Harvard University explores requests from staff with disabilities for workplace reasonable accommodations under the guidelines of the Americans with Disabilities Act as amended, and other applicable disability laws.
A reasonable accommodation is any change or adjustment to a job or work environment that permits a person 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 staff without disabilities. For example, a reasonable accommodation may include, but is not limited to: acquiring or modifying equipment or device, job restructuring, modified work schedules, etc.
- acquiring or modifying equipment or devices,
- job restructuring,
- modified work schedules,
- removing readily achievable barriers
The reasonable accommodation process, following the guidelines established by Title I of the ADA as amended, is a collaborative and interactive process between the employee, Human Resources, the manager/department head, and/or other subject matter experts such as UDR. While Harvard considers an employee’s preference when assessing requests for necessary reasonable accommodations, at times Harvard may offer an alternative accommodation, so long as the alternative is effective.
It is important to note that employees must perform the essential functions of their jobs and meet all job-related requirements, with or without reasonable accommodations. What is reasonable by way of accommodation typically is a fact-specific inquiry informed by job requirements.
Steps to Request an Accommodation:
The process is guided by the Americans with Disabilities Act, the ADA Amendments Act, applicable federal requirements, and Harvard’s commitment to diversity, inclusion, and belonging. The goal is to identify practical, reasonable support that helps employees participate fully at work.
1. Start the conversation
If you need an adjustment or support at work because of a medical condition, contact your local HR representative or University Disability Resources (UDR), when applicable. You do not need to use the phrase “reasonable accommodation” or reference the ADA. You can make a request in plain language—for example, by explaining that you need a change or support at work because of a medical condition.
2. Share the necessary information
You may be asked to complete an accommodation request form and provide supporting medical documentation. Medical information is kept confidential and separate from your personnel file.
If UDR is involved, UDR will review the request and documentation, meet with you, and work with HR and your department. If UDR is not involved, local HR will manage the process and may consult with UDR as needed.
3. Discuss your needs
HR or UDR may meet with you to talk about:
- The workplace barriers or limitations you are experiencing
- The support or change you are requesting
- Your essential job duties
- How long the accommodation may be needed
- Other possible solutions
This is a collaborative conversation, and you are welcome to suggest options that may work for you.
4. Review the request
HR will consider whether the accommodation is supported by the available information, is reasonable and effective, and allows you to perform the essential functions of your job without creating significant business difficulties. If the requested option is not workable, HR may discuss alternatives with you.
5. Consult with your department
HR or UDR may speak with your manager or department about your job responsibilities and how the accommodation could be put in place. Only information needed to evaluate or implement the accommodation will be shared. Medical details remain confidential.
6. Receive the outcome
You will receive a summary of the decision and, if approved, the accommodation. Your manager and HR may receive a copy so the accommodation can be implemented.
7. Put the accommodation in place
HR, your manager, and other appropriate partners will work with you to implement the accommodation. The arrangement can be reviewed later if your needs, job responsibilities, or workplace circumstances change.
For questions, or if you would like to schedule a no-obligation meeting before taking any next steps, please email the GSD HR inbox.