Interactive Process Overview:
The interactive process, required under ADA, is one that engages VVC and the employee in a discussion exploring the employee’s request for accommodation(s). This process involves the employee, their supervisor(s), an HR liaison, information from the employee’s qualified professional/healthcare provider, and the ADA Accommodations Coordinator. The process is ongoing and results in a formal determination by VVC regarding workplace accommodation(s) that becomes the Accommodation Plan. Effective interactive processes support open dialogue and seek to proactively resolve employee accommodation concerns as they might arise.
The interactive process is a means to:
- Initiate discussion and evaluation of an employee’s request for an accommodation;
- Foster timely and effective implementation of identified reasonable accommodations or equally effective alternatives;
- Implement and support human-centered case management strategies throughout the employee’s tenure; and,
- Effectively evaluate and improve VVC’s workplace and its processes in support of equitable access to its programs and activities.
Role of the ADA Accommodations Coordinator:
The ADA Accommodations Coordinator is considered the subject matter expert for VVC. In this role, the ADA Accommodations Coordinator or their designee evaluates all received requests for accommodation from employees. The ADA Accommodations Coordinator also provides guidance to the broader campus community regarding accessibility of its physical and web assets, consults with supervisors, and provides input to leadership that fosters inclusivity and campus culture. The ADA Accommodations Coordinator also provides training to the campus community.
Role of Supervisors and HR Liaison
Supervisors’ and unit or departmental HR liaisons’ roles in the interactive process are vital to the implementation of reasonable accommodations or their equally effective alternatives. In this process, supervisors and HR Liaisons provide valuable information regarding unit operations and job functions, which informs the overall ADA accommodation analysis.
Role of the Employee
The employee is the primary participant in the interactive process as they initiate a request for accommodation.The expectation of VVC is that employees seeking accommodation will enter the interactive process as an active participant and will engage in activities that foster the development of a comprehensive Accommodation Plan. The employee has a right to withdraw their request or to reactivate a formerly withdrawn or closed request at any time during their employment with VVC so long as the essential functions of their position are met.
Role of the Qualified Professional/Healthcare Provider
The qualified professional is a licensed professional (for example: a hospital, physician, physician’s assistant, nurse practitioner or nurse, counselor, physical therapist) who has a history of treating the employee for the disability and/or condition and who can attest to its impact. The qualified professional’s role is limited to providing documentation and/or information acceptable to VVC in its accommodation decision making process.
Acceptable Documentation
Under the ADA, VVC may request supporting documentation acceptable to VVC that will be considered when making a determination regarding accommodation(s). An employee’s comprehensive medical record is not needed nor requested, only information relevant to the stated functional limitations in context of the workplace. Specific information is necessary, such as:
- Name, title of provider, contact information including address and phone number (often found on the letterhead of the provider);
- Determination by the provider of impact on major life activities or on bodily functions based on disability (not full diagnosis or medical history)
- Recommendations for reasonable accommodation(s) or equally effective alternatives that may be considered by VVC;
- Any other information that may be relevant to the impact of the impairment within the context of the workplace; and,
- Signature of provider
Employees are encouraged to use the Request for Reasonable Accommodation Form. In some instances, VVC may request additional information to make its determination. In such cases, the ADA Accommodations Coordinator will either request the employee sign an Authorization to Release Confidential Medical Records or Information so that the ADA Accommodations Coordinator at VVC can contact the qualified professional/healthcare provider or may provide the employee with a list of information needed so that the employee may consult with the provider directly.