FAQs
For general information, or inquiries about the accommodation process, email accommodations@northwesternedu.com or call .
Definitions & Examples
A reasonable accommodation is the modification of an application process, position or work environment that allows employees with disabilities, who are otherwise qualified for the position, to perform the essential functions of their positions.
An external resource we recommend referencing is JAN, short for the Job Accommodation Network (askjan.org). JAN provides many resources for exploring potential accommodations, and can be a good resource for employees thinking through accommodations they may want to request.
A disability is a physical or mental impairment which substantially limits one or more major life activities such as walking, seeing, hearing, breathing, bending, lifting, or sitting.
OCR will work with employees and their departments for any temporary accommodations.
Examples of temporary accommodations may include broken bones or short-term medical treatment.
Examples of what would not constitute temporary accommodations may include the common cold, influenza or an illness or injury that may only take a couple of weeks to recover from. If you have a medical condition that is likely to take 4 weeks or more to recover from, please contact OCR to discuss if an accommodation would be appropriate.
Essential job functions are the fundamental and critical responsibilities performed in a position. Factors to consider in determining if a function is essential include but are not limited to whether:
- The function requires specialized skills;
- A significant amount of time is spent performing the function;
- There are a limited amount of people who can perform the function;
- There is a significant consequence if the function is not performed; or
- The reason the job exists is to perform that function. For example, an essential function of a shuttle driver is to drive a bus.
In certain cases, documentation of a medical condition is unnecessary because the condition's existence is clear. An example of an "obvious disability" is when an individual uses a wheelchair, and needs their office located in an accessible building. In such a case, medical documentation would not be required when the accommodation request is clearly related to the individual's obvious disability.
However, OCR can always request medical documentation in order to better understand the nature of the disability and the need for the requested accommodation.
Documentation and Medical Notes
No, requesting an accommodation is not required if the employee feels that an accommodation is not needed. It is the employee's decision whether or not to request an accommodation.
Please note that OCR generally does not provide retroactive accommodations. If an employee thinks they may need an accommodation, they are encouraged to reach out to OCR sooner rather than later.
Northwestern University has a process in place to ensure fair treatment for all employees requesting reasonable accommodations. Following the process also enables the University to ensure that it is fully compliant with its obligations under the ADA.
Signing this form gives OCR permission to speak with an individual's health care provider. OCR will seek only medical information relevant to the request for accommodation; additional medical information or full medical history is not required or sought. It is the requestor's decision whether or not to sign the form.
There is also an authorization form available to allow OCR to request copies of medical documentation from third-party agencies that manage employees' leaves on behalf of Benefits. In cases when an employee is returning to work from a medical leave and needs accommodations upon their return, signing this form often results in OCR being able to receive the necessary supporting documentation for accommodations more quickly.
The appropriate health care provider will depend on the specific disability and its functional impact in a given situation. Some examples of appropriate health care providers include but are not limited to: doctors, psychiatrists, psychologists, nurses, licensed mental health professionals, physical therapists, speech therapists, and vocational rehabilitation specialists. The health care provider should have first-hand knowledge of the disability/medical condition's impacts.
A letter from your health care provider should contain the following information:
- The nature and severity of your medical condition/disability, and how it currently impacts you (If a diagnosis is available, this is helpful to include)
- What accommodations are medically necessary for you as a result
- For how long the accommodation should be in place (a start and end date is helpful)
OCR asks only for medical documentation related to the accommodation request. Your health care provider does not need to provide additional medical documentation or history that is not related to your accommodation request.
Confidentiality
Yes. OCR will not share the employee's medical records or details of an employee's medical condition with a supervisor or the department. General, limited information about a medical condition's impact may need to be shared with supervisors and certain University staff (such as individuals in Facilities or Risk Management) when there is a "need to know" in order to effectively conduct the interactive process and/or implement accommodations.
Eligibility
All Northwestern faculty, staff, student workers, and job applicants are covered.
A reasonable work accommodation may be requested:
- after the job offer is made, or
- any time during the course of employment with the University
How OCR makes their decision
Requests for a "reasonable accommodation" will be analyzed on a case-by-case basis, after consultation with the employee, the employee's health care provider(s), and the supervisor.
We encourage you to discuss your needs with your Health Care Provider, as they will know you and your condition best. You may wish to share with them your job description and the request form.
An external resource we recommend reviewing is Job Accommodation Network (askjan.org) which lists medical conditions in alphabetical order and provides information and examples of accommodations specific to a condition.
If a requested accommodation would result in an undue hardship, the University does not have to provide the accommodation. In limited instances, a requested accommodation may pose an "undue hardship" on the department which would prevent the accommodation from being offered. If an accommodation is not granted, both the employee and the employee's department are provided with an explanation for the denial. OCR will work with the employee and the department to determine whether an alternative accommodation is available. All undue hardship analyses are done on a case-by-case basis, and are highly individualized.
The EEOC defines "undue hardship" as an accommodation that "would be unduly costly, extensive, substantial or disruptive, or would fundamentally alter the nature or operation of the business."
If a requested accommodation presents an undue hardship, the Office of Civil Rights and Title IX Compliance (OCR) will work with the employee and the department to determine whether alternative accommodations are available. (You can find more information about undue hardship on the EEOC's website.)
What to expect during the process
Visit our Disability Accommodations page to view the process step by step.
Yes. During the interactive process OCR will communicate with the department about reimbursement eligibility parameters and provide instructions if OCR approves an accommodation. This particular funding process functions via reimbursements, and generally not via requisitions.
OCR does not place requirements on who submits the reimbursement request after an accommodation is approved, as OCR is aware that financial processes can differ from department to department. Faculty may submit reimbursements themselves, or do so through their department's business or program administrator.
You should follow the instructions in your accommodation approval for requesting extensions of, or changes or additions to existing accommodations. Updated medical documentation will likely be necessary to confirm a continuing need for an existing accommodation, or a need for a new accommodation.
If you have an existing accommodation and want to request new or changed accommodations, you may also be asked to fill out another Accommodation Request Form in addition to submitting updated medical information.
After receiving a request to extend/change/add accommodations, the Office of Civil Rights and Title IX Compliance will consult with the health care provider and with the department.