What to expect after you submit a request
Once your request is submitted, you can expect a thoughtful, individualized review grounded in UW’s commitment to equity and inclusion. This page walks you through what happens next, how decisions are made, and what to do if your situation changes—or if you have concerns about the process.
The interactive process
After receiving your request and any required documentation, a representative from the Leave and Accommodation Team (for staff, academic personnel and student employees) or the Disability Services Office (for faculty and academic personnel) will guide you through a collaborative discussion known as the interactive process.
This is a three-way dialogue involving:
- You (the employee),
- Your department (usually your manager or a departmental leader), and
- The supporting office (Leave and Accommodation Team or DSO)
Your healthcare provider may also be consulted to clarify the functional limitations of your condition and to help evaluate what kinds of medically necessary accommodations may be appropriate. Their input can help guide the discussion—but the final decision rests with the University.
Together, you’ll work to:
- Understand how your condition affects your ability to perform essential job functions
- Identify your medically necessary accommodation needs
- Explore potential accommodations that are both effective and operationally feasible
- Develop a plan that supports your success while meeting the needs of your role
The role of your manager: Your manager plays an important role in the reasonable accommodation process. They provide information about:
- The essential duties of your position
- Business needs of the team or unit
- Any potential limitations or flexibility around policies, practices or the work environment
This input helps ensure that any proposed accommodation is effective, appropriate for your role, and feasible for the unit.
Examples of how this may look:
- If your healthcare provider states that you cannot lift more than 25 pounds, your HR representative may need to confirm whether lifting is an essential part of your current job.
- If you request more frequent breaks to manage a cognitive condition, the accommodation team may speak with your manager to identify points in the workflow where breaks are possible.
- If your provider indicates that sustained multitasking is a barrier, your HR representative may explore restructuring job duties to allow for focused work blocks and verify with your department whether that change is operationally viable.
- For a Deaf/Hard of Hearing employee, the accommodation team may work with your manager to streamline coordination of ASL interpreters for team meetings.
Throughout this process, your privacy is protected. Managers are not given access to your medical documentation—but they do play a key role in helping assess what adjustments could be effective in the context of your role and workplace.
Possible outcomes
Following the interactive process, you will receive a written response. Possible outcomes include:
- Approved Accommodation: If your accommodation is approved, your department will work with you to put the changes in place. Some accommodations may require additional coordination—such as space planning, technology setup, or scheduling adjustments.
- Equally Effective Alternative Accommodation: An equally effective alternative that meets your accommodation needs is offered.
- Request Denied: If no reasonable accommodation can be identified in the workplace, you may be accommodated with a protected leave of absence, and a clear explanation will be provided. Visit the staff disability leave webpage or the academic personnel leaves website for additional information about leave as an accommodation.
Will I get what I ask for or what is recommended by my health care provider?
Not always. While we consider your preferences and provider recommendations, the University determines what’s reasonable based on your role and department needs. There are often multiple ways to meet a need. For example, if a provider suggests telework or a private office, alternatives like noise-canceling headphones or workstation dividers might also meet your needs and may be considered instead.
When accommodations are reviewed or updated
The duration of an accommodation is determined by the information the University receives from the employee’s health care provider. If the accommodation is temporary, it is the employee’s responsibility to keep track of the end date and provide updated medical information if an extension is needed. If an accommodation is ongoing, an employee can request new or different accommodations at any time if their medical condition changes, or an accommodation is no longer meeting their needs.
For ongoing accommodations , the University may reevaluate if operational needs change, or the accommodation is no longer effective. Employees should not need to submit updated medical documentation for a permanent medical condition unless the requested accommodation is not effective , and the University requires further information to explore alternative accommodations.
About staff medical separations
If you have exhausted all leave options, your current position cannot be accommodated, and an alternative position is not possible (or was unsuccessful), your University employment will end. If you are medically separated from the University, you are eligible for reemployment assistance for up to two years following the date of separation. Assistance may include such services as:
- Assessment of resume and qualifications
- Development of job search strategies
- Assistance with interview techniques
Former employees who are able to work on a consistent, regular basis and are interested in reemployment assistance should contact the Disability Services Office.
If you have concerns about the process
We are committed to ensuring the accommodation process is fair, respectful, and accessible. If you have concerns about how your request is being handled, we encourage you to first reach out to your assigned case manager to discuss your experience and explore possible solutions.
If you are not able to resolve the concern with your case manager, you may escalate the issue by contacting the appropriate manager:
- For faculty accommodations: Ian Campbell, Director, Disability Services Office (DSO)
- For UW Medicine staff accommodations: Kathy Schell, Assistant Director, UW Medicine Leave and Accommodation Team
- For campus staff, academic personnel and student accommodations: Erin Mercer, Manager, Campus HR Leave and Accommodation Team
- For Facilities staff accommodations: Anne Marie Marshall, HR Manager, UW Facilities
Your feedback is important, and we are committed to addressing concerns promptly and thoughtfully. See complaint resolution options for additional resources.