San Francisco State University (SF State) supports the employment of faculty and staff with disabilities. In accordance with the Americans with Disabilities Act (ADA) as amended, and regulations promulgated by the Department of Fair Employment & Housing (DFEH), SF State provides qualified individuals with disabilities with reasonable accommodations through the DPRC (see Human Resources Practice Directive 445).
Employee Accommodation Process
The following is a step by step process to follow if you wish to make a formal request for a specific employment related accommodation. Please note that all accommodations are individualized based on your disability and the nature of your job. A complete exploration of accommodations is achieved via an intake appointment.
How to Request Reasonable Employment Accommodations
- Complete the Employment Accommodation Request Form to make a formal request for a specific employment related accommodation.
- Complete an Employee Disability Verification Form. Most disabilities must be documented by your healthcare provider or relevant specialist. Documentation should include the nature of your disability, a description of functional limitations, and may include suggestions for reasonable accommodations at the workplace.
- Return the completed Employment Accommodation Request Form and Employee Disability Verification form to DPRC or bring them with you to your initial appointment. If you have any questions about or need assistance in completing these forms, please contact the DPRC at email@example.com or 415-338-2472.
- Schedule an initial appointment with DPRC to formalize your employment accommodation request.
- DPRC evaluates how your accommodation request relates to the essential functions of your job. In most cases, we will ask for your current position description of record so that we can see the essential functions of your current job and determine appropriate accommodations for these essential functions.
- DPRC consults with your manager about your accommodation request, without disclosing diagnostic disability information.
- DPRC drafts a reasonable accommodation letter for you to review.
- In most cases, DPRC hosts an interactive accommodation meeting with you and your manager of record to discuss the details of the finalized accommodations.
- A final reasonable accommodation letter is sent to you and your manager of record.
Other Things to Keep in Mind:
- Most accommodations can be in place within 2-3 weeks of you, the employee, providing comprehensive documentation and formally requesting the accommodation with DPRC.
- A manager or supervisor may refer you to DPRC, but it is your responsibility to follow-up in a timely manner if you would like accommodation consideration.
- If you were permanently injured on the job or need long term leave consideration, DPRC will refer you to other employee resources such as Workers Compensation or Non-Industrial Disability Leave in Human Resources as a first step.
- For more information about the accommodation process for employees, please refer to Human Resources Practice Directive 445
A Note About Confidentiality
The DPRC is SF State University’s administrative program charged with collecting confidential medical and professional verification of a qualified employee’s disability to determine reasonable and appropriate employment accommodations. A disability is any mental or physical impairment that limits a major life activity, i.e. seeing, walking, breathing, etc. Employees requesting employment accommodations due to a disability must meet the criteria and requirements established under the California Fair Employment Housing Act (FEHA) as well as Title I of the Americans with Disabilities Act (ADA) as amended. The DPRC evaluates how each accommodation request relates to the essential functions of your job, which may include requesting your official position description of record.
Upon receipt of the accommodation request and health care forms, the DPRC creates a confidential file. Typically, this file contains medical information, the request form, written correspondence, and file notes. All disability-related information provided by you is strictly confidential and is only released if there is a health and safety related emergency.
Your employee accommodation file kept in a secure location, separate from official personnel or HR files. You are not required to provide supervisors/department heads with any specific information pertaining to your disability. However, supervisors and department heads are entitled to information regarding your approved reasonable accommodations and may ask to see a copy of your DPRC-approved reasonable accommodation letter.
Complaint / Grievance Procedure
Employees who believe an accommodation oversight has occurred, an accommodation has not been provided in a timely manner or who feel they have been denied a requested reasonable accommodation may seek reconsideration through established university policies and procedures. Please see existing collective bargaining agreements, Discrimination, Harassment and Retaliation (DHR) procedures and appropriate state and federal enforcement agencies below for more information.