| Related Policy | Version Effective Date | Review Cycle | Last Reviewed | Procedures Contact |
| UMGC Policy VI-1.02 Workplace Reasonable Accommodations | May 7, 2026 | Every 5 years | May 7, 2026 | Employee Accommodations |
- Purpose and Scope
- These Procedures establish the process by which the University of Maryland Global Campus (UMGC) evaluates, approves, provides, manages, and recovers accommodation equipment for employees as a reasonable accommodation under the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, and other applicable federal and state laws.
- These Procedures apply to all UMGC employees and applicants who request assistive, adaptive, or specialized equipment as a workplace accommodation to enable the performance of essential job functions.
- Definitions
- Accommodation Equipment: Assistive, adaptive, or specialized equipment approved as a reasonable accommodation to enable an employee to perform the essential functions of their position. This may include, but is not limited to:
- Assistive technology (e.g., screen readers, magnification software, speech-to-text software)
- Adaptive furniture (e.g., ergonomic chairs, adjustable desks)
- Specialized hardware or software
- Modified office equipment
- Employee Accommodations Unit: The UMGC office responsible for administering the interactive process and evaluating accommodation requests.
- Essential Functions: The fundamental, basic job duties performed in a position. A function may be essential because: the position exists to perform that function; there are a limited number of employees available who could perform that function; and/or the function is highly specialized, and the incumbent is hired for special expertise or ability to perform it.
- Interactive Process: Ongoing communication between the employee and employer, or other UMGC personnel, for the express purpose of providing a reasonable accommodation.
- Personal-Use Equipment: Items primarily intended for personal benefit or use outside of performing essential job functions, or equipment that is not reasonably reusable or reassignable within the University.
- Accommodation Equipment: Assistive, adaptive, or specialized equipment approved as a reasonable accommodation to enable an employee to perform the essential functions of their position. This may include, but is not limited to:
- Procedures
- Initiation of Request: Employees or applicants seeking accommodation equipment must submit a request to the Employee Accommodations Unit in accordance with the University’s established accommodation process. Requests may be initiated by the individual or, when appropriate, by a supervisor, recruiter, or manager.
- As part of the Interactive Process, the Employee Accommodations Manager may request supporting documentation from a qualified healthcare or credentialed professional to substantiate the existence of a qualifying disability and to evaluate the necessity of the requested equipment in enabling the individual to perform the essential functions of the position.
- Evaluation and Determination: Employee Accommodations will engage in the interactive process to determine whether the requested equipment constitutes a reasonable and effective accommodation under applicable law. In evaluating the request, UMGC may consider the relationship of the equipment to the essential functions of the position, cost and budgetary impact, feasibility, operational considerations, availability of alternative effective accommodations, and whether the equipment can be reasonably reused, reassigned, or maintained within the University.
- UMGC reserves the right to decline requests for equipment that is primarily personal in nature, not job-related or consistent with business necessity, not reasonably reusable or maintainable by the institution, or that would impose an undue hardship as defined by law.
- Approval, Cost, and Use of Equipment: If accommodation equipment is approved, the employee must execute the Agreement to Return ADA Equipment prior to receipt. All approved accommodation equipment remains the property of UMGC unless otherwise specified in writing.
- UMGC will cover the cost of approved equipment, including standard installation, necessary accessories, and required software. However, UMGC reserves the right to require the employee to cover all or a portion of the cost of equipment when the item is specialized beyond what is necessary for reasonable accommodation, exceeds standard institutional cost thresholds, provides substantial personal benefit, cannot reasonably be reused or reassigned, or surpasses available budget allocations.
- Employees are responsible for the appropriate use, reasonable care, and safeguarding of accommodation equipment and must promptly report any malfunction, damage, loss, theft, or change in accommodation need. Equipment may not be modified, transferred, relocated, or repurposed without prior authorization.
- Return and Recovery of Equipment: Accommodation equipment must be returned to UMGC upon separation from employment, when the accommodation is no longer required, when equipment is replaced or upgraded, or upon request by UMGC. Failure to return University-owned equipment may result in the employee being required to repay the full replacement cost or an appropriate prorated amount necessary to replace the equipment. Any repayment obligation or payroll deduction will be administered in compliance with applicable federal and state laws and UMGC procedures. Employees will receive written notification of any repayment determination prior to deduction or collection efforts.
- Related Policies and References