University of Vermont

Human Resource Services and Operations

Disability Certification

Disability Certification and Support for UVM Faculty and Staff


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, with or without reasonable accommodation, can perform the essential functions of the job.

Reasonable Accommodation:   A reasonable accommodation is one that will allow a faculty or staff member with a disability to perform the essential functions of the job without undue administrative or financial burden to the University. Reasonable accommodations may include barrier removal, 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 who believes he or she requires a reasonable accommodation to perform the essential functions of the job must first be certified as a person with a disability by the University. To initiate the process, contact the Americans with Disabilities Act/504 Coordinator, in the Division of Human Resources, Diversity and Multicultural Affairs at 802-656-0945. The interactive process begins with a discussion about the need for an accommodation, the existing medical condition, and the documentation that is required from the individual’s health care provider for a determination that the employee has a certified disability. The employee will be required to provide his or her health care provider with a letter and certification form. The completed form must be returned to the ADA/504 Coordinator. The documentation must be from a duly licensed health care professional.

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 confidential, 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 above process does not result in sufficient documentation, 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.

If the employee is found to have a disability, the ADA/504 Coordinator will discuss possible accommodations with the 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 he or she has been subject to discrimination on the basis of a disability may file a complaint with the Office of Affirmative Action/Equal Opportunity. Before filing a complaint with AA/EO 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 policy 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 January 17 2018 12:15 PM