Medical or Disability Accommodation Request

Scope

This policy applies to employees 

 

Policy Statement

Rochester Institute of Technology works with employees with disabilities or other documented medical conditions to arrange changes in the work environment or procedures that enable them to experience equal employment opportunities.

RIT does not provide the following services:

  • Mobility assistance or training
  • Personal care services
  • Personal adaptive equipment such as hearing aids, eye glasses and wheelchairs

Procedures

Request form

To request accommodations in the workplace due to a disability or other documented medical condition, employees should speak to their supervisor or the Compliance and Ethics Manager. Employees will be asked to submit a Medical/Disability Accommodation request and documentation of the disability or medical condition.

The Compliance and Ethics Manager will then discuss the request with the employee, the employee’s supervisor, and/or other department supervisors and HR representatives, as necessary.  The Compliance and Ethics Manager and supervisor may also propose alternative accommodations for the employee’s consideration. The employee, Compliance and Ethics Manager and supervisor will continue to interact as necessary in order to determine whether a reasonable accommodation exists that is acceptable to both the employee and RIT.

If the employee accepts one of the proposed, reasonable accommodations, the immediate supervisor will implement the accommodation.

If the employee, Compliance and Ethics Manager and supervisor are unable to reach an agreement on a reasonable accommodation after the interactive process, the Compliance and Ethics Manager shall provide written notice to the employee informing them RIT cannot implement their requested accommodation. The employee may appeal the determination by following the Appeal Process.

Documentation

Documentation verifying the disability or medical condition should be a recent letter on letterhead stationery from a qualified professional such as a physician, psychiatrist, neurologist, or psychologist who has made the diagnosis of impairment or condition and/or who you are currently seeing for treatment of said condition. The documentation should include the following information:

  • Diagnosis of disability or medical condition
  • Description of current level of functioning
  • Suggestions for accommodation(s)
  • Anticipated duration of the accommodation(s)

Confidentiality

All medical and other confidential information regarding a disability or other medical condition will be kept confidential in accordance with applicable laws.

Appeal Process

If the employee does not agree with the decision of the Compliance and Ethics Manager due to either:

a) Being denied services or

b) Disagreement on the recommended accommodations, and an agreement cannot be reached, the employee may initiate a formal appeal. The appropriate steps are:

  • An appeal must be submitted in writing to the Associate Vice President and Chief Human Resources Officer (or their designee), RIT Human Resources, 8 Lomb Memorial Dr, Rochester, NY 14623. The appeal must set forth the specific action disputed and the specific accommodation sought by the employee. The Associate Vice President and Chief Human Resources Officer (or their designee), will notify the Compliance and Ethics Manager and obtain a copy of the employee’s file, including the documentation of the disability or other medical condition and the need for accommodation, if any, recommended by the evaluator and the Compliance and Ethics Manager. The Associate Vice President and Chief Human Resources Officer (or their designee), will convene a meeting with the employee and the Compliance and Ethics Manager within two (2) weeks of receiving a written appeal by the employee to discuss the appeal. The Associate Vice President and Chief Human Resources Officer (or their designee), will make a decision on the appeal after meeting with the employee and reviewing the file and documentation.

 

  • If the employee or the Compliance and Ethics Manager is dissatisfied with the decision made by the Associate Vice President and Chief Human Resources Officer (or their designee), a written appeal may be submitted to the Vice President and Associate Provost for Diversity and Inclusion. The Vice President and Associate Provost for Diversity and Inclusion will make the final decision after reviewing the employee’s file and meeting with the employee, the Compliance and Ethics Manager and the Associate Vice President and Chief Human Resources Officer (or their designee).

 

Contacts

Lori Sykes
Compliance and Ethics Manager
Phone 475-7393
E-mail ljspsn@rit.edu

 

Policy History

Edited October 2020