Accommodations
What is an accommodation?
A reasonable accommodation is a change to the way things are usually done at work that helps a qualified employee (or job applicant) with a disability or pregnancy-related limitation. This can be help to apply for a job, perform their job duties, or have access to the workplace that is equal to those without disabilities. An accommodation is meant to help without causing significant difficulty or disruption in the workplace or, for disability-related requests, posing a direct threat.
You have the option to request an accommodation if you have a disability, chronic medical condition, or a pregnancy-related limitation that makes it harder to apply for a job, do your job, or access rights, benefits and opportunities at work.
Why are accommodations important?
Accommodations are important because they help us hire and retain talented employees, support people throughout their careers, and show our commitment to a diverse and inclusive workplace where everyone is valued and can contribute.
What is the process?
Every accommodation request is handled through an interactive process—a collaboration between the employee and the university to explore options and identify what will work for both. Because each person’s situation is unique, accommodations are determined on an individualized, case-by-case basis.
You will need to share with your DDR what is difficult for you at work and how your medical condition, disability, or pregnancy-related limitation affects your work. You can make an accommodation request by:
- Giving a completed Accommodation Request Form for Employees and Job Applicants to your DDR; or
- Emailing or Calling your DDR with the information that’s requested on the Accommodation Request Form; or
- Talking directly with your DDR and providing the same information that’s on the form—your request will then be confirmed in writing during the interactive process.
If you are not sure whether you qualify for an accommodation, or do not know what to request, we encourage you to reach out anyway—your DDR will help determine whether an accommodation is appropriate and guide you through the process.
The accommodation request form is a pdf that can be printed and filled by hand, or may be filled in Adobe Acrobat.
While it’s best practice to use the form, it’s not required to start the process. You may start the process by contacting your DDR. If you choose to use the form, you can print it and fill it out by hand or complete it electronically in Adobe Acrobat. Once signed, submit it to your Divisional Disability Representative (DDR).
What happens after I make a request?
Connecting with your DDR
After your request is submitted, in most cases, your DDR will contact you for a confidential meeting. A member of the Employee Disability Resources (EDR) office often joins these meetings. If an EDR contact is not already included, you may request that they participate.
Gathering information
In your meeting with your DDR, they will ask questions about your disability, medical condition, or pregnancy-related limitations and how those limitations affect your ability to perform the essential duties of your job. When appropriate, the meeting will also focus on identifying accommodations that may help address those disability-related impacts. If you already have ideas for accommodations, we want to hear them—but it’s also completely fine if you don’t. These conversations are a chance to brainstorm possible supports together.
In most cases, we will also request written medical information from your health care provider to better understand your limitations and whether they have recommendations for accommodations. Your DDR will give you a letter to share with your provider with the specific information needed.
Supervisor’s role in the process
Supervisors play an important role in the accommodation process. They help notice when an employee may be making a request for an accommodation and then guide the employee to their DDR.
After you make a request and meet with your DDR, the DDR will usually talk with your supervisor. They will review your request and your job duties and discuss how the accommodation might affect your ability to do your job, how it might impact your unit, and how it could be put in place.
The DDR will only share the minimal medical information as necessary – such as your limitations, not your diagnosis. We also instruct supervisors to keep this information confidential and not share it with others. Supervisors are involved in discussing requested accommodations, identifying possible accommodation ideas, and supporting the implementation of accommodations. While supervisors are an important part of the process, your DDR makes the final decision on accommodation requests.
More information for supervisors can be found in our KnowledgeBase (KB). Start with “Supporting employees through reasonable accommodations: A guide for supervisors.”
Decision and next steps
Once a decision is made, your DDR will send a letter to you and your supervisor outlining the decision.
If your accommodation is approved, it will go into effect as soon as possible. Some accommodations may take additional time to implement—such as those that require ordering equipment or scheduling services.
If your request is denied or an alternative accommodation is approved instead, you have the right to appeal through the Appeal Process.
Ongoing support and adjustment
The interactive process may involve follow-up meetings, collaboration with other university partners, or trial periods to see how an accommodation works before adjusting it. The process is flexible and ongoing to ensure the best fit.
Examples of possible accommodations
Accommodations are personalized and might look different based on needs. These examples show different categories of types of accommodations. They are intended for illustration only. Every accommodation request is reviewed individually through the interactive process, and approval depends on your specific needs, job duties, and operational requirements. These examples do not guarantee that similar accommodations will be approved.
