University of Washington Human Resources

Accommodation for pregnancy and related medical conditions

Last updated: May 12, 2025

This page applies to all staff, academic personnel, and student employees

Overview

The University is committed to providing reasonable accommodation for known limitations due to pregnancy, childbirth, and related medical conditions as described in UW APS 46.7. The accommodation process is intended to be interactive and collaborative, relying on open communication and active participation between you and the University.

The following pregnancy accommodation requests do not require supporting documentation or health care provider certification:

• Providing more frequent, longer, or flexible restroom breaks
• Modifying a no food or drink policy
• Providing seating or allowing more frequent sitting if the job requires standing
• Modifying lifting limits of greater than 17 pounds

Similarly, providing reasonable break time to express breast milk as necessary after the child’s birth and having access to a lactation space for up to 24 months do not require health care provider certification.

If you believe additional accommodations are needed, follow the accommodation request process below. A written certification from a health care professional explaining the need for reasonable accommodation may be required.

Additional accommodations can include, but are not limited to:

• Job restructuring, remote work, part-time or modified work schedules, temporary reassignment to a vacant position, or acquiring or modifying equipment, devices, or an employee’s work station.
• Providing a temporary transfer to a less strenuous or hazardous position.

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Finding your UW accommodation specialist

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Requesting accommodation

If your request for accommodation under UW APS 46.7 does not require supporting documentation, you may communicate your request to your manager and/or UW accommodation specialist.

For all other accommodation requests under UW APS 46.7, submit a completed Pregnancy-Related Accommodation Request (PDF) form to your UW accommodation consultant .

If you are asked to provide documentation to support your accommodation request, the Pregnancy Health Care Provider Statement (PDF) form may be completed by your medical provider and sent directly to dso@uw.edu.

Medical information should not be submitted to your manager or department.

While use of the forms provided is not required, these forms are designed to obtain sufficient information for the University to respond to your request for accommodation in a timely manner. Not using the forms or providing incomplete information may lengthen the interactive process due to the additional time needed to clarify your needs and related medical information.

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Accommodation process

The University will respond to your accommodation request as quickly as possible. Response time may be affected by the complexity of the accommodation requested. An interim reasonable accommodation may be offered to avoid unnecessary delays.

For minor workplace adjustments, your manager may be able to implement requests without additional assistance beyond the department. However, requests requiring job duty modifications, environmental changes, equipment purchases, or other significant actions may require coordination with your UW accommodation specialist.

Confidentiality

By law, your medical information must be maintained confidentially and separately from your employee personnel file. UW Human Resources maintains medical files for employees.

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Complaint resolution process

If you are not satisfied with the University’s response to your accommodation request, speak with your HR consultant or visit complaint resolution for guidance on options available to you. Individuals may also address complaints to the Attorney General’s Office.

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Manager responsibilities

Receiving a request

If an employee requests an accommodation that does not require supporting documentation, you are expected to work with the employee to implement  and documenting the request and response.

Questions about accommodation requests can always be directed to the UW accommodation specialist for your unit. Your UW accommodation specialist can help when:

• You have questions about the accommodation being requested (duration, scope, necessity, workplace impact, or the employee’s ability or inability to perform the position’s essential functions).
• An employee tells you about a health problem that could impact their ability to perform their job but does not make a specific accommodation request.

An accommodation request and its possible alternatives must be thoroughly evaluated prior to denial. A manager may not deny an employee’s request for reasonable accommodation without first consulting with the unit’s UW accommodation consultant.

Medical information

Do not keep medical records in departmental files. If you receive documents containing medical information, immediately forward them on to dso@uw.edu.

You should not ask the employee for personal medical information or about the condition itself; your focus should be on the workplace modification being requested. The employee is not required to disclose medical information to their manager. However, if an employee does choose to disclose such information, advise them that you will keep the information confidential, and redirect them to the appropriate resource if they have questions about accommodation procedures or policies.

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Additional resources

• Temporary disability leave for pregnancy and childbirth
• UW APS 46.7 Reasonable Accommodation of Employee Pregnancy and Related Medical Conditions
• Accommodation of employee pregnancy and related conditions: manager’s role
• UW Lactation Spaces
• Meal periods and rest periods
• Disability Services Office

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Forms

• Pregnancy-Related Accommodation Request (PDF)
• Pregnancy Health Care Provider Statement (PDF)

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