University of Vermont

Human Resource Services and Operations

Disability Certification

Disability Accomodation Request Procedures for Employees and Applicants for Employment


Disability:  A physical or mental impairment that substantially limits one or more major life activities.  An individual with a disability also includes someone who has a “record” of such a condition, and someone who is “regarded” as having such a condition.

Qualified Individual with a Disability:  An individual with a disability who has the required background and can perform the essential functions and meet technical standards of a job, with or without reasonable accommodations.

Reasonable Accommodation:   A reasonable accommodation is one that will allow a faculty or staff member with a disability to safely perform the essential functions of their job without undue administrative, operational, or financial burden to the University. Reasonable accommodations may include job restructuring, part-time or modified work schedule, reassignment to a vacant position, acquisition or modification of equipment or devices, adjustment or modification of exams, training materials, or policies, provision of qualified readers or interpreters, software or other similar accommodations.


An employee or applicant for employment who requires a reasonable accommodation to perform the essential functions of their job must first be established as a person with a disability by the University.

To initiate the process, contact the ADA/504 Coordinator, in the Office of Affirmative Action and Equal Opportunity (AAEO) at 802-656-0945. The process begins with a discussion about the need for an accommodation, the existing medical condition, and any documentation required from the individual’s health care provider for a determination that the employee has a disability, as defined by the ADA. If medical documentation is required to make this determination, the employee or applicant for employment must provide information from a duly licensed health care provider to the ADA/504 Coordinator.

Documentation used to determine whether the employee has a disability will be kept on file separately from the employee’s University personnel file and will remain private, to the extent permitted by law. Information will be disclosed to the supervisor and other University officials only to the extent necessary to determine and implement appropriate, reasonable accommodations.

If the initial medical documentation provided is not sufficient to make a determination of disability, the ADA/504 Coordinator will request that the employee provide additional information. The University may require specific additional information from the health care provider. The University may also request an independent assessment if the University cannot determine whether an employee has a disability based on the information provided by the employee’s health care professional or if their accommodation request is related to their condition.

If the employee is found to have a disability, the ADA/504 Coordinator will discuss possible accommodations with the employee, supervisor, and other campus professionals, as necessary.

Once a reasonable accommodation is agreed upon and any necessary funding is secured, the ADA/504 Coordinator will continue to work with the employee, the supervisor, and other necessary University officials to implement the accommodation as efficiently as possible.

If, following the provision of accommodations under this procedure, the employee wishes to request a modified accommodation, this request must be made to the ADA/504 Coordinator, and will be considered using the procedure outlined above.

Any disagreements about implementing agreed upon accommodations should be brought to the attention of the ADA/504 Coordinator.

If the employee and supervisor cannot reach agreement regarding an accommodation, the employee may make a written appeal to the next level supervisor with a copy to the ADA/504 Coordinator. A staff member who is still not satisfied after review by the next level supervisor may seek final review from the Vice President for Finance and Administration.  A faculty member who is not satisfied with the next level review may seek final review from the Provost.

An individual who believes they have been subject to discrimination on the basis of a disability may file a complaint with the AAEO. Before filing a complaint with AAEO regarding an accommodation, the individual should attempt to reach consensus on reasonable accommodation by following all steps in the procedure outlined above.

This procedure will be reviewed periodically to ensure its effectiveness.


Questions related to the daily operational interpretation of this procedure should be directed to:

Amber Fulcher, ADA/504 Coordinator
The University of Vermont
428 Waterman Building
Burlington, Vermont 05405
(802) 656-0945

Questions or concerns related to disability-based discrimination should be directed to:

Nick Stanton, Director
Affirmative Action and Equal Opportunity
The University of Vermont
428 Waterman Building
Burlington, Vermont 05405
(802) 656-3368

Last modified February 26 2018 08:07 AM