ADA Accommodation Process

St. Cloud State University has implemented the process below to comply with MMB HR/LR Policy 1433, Reasonable Accommodations, which applies to all state employees.  This policy outlines steps that employees and SCSU are required to follow in the accommodation process, and forms that are also required by policy.  This process ensures that SCSU HR can fairly and consistently evaluate all ADA requests in accordance with state policy. 

• The employee begins the process by completing the "Request for ADA Reasonable Accommodation" form and submits it to Human Resources Benefits by emailing humanresources@stcloudstate.edu OR by submitting a ticket through Team Dynamix and selecting topic "Leave/FMLA/ADA and Other Accommodation Questions."
• A Human Resources Team member will review the request and determine if the request falls under ADA or FMLA.
• A Human Resources Team member will reach out to the employee to begin the interactive process. Please see steps below:
  • Human Resources provides the employee the "ADA Authorization for Release of Medical Information" form and the Request for ADA Reasonable Accommodation form.
  • The employee completes and returns the "ADA Authorization for Release of Medical Information" and the Request for ADA Reasonable Accommodation form to their Human Resources representative.
  • Human Resources will then submit the authorization form and a questionnaire form to the employee’s medical provider.
  • The medical provider will fax the information back to Human Resources.
  • Once this information is received, Human Resources will review and follow up with the employee if clarification is needed.
  • If the employee is ADA eligible, Human Resources will then reach out to the employee’s direct supervisor to discuss potential accommodation options. Supervisors are not informed of the disability, but will be informed of possible accommodations needed.
  • The previous steps may be repeated to obtain and share enough information to complete the interactive process.
  • Once an accommodation plan has been made, Human Resources will circulate a document by email for signatures. The arrangement must be reviewed from time to time. 
  • If an employee does not agree with the reasonable accommodation offered by Human Resources, the interactive process may continue to determine if an agreement can be reached.  If the employee does not agree with the reasonable accommodation offered by Human Resources, the employee may complete an appeal form, and submit that form to OEA to appeal that reasonable accommodation.

• Not all accommodations are approved.
• The final accommodations offered may not be what was requested by the employee, however they will address the needs of the employee and allow the employee to perform the essential functions of their position. MinnState procedure and the ADA allow for the employer to choose among different effective accommodations when effective options exist. 
• Accommodations will not be in place until the review, approval and notification to the employee and supervisor has been made.

FORMS TO KNOW:

• Employee Request for an ADA Reasonable Accommodation Form
• ADA Authorization for Release of Medical Information Form
• ADA Accomodation Appeal Form