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Making existing facilities accessible and usable
- Accessible stall in a restroom
- Hold meetings/training in accessible locations
- Replace small knobs and switches
- Modify the type of lighting in a room
Acquiring or modifying equipment/devices
- Visual fire alarms
- Voice activated software
- Adjustable work surfaces (sit/stand)
- Adapted tools, ergonomic keyboard
- Access to a refrigerator for storing medications
Job restructuring
- Allow uninterrupted work time for a period during the day
- Adjust time of day when activities are performed
- Adjust methods of how work is performed
Part-time or modified work schedules
- Flexible scheduling
- Adjusting break times
- Work from home
Modified policies and procedures
- Altered dress code
- Written instructions vs. verbal
- Permitting food or drink at a workstation where it is not usually allowed
Adjustments to examinations and training materials
- Allow an applicant more time for an examination
- Read an exam out loud for an applicant
- Provide training materials in alternative formats
Provide communication assistance
- Large print materials
- Live captioning
- Note takers
- Sign language interpreters
Applying for a job at UW-Madison?
Accommodations for job applicants
Applicants request accommodations through the same process as employees—by contacting the Divisional Disability Representative (DDR) for the division where the job is posted. The job posting lists the school, college, division, or unit. If the posting has closed, log into your applicant account, select “View Application,” and you’ll see the contact person listed.
If you’re unsure who to contact, reach out to the Employee Disability Resources (EDR) office at employee.access@wisc.edu. EDR is the university-wide hub for employee and applicant accommodations, offering information, consultation, and confidential support.
Disclosing a disability during the hiring process
Deciding when or if to share information about a disability is a personal choice for each applicant. Some choose to disclose early if they need an accommodation during the application or interview process. In some cases, applicants may need accommodations on their first day so they will request one after receiving a job offer. For others, disclosure may happen once they begin the job. They may prefer to begin their job first and then decide if they need accommodation.
There’s no single “right” time—it depends on your comfort level and needs. For more detailed guidance on disclosure and requesting accommodations, visit our KnowledgeBase, or reach out to the EDR office for a confidential conversation.
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On-site interviews
Accessible Visitor Parking
Our partners in Transportation Services offer:
- Short-term accessible visitor parking
- Madison Metro transit details
- Information about our accessible circulator shuttle
Lactation Rooms
View our interactive lactation room map to find a location near your interview process.
Contact the DDR in the division you are applying for a job if you have additional questions or needs for your interview. If you’re not sure who to contact, please reach out to the Employee Disability Resources (EDR) Office. We’re here to help!
Sign language interpreting or live CART captioning for your interview
The McBurney Disability Resources Center provides sign language interpreting and captioning services for job applicants and employees. The Divisional Disability Representative will work with McBurney staff to arrange the accommodation.
Your privacy
Applying for accommodations is a confidential process and deciding whether to disclose a disability is a personal choice.
Some employees choose to share this information only when they need an accommodation or medical leave, while others may disclose earlier for support or planning purposes. Regardless, any information shared is kept confidential and used only to facilitate the accommodation process. Learn more about disclosure considerations.
Your DDR is the person within your School, College, Division, or Administrative Unit designated to hold confidential medical information, which is kept separate from all personnel files.
Key guidelines about confidentiality
- Medical information obtained as part of the accommodation process is confidential and maintained separately from personnel records in accordance with the ADA.
- You may be asked to provide medical documentation to your Divisional Disability Representative (DDR) to verify a disability or a pregnancy-related limitation, identify related limitations, or support medical leave. This documentation is maintained only by DDR staff and is not shared with your supervisor.
- Your DDR may share limited information with your supervisor on a need-to-know basis to help identify an accommodation. This typically includes information about your limitations and requested accommodations, but not your diagnosis or medical details.
- Supervisors and managers must maintain confidentiality. They may not share information about your disability, pregnancy-related limitations, or accommodations with your coworkers or others. If workplace changes need to be explained, they should do so without disclosing medical information or indicating that you have an accommodation.
- Routine use of sick leave (such as reporting an absence) is not considered confidential medical information and should be reported to your supervisor in accordance with your unit’s procedures. However, medical documentation – such as a doctor’s note or certification – that includes a diagnosis, limitations, or other confidential medical information must be submitted to your DDR.
- When changing positions accommodations are not automatically transferred. If you need continued or new accommodations, contact your new DDR or the EDR office to begin the interactive process.
If you have further questions about accommodations, contact us at employee.access@wisc.edu.