ADA Workplace Accommodation

Request a Workplace Accommodation

Pursuant to the Americans with Disabilities Act and UNM Policy 3110, qualified individuals with a disability or serious medical condition may seek reasonable accommodations in the workplace.  

FOR STUDENTS SEEKING AN ACADEMIC ACCOMMODATION: Please contact UNM Accessibility Resource Center to arrange for academic adjustments in your classes or academic program.

Employees may use the above linked Accommodation Request Form to begin the accommodation process, or may request an accommodation directly from their supervisor. To assist both employees and supervisors through this process, please review the guidance in the below dropdown menus.


  1. Make the Request.The employee is responsible for requesting a workplace accommodation for a disability or serious medical condition. The request can be made to the employee’s direct supervisor of to CEEO via an Accommodation Request Form. Verbal requests for an accommodation are acceptable, but it is best practice to put the request in writing. Make or save copies of any documents you provide to your supervisor. 
  2. Engage in the Interactive Dialogue.Speak to your supervisor or the UNM ADA Coordinator to discuss your specific accommodation request, the limitations that are created by your disability or serious medical condition, and the essential functions of your job. This dialogue is meant to be informal and serve as an opportunity to strategize how to implement the most effective accommodation. Document the process, including who was in attendance and what was communicated. 
  3. Follow Up.If your supervisor has not responded to your request, ask them what might be delaying a response. Inform the ADA Coordinator if necessary to ensure the accommodation process progresses, and especially if more than fifteen (15) days have passed since you made your request to your supervisor. 
  4. Medical Documentation.While your supervisor may request a doctor’s note for absences or appointments, you are not required to provide medical documentation, diagnoses, or other protected health information to your supervisor. If your supervisor requests such documentation, ask your medical provider to complete the Medical Inquiry Form and send it to CEEO via hand-delivery, mail, or fax at (505) 277-1356. CEEO will keep this information secure and confidential, and will notify you and your supervisor of whether your medical documentation confirms you are a qualified individual with a disability under the ADA. 
  5. Accommodation Agreement.If you and your supervisor are in agreement about your accommodation request, you do not need to hold a meeting with a UNM ADA Coordinator. Rather, you and your supervisor may draft and submit an accommodation agreement, utilizing a CEEO accommodation agreement template, and submit it to CEEO upon completion. In limited circumstances, an ADA Coordinator may make revisions or ask to meet to ensure that the accommodation is reasonable under the ADA. If needed, an ADA Coordinator or Accommodation Specialist can assist with drafting the accommodation agreement. 
  6. Other Resources.Other University offices may be able to assist in certain circumstances, and include: 
    • Human Resources (for staff): for an analysis of essential job functions, FMLA options, short or long-term disability, and other benefits. 
    • Office for Academic Personnel (for faculty and instructors): for an analysis of essential job functions, FMLA options, short or long-term disability, and other benefits.
    • CARS or Ombuds: for a confidential space to discuss your accommodation request before speaking with your supervisor. 
    • CEEO: in the event your supervisor denies your accommodation; changes an existing accommodation without your discussion and agreement; if your accommodations are not being met; or if you and your supervisor cannot come to an agreement on an accommodation. 
  7. Update as Needed.If the accommodations you received are not working as expected or your medical condition or disability worsens or improves, notify your supervisor and engage in the Interactive Dialogue to determine whether your approved accommodations should be adjusted. Provide any agreed upon updates to the ADA Coordinator. 
  1. Listen to the Employee’s Request. The employee is responsible for requesting a workplace accommodation for a disability or serious medical condition. The request can be made to the employee’s direct supervisor or to CEEO via an Accommodation Request Form. Verbal requests for an accommodation are acceptable, but it is best practice to put the request in writing. Make or save copies of any documents the employee provides. PLEASE NOTE: an employee may communicate they are having difficulty without saying they need an accommodation (e.g., “Sorry I haven’t been on time lately, I am taking new medications,” or “I have been feeling really anxious/depressed/down recently.”). If this occurs, start the Interactive Dialogue or contact the ADA Coordinator for guidance. 
  2. Important Reminders for Supervisors: 
    • Accommodations and accommodation requests are confidential. 
    • A supervisor CANNOT deny an accommodation without first holding an interactive dialogue with the employee AND consulting with the UNM ADA Coordinator. 
    • Accommodation documents should be kept separate from the employee’s personnel file. 
    • If progressive discipline or performance improvement occurs, those conversations should be entirely separate from conversations about the accommodation. 
    • The department is responsible for bearing the costs of an accommodation. If your department needs financial assistance to meet the accommodation request, please submit a Reasonable Accommodation Funding form. 
  3. Begin the Interactive Dialogue. Speak to the employee about their specific accommodation request, the limitations that are created by their disability or serious medical condition, and the essential functions of their job. Provide the employee with the Employee Guide to Accommodations at the CEEO website. This dialogue is meant to be supportive, informal, and serve as an opportunity to strategize how to implement the most effective accommodation. Document the process, including who was in attendance and what was communicated.
  4. Readily Accommodate When Possible. If an employee requests an easily or readily implemented accommodation – such as an ergonomic keyboard, standing desk, software – you should make swift efforts to obtain that assistive device or implement the request. Be sure to document once the request is fulfilled.
  5. Seek Advice. If you or the employee need guidance in navigating the accommodation process, contact the ADA Coordinator to schedule a meeting.
  6. Medical Documentation. While you may request a doctor’s note for absences or appointments, an employee is not required to provide medical documentation, diagnoses, or other protected health information to their supervisor. If medical documentation is required to confirm a serious medical condition or disability, ask the employee to complete the Medical Inquiry Form and have it sent to CEEO via hand-delivery, mail, or fax at (505) 277-1356. CEEO will keep this information secure and confidential and will notify you and the employee of whether the medical documentation confirms they are a qualified individual with a disability under the ADA.
  7. Accommodation Agreement. If you and the employee agree about the accommodation request, you do not need to hold a meeting with a UNM ADA Coordinator. Rather, you and the employee may draft and submit an accommodation agreement, utilizing a CEEO accommodation agreement template, and submit it to CEEO upon completion. In limited circumstances, an ADA Coordinator may make revisions or ask to meet to ensure that the accommodation is reasonable under the ADA. If needed, an ADA Coordinator or Accommodation Specialist can assist with drafting the accommodation agreement.
  8. Other Resources. Other University offices may be able to assist in certain circumstances, and include:
    • Human Resources (for staff employees): for an analysis of essential job functions, FMLA options, short or long-term disability, and other benefits.
    • Office for Academic Personnel (for faculty and instructors): for an analysis of essential job functions, FMLA options, short or long-term disability, and other benefits.
    • CARS or Ombuds: for a confidential space to discuss the employee’s accommodation request, how to navigate and balance the employee’s needs with the department’s, etc.
    • CEEO: in the event the employee is not meeting the accommodation agreement; or if you and the employee cannot come to an agreement on an accommodation.
  1. Check in and Update as Needed. If the accommodations are not working as expected or the employee’s medical condition or disability worsens or improves, engage in the Interactive Dialogue to determine whether the approved accommodations should be adjusted. Provide any agreed upon updates to the ADA Coordinator.

Link to sample ADA Accommodation Agreement Template

Link to Medical Inquiry form