Requesting Employee Accommodations

The employee or applicant should make a request for accommodations by following the process outlined below. Employees with disabilities or qualified applicants must initiate a request for reasonable accommodations through their manager, interviewer, Department Chair, or the Disabilities Services Office.

Any and all requests for reasonable accommodations must be documented on the Reasonable Accommodation Request Form, which can be obtained from the Disability Services Office.

1. Complete and submit the Reasonable Accommodation Request for Employees Form available at kutztown.edu/DSO/forms. Submit the completed form to the DSO via fax: 610- 683-1520, email: dso@kutztown.edu, or mail to: DSO, 215 Stratton Admin. Ctr., Kutztown University, Kutztown, PA 19530.
2. Submit current documentation of the disability. Individuals who have disabilities that are readily observable may not require extensive documentation to validate the need for accommodations. However, individuals with hidden disabilities, such as health impairments may require more comprehensive documentation to determine appropriate and reasonable accommodations.
   1. The documentation must be presented on letterhead and include the name, title, professional credentials, and signature of the healthcare professional or evaluator and submit to the DSO via fax: 610- 683-1520, email: dso@kutztown.edu, or mail to: DSO, 215 Stratton Admin. Ctr., Kutztown University, Kutztown, PA 19530.
   2. Documentation needs to include:
      1. A statement of the diagnosis and a description of the nature of the disability.
      2. A description of the current impact of the disability on the individual's level of functioning
      3. A rationale connecting the disability to the requested accommodations.
   3. All requests will be reviewed by the Director of Disability Services to determine whether the employee qualifies as a “Person with Disability” under the Rehabilitation Act/ADA/ADAAA as defined by the Reasonable Accommodations for Employees Policy (DIV-002), available on the KU Policy Register. Once it is determined an employee is a “Person with Disability,” the request for reasonable accommodations will be referred to the Reasonable Accommodations Panel.
      1. The Reasonable Accommodations Panel will consist of at least two (2) employees from the Office of Social Equity and/or Human Resources.
   4. The Reasonable Accommodations Panel will contact the employee to engage in the interactive process. Once the interactive process is complete, the Reasonable Accommodations Panel will make a recommendation regarding the employee’s request for reasonable accommodations to the Director of Human Resources.
   5. The Director of Human Resources will decide whether to grant or deny any request for reasonable accommodations.

Record Keeping

All Reasonable Accommodation Request Forms and related documentation will be kept on file by the Director of Disability Services for a period of at least seven (7) years from the date the Reasonable Accommodation Request Form was submitted. All documentation regarding appeals and other documentation resulting from this policy will be kept on record for seven (7) years.

Appeal Procedures

Any employee or applicant with a disability may file an appeal regarding a perceived wrongful denial of a request for reasonable accommodations with the Vice President of Equity and Compliance. The appeal must set forth in writing the basis and rationale for the appeal. The Vice President of Equity and Compliance will review the Panel’s file and the written appeal and make a recommendation to the President regarding the outcome of the appeal. All final appeal resolution decisions will be made by the President and/or his designee. All appeals received will be promptly acknowledged, and the decision will be communicated to the employee and appropriate offices on campus by the Office of Social Equity. The decision of the President is final.

Relevant Terms / Definitions

"Person with Disability" is defined as any individual who has a physical or mental impairment that substantially limits one or more of such person's major life activities, who has record of such impairment, or who is regarded as having such impairment.

Kutztown University reserves the right to require any applicant or employee claiming coverage or accommodations as a person with a disability to produce any necessary medical records or information documenting the condition, to permit a doctor selected by the University to discuss the person's condition with doctors, therapists or others familiar with the individual's condition, or to be examined by medical personnel selected by Kutztown University.

"Qualified Individual with a Disability" is defined as anyone who satisfies the requisite skill, experience, education and other job-related requirements of an employment position that such individual holds or desires, and who, with or without reasonable accommodations, can perform the essential functions of a position.

“Essential Functions” of a job are defined as the fundamental job duties of the position the individual with a disability holds or desires. The essential functions of a position are listed in each position's job description.

"Reasonable Accommodations" are defined as accommodations or modifications which will remove certain barriers for a qualified applicant or employee with a disability. The intent of all reasonable accommodations is to offer individuals with a disability equal employment opportunities and to give equal access to all privileges of employment.

All accommodation requests must be evaluated on a case-by-case basis to identify reasonable accommodations under the circumstances.

“Undue Hardship” means significant burden or expense upon the university or employer and is assessed in terms of the reasonableness or cost of any necessary workplace accommodation and the availability of alternative accommodations. Undue hardship must be determined on a case- by-case basis.