Frequently Asked Questions
General Disability Information – Employees and Managers
- What is a Disability?
UT Southwestern adheres to the definition of disability per the Americans with Disabilities Act, as amended (ADA). A disability is a physical or mental impairment that substantially limits one or more major life activities.
- What is a Major Life Activity?
Major Life Activity includes, but is not limited to, caring for oneself, performing manual tasks, seeing, hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning, reading, concentrating, thinking, communicating, and working; and the operation of a major bodily function including but not limited to functions of the immune system, normal cell growth, and digestive, bowel, bladder, neurological, brain, respiratory, circulatory, endocrine, and reproductive functions.
- What is a Qualified Individual?
A disabled individual who (1) otherwise satisfies the requisite skill, experience, education, and other job-related requirements of the employment position the individual holds or desires, and (2) can perform the essential functions of the position, with or without reasonable accommodation.
- What is a Reasonable Accommodation?
Any modification or adjustment to a job, an employment practice, or the work environment that enables an individual 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 similarly situated individuals without disabilities.
- What’s the difference between the ADA and FMLA?
FMLA (Family Medical Leave Act) provides eligible employees with a serious medical condition, or employees with immediate family members who have a serious medical condition, up to 12 weeks of protected leave. For additional information, see the UT Southwestern Supervisor’s Guide to Managing FMLA.
The ADA requires employers to provide reasonable accommodations to qualified employees with disabilities so they can perform their essential job functions, which may also include protected leave.
Find more information on FMLA and protected leave, click here: The Family and Medical Leave Act. If you have questions about FMLA, please contact Leave Administration at 214‑648‑9840 /LeaveAdministration@UTSouthwestern.edu.
The Accommodation Process for Employees
- What is the process for requesting reasonable accommodations due to a disability?
To request reasonable accommodations, follow this link: Employe ADA - Requesting a Reasonable Accommodation Due to Disability. Disability-related accommodations are designed to help employees perform the essential functions of their positions and to assist applicants and visitors in gaining access to UT Southwestern programs and opportunities. Campus Accessibility Services collaborates with UT Southwestern departments to provide reasonable accommodations for faculty and staff, coordinates accessibility compliance functions, provides training on and technical assistance with the Americans with Disabilities Act, as amended (ADA), advances campus accessibility, and fosters an inclusive community.
- What documentation is needed to support a request for an accommodation?
Please review our Disability Documentation Guideline document.
- How long does the process take?
Once CAS receives a request for accommodations and all necessary medical documentation, we generally will respond within 1 business day to start the process. To make a decision, we need the information reflected in your application and the information from your health care provider. CAS will contact you to schedule a meeting to discuss your impairment and appropriate accommodations to assist you in performing your essential job functions. CAS will also gather information from your supervisor about departmental needs and operations. This process may take up to 30 days, but a decision will be made sooner if you provide all of the needed documents at the time of your application.
- Will my manager know what my diagnosis is?
No. While evaluating your accommodation request, Campus Accessibility Services (CAS) may discuss with your manager the nature of your impairment, but strictly on a need-to-know basis. CAS will never disclose your medical diagnosis.
- Can I be fired or retaliated against because I requested an ADA accommodation?
No. The Americans with Disabilities Act (the “ADA”) guarantees that employees can request accommodations without being penalized or retaliated against by their employer. Individuals who feel that they experienced retaliation can file a complaint with the Office for Access & Title IX by calling 214-648-4343.
- Who can I speak with if I have questions about the process for requesting accommodations?
Please email Accessibility@UTSouthwestern.edu or call 214-648-6100.
The Accommodation Process For Managers
- My employee told me they had a disability and needed accommodations. What do I do?
Please Accessibility@UTSouthwestern.edu or complete the referral form here: Refer an Employee for ADA Accommodations.
- Following the approval of an accommodation request, what do I tell the other staff who perceive their peer is receiving special treatment?
All information related to disabilities and accommodations in the workplace, including whether an employee has made a request for accommodation, is confidential. CAS’s recommendation is to advise other members of your department that you cannot discuss confidential personnel matters.
- What do I do with an employee while their accommodation process is pending? Are they allowed to work?
