University of Colorado Anschutz Medical Campus

Americans with Disabilities Act (ADA) Compliance

The goal of the Americans with Disabilities Act (ADA) is to ensure that individuals with disabilities are not discriminated against or denied equal access to the same programs, services, and facilities available to others.

The University of Colorado Anschutz Medical Campus is required to provide reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment, and for persons who participate in or apply for participation in the University’s program and activities.

To make an accommodation request: Complete the Accommodation Request Form with your medical provider and submit to the campus ADA coordinator at: HR.ADAcoordinator@cuanschutz.edu

Reasonable Accommodation

Reasonable accommodation is any change or modification to the hiring process, a job, the work environment, or the way things are usually done that enables a qualified individual with a disability to apply for a job, perform the duties of a job, and enjoy benefits and privileges of employment equal to those without disabilities, without causing significant difficulty or disruption in the workplace or posing a health or safety threat.

Accommodations are provided on an individualized, case-by-case basis and considered in collaboration with the requesting employee, the ADA Coordinator, and the supervisor.

Employees and applicants are not required to disclose the medical need for an accommodation to their immediate supervisor or hiring manager and medical information is kept separate from the personnel file.

For more information about the disability accommodation process for employees, please refer to the Reasonable Accommodation Process Guide.

Qualified Individual with a Disability:

An applicant or employee with a disability who has the qualifications for the position desired or held (through training, education, experience) and who can perform the position’s essential functions with or without accommodations.

Disability:

A mental or physical impairment, or record or perception of a mental or physical impairment, that substantially limits one or more major life activities (e.g., the ability to walk, talk, see, hear, breathe, learn, sleep, take care of oneself, or work).

Reasonable Accommodation:

Any modification that permits a qualified individual (applicant, employee) with a disability to perform the essential functions of a position without imposing undue hardship on the employer.

Undue Hardship:

An accommodation that is unduly costly, extensive, or disruptive to the employer.

Essential Functions:

Those duties that exist as the very purpose for the position and must be performed by the person holding the position. Essential functions must be distinguished from marginal functions which may be eliminated or reassigned to other employees. Factors to consider are:

the number of employees available to perform the function
the consequences of not having the function performed
whether the function requires special skills for which the employee was hired

Reasonable accommodation is a modification or adjustment to a job or work environment that permits a qualified applicant or employee with a disability to participate in the job application process, to perform the essential functions of a job, or to enjoy benefits and privileges of employment equal to those enjoyed by employees without disabilities.

An employer is required to provide a reasonable accommodation to a qualified applicant or employee with a disability unless the employer can show that the accommodation would be an undue hardship—that means that providing the reasonable accommodation would result in significant difficulty or expense.

Accommodations vary depending upon the needs of the individual applicant or employee. Not all people with disabilities (or even people with the same disability) will need the same accommodation. Reasonable accommodations are determined on a case-by-case basis as part of an interactive process between the employee, the ADA Coordinator and others as necessary. Employees can initiate a request for a disability-related workplace accommodation by contacting the ADA Coordinator (AC). The AC will review such requests in accordance with the University policy and state and federal disability-related employment laws.

The ADA imposes higher confidentiality requirements than previous laws and restricts the degree of access to confidential medical records, histories and information. University policy, procedures and practice were developed in accordance with these higher confidentiality standards.

Confidential Medical Information

You may be required to provide confidential medical information to the ADA Coordinator that allows your employer to:

verify a disability
determine restrictions and accommodation recommendations related to performance of essential functions of your job
verify the need for, timing of and length of a medical leave.

Note that information provided to managers and supervisors in support of routine use of sick leave is NOT considered a confidential medical record and may be retained by your manager or supervisor.

Only ADA Coordinators (ACs) are authorized to request, receive and maintain confidential medical records for all employing units in their divisions.
You may need to submit confidential medical information and documentation to the AC not to your manager or supervisor.
Confidential medical information may not be maintained in your personnel file.
All confidential medical information/documents are covered by the ADA regardless of the source. Information from you or a third party (such as your treating specialist, Workers’ Compensation personnel, Income Continuation Insurance personnel, physical therapists, etc.) should be provided to the AC only.
Typically, our Income Continuation Insurance carrier sends medical documentation to the employing unit. Request that your manager or supervisor ensure this is not maintained in your personnel file and that it is forwarded to the AC.

Disability Accommodations

You may request an accommodation informally by discussing the need for accommodation with your supervisor.
You may request an accommodation formally by submitting your confidential Accommodation Request Form to the ADA Coordinator (AC).
If your manager or supervisor requests confidential medical information or documentation, contact the AC.
The AC will coordinate the decision-making process with your manager or supervisor which may include interactive discussions with you to identify reasonable accommodations.
Your disability and accommodations are confidential; therefore, your manager or supervisor may not disclose this information to co-workers and staff.
If you discuss your disability or accommodations with co-workers and staff, your manager or supervisor’s ability to maintain confidentiality is compromised. If you transfer, are promoted, or are reinstated to a position in a different division or agency, The AC will not forward information about your disability or any accommodations that were provided. Therefore, if you need accommodations in the new position, you need to advise your new supervisor or manager.

For clarification or additional information about confidentiality, contact the campus ADA Coordinator.