Accommodation for pregnancy and related medical conditions
Table of Contents
Last updated: October 21, 20024
This page applies to all staff, academic personnel, and student employees
Overview
The University is committed to providing reasonable accommodation for known limitations due to pregnancy, childbirth, and related medical conditions as described in APS 46.7. The accommodation process is intended to be interactive and collaborative, relying on open communication and active participation between you and the University.
The following pregnancy accommodation requests do not require supporting documentation or health care provider certification:
- Providing more frequent, longer, or flexible restroom breaks
- Modifying a no food or drink policy
- Providing seating or allow for more frequent sitting if the job requires standing
- Modifying lifting limits of greater than 17 pounds
Similarly, providing reasonable break time to express breast milk as necessary after the child’s birth and having access to a lactation space do not require health care provider certification.
If you feel additional accommodations are needed, follow the accommodation request process below. A written certification from a health care professional explaining the need for reasonable accommodation may be required.
Additional accommodations include, but are not limited to:
- Job restructuring, part-time or modified work schedules, temporary reassignment to a vacant position, or acquiring or modifying equipment, devices, or an employee’s work station.
- Providing a temporary transfer to a less strenuous or hazardous position.
Finding your UW accommodation consultant
| Requesting employee | Assigned UW accommodation consultant | How to reach them |
|---|---|---|
| Contract-covered academic personnel | Your department's UWHR Human Resources consultant | Find your department on HR contact by organization |
| Non-contract covered academic personnel (including faculty) | Disability Services Office (DSO) | Email [email protected] or call (206) 543-6450 |
| Medical Centers staff | Your assigned Medical Center's leave/accommodation specialist | Select UW Medical Human Resources - Leave Management at hr.uw.edu/contact-us/ or call 206-598-6116 |
| UW Facilities staff | UW Facilities HR managers | UW Facilities Partner Resources |
| All other staff, ASEs, student employees | Your department's UWHR Human Resources consultant | Find your department on HR contact by organization |
Requesting accommodation
If your request for accommodation under APS 46.7 does not require supporting documentation, you may communicate your request to your manager and/or UW accommodation consultant.
For all other accommodation requests under APS 46.7, submit a completed Pregnancy Accommodation Request (PDF) form to your UW accommodation consultant .
If you are asked to provide reasonable documentation to support your accommodation request, the Pregnancy Health Care Provider Statement (PDF) form may be completed by your medical provider and sent directly to your UW accommodation consultant. Medical information should not be submitted to your manager or department.
While use of the forms provided is not required, these forms are designed to obtain sufficient information for the University to respond to your request for accommodation in a timely manner. Not using the forms or providing incomplete information may delay the accommodation process due to the additional time needed to clarify your needs and related medical information.
Accommodation process
The University will respond to your accommodation request as quickly as possible. Response time may be affected by the complexity of the accommodation requested.
For minor workplace adjustments, your manager may be able to implement requests without additional assistance beyond the department. However, requests requiring job duty modifications, environmental changes, equipment purchases, or other significant actions may require coordination with your UW accommodation consultant.
Confidentiality
By law, your medical information must be maintained confidentially and separately from your employee personnel file. UW Human Resources maintains medical files for staff employees.
Complaint resolution process
If you are not satisfied with the University’s response to your accommodation request, speak with your HR consultant or visit complaint resolution for guidance on the next steps available to you. Individuals may also address complaints to the Attorney General’s Office.
Manager responsibilities
Receiving a request
If an employee requests an accommodation that does not require supporting documentation, you are expected to work with the employee to implement reasonable accommodations and documenting the request and response.
Questions about accommodation requests can be directed to the UW accommodation consultant for your unit. Your UW accommodation consultant can help if:
- You have questions about the accommodation being requested (duration, scope, necessity, workplace impact, or the employee’s ability or inability to perform the position’s essential functions).
- An employee tells you about a health problem that could impact their ability to perform their job but does not make a specific accommodation request.
An accommodation request and its possible alternatives must be thoroughly evaluated prior to denial. A manager may not deny an employee’s request for reasonable accommodation without first consulting with the unit’s UW accommodation consultant.
Medical information
Do not keep medical records in departmental files. If you receive documents containing medical information, immediately forward them on to your UW accommodation consultant.
You should not ask the employee for personal medical information or about the condition itself; your focus should be on the workplace modification being requested. The employee is not required to disclose medical information to their manager. However, if an employee does choose to disclose such information, advise them that you will keep the information confidential, and redirect them to the appropriate resource if they have questions about accommodation procedures or policies.
Additional resources
- Temporary disability leave for pregnancy and childbirth
- APS 46.7 Reasonable Accommodation of Employee Pregnancy and Related Medical Conditions
- Disability Services Office
Forms