Frequently asked questions
No. You are not required to share your diagnosis or medical condition with your manager—and in most cases, we recommend that you don’t. Your medical information should be submitted directly to the Leave and Accommodation Team or the Disability Services Office (DSO), who will keep it confidential. Some employees choose to share more about their disability as part of building trust or fostering understanding. That choice is entirely personal and should always be respected, whether you prefer to keep your health information private or speak openly about your disability.
For staff, academic personnel and student employees, the Leave and Accommodation Team leads the process in collaboration with your manager and department. For faculty, the Disability Services Office (DSO) leads the process. These offices collaborate with you and your department to identify a reasonable accommodation based on your job duties, medical documentation and operational considerations.
In most cases, yes—medical documentation is needed to help the University understand how your condition affects your work and to explore reasonable accommodations.
That said, there are exceptions. If your disability and related work impacts are obvious (for example, you’re using a wheelchair or have a visible mobility limitation), you may not need to submit medical documentation. Likewise, if you’ve previously submitted medical information that clearly outlines your needs, that historical documentation might be enough to begin the process.
Learn more and access the Health Care Provider Statement (PDF).
Accommodations should be supported by the medical documentation and should predictably mitigate the limitations/restrictions, allowing the employee to perform all of the essential functions of the job.
To avoid delays, we encourage you to have your provider complete the Health Care Provider Statement (PDF) or Health Care Provider Statement - Parking (PDF) if your request is limited to parking or transportation. While not required, these forms help ensure we receive the right level of detail from the start. If you choose not to use the forms—or if what we receive is incomplete—we may follow up for clarification, which could delay the process.
A reasonable accommodation is a change to how work is done or the work environment provided it doesn’t cause an undue hardship for the university. Examples might include flexible schedules, modifying processes, assistive equipment, communication supports, or temporary changes in job duties. The best solution is one that meets your needs and supports the work of your team.
In some cases, employees may request to bring a support person to provide quiet emotional support during an accommodation meeting. Support persons are not there to speak on your behalf but may offer reassurance or assist with notetaking.
Because this is not a routine part of the process, advance approval is required. To learn more, including who may serve in this role and how to request approval, see Emotional Support Persons in Disability Accommodation Meetings.
You can request an update or review of your accommodation at any time. In fact, accommodations should be reviewed when your job duties or medical condition changes or if your healthcare provider indicates that your condition is temporary. Your accommodations can change with you and your position.
Timelines vary depending on the complexity of your request and the responsiveness of all parties involved (including your healthcare provider). In general, you should expect initial follow-up within a few business days of submitting your request. If you experience a delay, reach out to the Leave & Accommodation Team or DSO to check on your request status.
You may not always receive the specific accommodation you request. If another option is available that meets your needs and is reasonable for the role, an equally effective alternative may be offered instead.
If no reasonable accommodation can be identified that allows you to perform the essential functions of your job, a protected leave of absence may be offered as an alternative.
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/specialist to discuss your experience and explore possible solutions.
If you are not able to resolve the concern, you may escalate the issue by contacting the team 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
Possibly. Remote or hybrid work can be considered as a reasonable accommodation depending on your job duties, the nature of your medical needs, and the operational needs of your unit. The University evaluates each request individually.
Reach out to your Leave and Accommodation Specialist or DSO to start the interactive process. Do not accept the doctor’s note. Refer the employee in writing to the employee accommodation request process.