
  • There is a significant consequence if the function is not performed; or
  • The reason the job exists is to perform that For example, an essential function of a shuttle driver is to drive a bus.

Must I request an accommodation if I have a disability?

  • No, requesting an accommodation is not required if the employee feels that an accommodation is not It is the employee’s decision whether to request an accommodation.
  • It is recommended that IWD voluntarily self-identify for report purposes only.

My supervisor is already accommodating me. Why do I need to fill out the paperwork?

  • Prairie View A&M University has a process in place to ensure fair treatment for all employees requesting reasonable ADA Following the process also enables the University to ensure that it is fully compliant with its obligations under the ADA.

What do reasonable accommodations look like?

  • Requests for a “reasonable ADA accommodation” will be analyzed on a case-by-case basis, after consultation with the employee, the employee’s health care provider(s), and the Examples of reasonable ADA accommodations may include, but are not limited to, the purchase of special equipment, changing the physical layout of the workplace, restructuring job responsibilities and duties, and modifying the work schedule.
  • If a requested accommodation would result in an undue hardship, the University does not have to provide the The EEOC defines ·undue hardship” as an accommodation that ·would be unduly costly, extensive, substantial or disruptive, or would fundamentally alter the nature or operation of the business.” If a requested accommodation presents an undue hardship, the Office of Equal Opportunity (EEO) will work with the employee and the department to determine whether alternative accommodations are available.

What happens after an employee requests a reasonable ADA accommodation?

  • Employees will be asked to complete an ADA Accommodation Request Form as well as a Medical Information **Note: Documentation is not required when an employee’s disability and need for accommodation are both obvious.
  • Employees also have the option of submitting a letter from their health care In some cases, there may be a need for the ADA Coordinator to contact the employee’s health care provider to verify the medical condition and the need for accommodation – if the disability is not obvious.
  • The employee’s supervisor will be informed of the accommodation request and will be engaged in an interactive process to discuss effective work accommodations, the essential functions of the position, and the department’s operational
  • Although the employee provides input concerning the accommodation process, EEO will determine what constitutes a reasonable accommodation on a case-by-case While EEO will take the employee’s preferred accommodation into account when possible, EEO may opt to approve a different accommodation that would also meet the employee’s needs.
  • When an accommodation is granted the employee will receive an approval notice. EEO will work with the department and other personnel, if applicable, to implement the accommodation.
  • In limited instances, a requested accommodation may pose an “undue hardship” on the department which would prevent the accommodation from being offered. If an accommodation is not granted, both the employee and the employee’s department are provided with an explanation for the denial. EEO will collaborate with the employee and the department to determine whether alternative accommodations are available.

Will my medical information remain confidential?

  • EEO will not share the employee’s medical records or details of an employee’s medical condition with a supervisor or the department.
  • General, limited information about a medical condition’s impact may need to be shared with supervisors and certain University staff when there is a “need to know” in order to effectively conduct the interactive process and/or implement accommodations

What is an “obvious disability”?

  • In certain cases, documentation of a medical condition is unnecessary because the condition’s existence is clear. An example of an “obvious disability” is when an individual uses a In such a case, medical documentation would not be required when the accommodation request is clearly related to the individual’s obvious disability. However, EEO can always request medical documentation to better understand the nature of the disability and the need for the requested accommodation.

Who qualifies as a “health care provider”?

  • The appropriate health care provider will depend on the specific disability and its functional impact in each Some examples of appropriate health care providers include but are not limited to doctors, psychiatrists, psychologists, nurses, licensed mental health professionals, physical therapists, speech therapists, and vocational rehabilitation specialists.

If I want to submit a letter from my health care provider to support my accommodation request, what should the letter say?

  • A letter from your health care provider should contain the following information:
  • A description of your medical condition, including its nature, severity, and expected
  • The activity or activities that the condition limits, and its impact on the activity; and
  • What accommodation(s) are considered medically necessary because of the condition and the length of time of the accommodation?

EEO asks only for medical documentation related to the accommodation request. Additional medical information or history unrelated to the accommodation request does not need to be provided.

Who is financially responsible for accommodations?

  • Individual departments are responsible for the costs, if any, associated with the provision of reasonable

How do I extend/change/add new accommodations to an existing accommodation agreement?

  • You should follow the instructions in your accommodation agreement for requesting extensions of, or changes or additions to existing Updated medical documentation will be necessary to confirm a continuing need for an existing accommodation, or a need for a new accommodation.
  • If you have an existing accommodation and want to request new or changed accommodations, you may also be asked to fill out another Accommodation Request Form in addition to submitting updated medical information after receiving a request to extend/change

Who can employees/job applicants contact to request an accommodation or ask for additional information about accommodations?

  • Office of Equal Opportunity at: EEOD@pvamu.edu; or call
  • Latoya Douglas at: 936-261-1792

Office Location:
Office of Equal Opportunity
Human Resources
Harrington Science Building, Suite 109

Ms. Toya Douglas, M.B.A., Director of Equal Opportunity, and Ms. Nichole Pope, Compliance Officer, has been designated to handle inquiries regarding the non-discrimination policies.
Ms. Douglas can be reached at: P.O. Box 519: Mail Stop 1337; Harrington Science Building, Suite 109; Prairie View, TX 77446-0519, or by calling 936-261-1792