If you have an employee who cannot work without an immediate accommodation, please contact CAS to discuss your employee's concern on a case-by-case basis. In limited circumstances, there may be adequate justification to provide provisional/interim accommodations prior to the final determination being made.
- What’s the difference between the ADA and FMLA?
FMLA (Family Medical Leave Act) provides eligible employees with a serious medical condition, or employees with immediate family members who have a serious medical condition, up to 12 weeks of protected leave. For additional information, contact UTSW Leave Administration.
The ADA requires employers to provide reasonable accommodations to qualified employees with disabilities so they can perform their essential job functions, which may also include protected leave.
Find more information on FMLA and protected leave here: The Family and Medical Leave Act. If you have questions about FMLA, please contact Leave Administration at 214‑648‑9840 /LeaveAdministration@UTSouthwestern.edu.
General Disability Information – Students
- What is a disability?
A disability is defined in the Americans with Disabilities Act (ADA) of 1990, as amended, and Section 504 of the Rehabilitation Act of 1973 as “...a mental or physical impairment which substantially limits one or more major life activities.”
If you have a mental or physical impairment, a history of such a condition, or a condition that may be considered by others as substantially limiting, you may have a legally defined disability.
- What does substantially limiting mean?
According to Section 504 of the Rehabilitation Act of 1973, substantially limiting is defined as being unable to perform a major life activity, or significantly restricted as to the condition, manner, or duration under which a major life activity can be performed, in comparison to the average person or to most people.
- What is a major life activity?
According to Section 504 of the Rehabilitation Act of 1973, a major life activity is defined as caring for oneself, performing manual tasks, walking, seeing, hearing, speaking, breathing, learning, and working.
The ADA, as amended, expanded this list to also include eating, sleeping, standing, lifting, reading, bending, concentrating, thinking, communicating, learning, interacting with others, and working. In addition, the ADA also includes major bodily functions (e.g., “functions of the immune system, normal cell growth, digestive, bowel, bladder, neurological, brain, respiratory, circulatory, endocrine, and reproductive functions”).
- Should I send my disability documentation with my application for admission?
No. You should follow the process outlined here after you have been admitted to UT Southwestern.
- What are academic accommodations?
Academic accommodations create equal access to education, as long as it doesn’t necessitate a substantial change in an essential element of the curriculum. This is determined by the institution. Such modifications may include an adjustment in the amount of time allowed to complete a test or an adaptation in the way specific courses are conducted.
- Does UT Southwestern provide services for student learners with disabilities?
Yes, accommodations and services are provided for students with documented disabilities to provide equal access to educational programs and services in compliance with Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act (1990), and UT Southwestern policy.
Campus Accessibility Services facilitates the provision of services and accommodations for students. Accommodations are determined on an individual basis by engaging in an interactive process with the student learner, reviewing disability documentation, and, at times, discussing accommodations with faculty.
- How do I apply for accommodations?
Accessibility@UTSouthwestern.edu to request our Accommodation Request Packet, or complete the form through our online portal: Student-Learner/Applicant - Formal Request for Accommodation Due to Disability.
- What documentation is required to receive disability services?
Students requesting services must provide current and comprehensive documentation from a qualified professional. The documentation must verify the disability and its impact on a student’s academic performance and functional limitations.
- Is there a deadline to apply for accommodations?
No, however, accommodations are not retroactive, so we encourage you to complete the paperwork and meet with Campus Accessibility Services prior to the beginning of your courses.
- If a student registers with Campus Accessibility Services, will it show up on transcripts and/or diplomas?
No. The fact that a student is registered with our office or receives reasonable accommodations does not appear on student records.
- Do you discuss my disability/diagnosis with anyone outside of Campus Accessibility Services?
No. While faculty will be informed that you have been approved to receive accommodations, they are not privy to what your disability is.
- How long do accommodations last?
We will approve accommodations for your current courses/schedule.
- What happens after my accommodations expire?
Campus Accessibility Services will meet with you prior to the beginning of each new set of courses or new schedule to discuss accommodations.
- What if I want to add accommodations?
If you find that you would like to request additional accommodations or would like to adjust your approved accommodations, please Accessibility@UTSouthwestern.edu.
- What if my accommodations are not being met?
Email Campus Accessibility Services immediately if your accommodations are not being provided to you.