Disability Services Office

The role of a support person in disability accommodation meetings

At the University of Washington, we recognize that participating in an accommodation meeting can sometimes feel overwhelming. Employees requesting disability accommodations may request to bring a support person to meetings to provide emotional support and help navigate the process.

This page outlines the role of a support person, how to request to bring one, and the expectations they must follow to ensure a productive and respectful meeting.

Requesting a support person

  • Advance approval is required. Employees must submit a request to their Leave and Accommodation specialist or the Disability Services Office (DSO) before inviting a support person to any meeting.
  • Support persons must be UW employees in good standing. Exceptions may be made for family members or union representatives, depending on the nature of the meeting. These requests will be considered on a case-by-case basis and must be approved in advance.
  • Confirmation of understanding is required. If approved, the Leave and Accommodations Team or DSO will email guidelines to help the support person understand their role before the meeting.

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Role of a support person

The role of a support person is limited to providing quiet emotional support to the employee during the meeting. Specifically:

  • Listen silently and respectfully without interrupting the conversation.
  • Take notes if requested by the employee.
  • Provide reassurance if needed, without disrupting the meeting.
  • Request a private break if the employee needs to pause and consult privately.

Support persons do not speak on behalf of the employee, advocate for outcomes, or otherwise participate in the meeting discussion unless explicitly invited by the employee for clarification.

To maintain the integrity of the accommodation process:

  • Support persons must uphold strict confidentiality regarding all meeting discussions.
  • Professional conduct is expected at all times.
  • If a conflict of interest exists, or if conduct disrupts the process, UW reserves the right to deny or withdraw approval for the support person.

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