UAB’s AWARE program provides confidential disability-management services when an employee’s job is affected by a physical, mental, or emotional impairment.

The Americans with Disabilities Act (ADA) defines a reasonable accommodation as any modification in the workplace or in the way a job is carried out that allows a person with a disability who is otherwise qualified for the position, to perform the essential functions of their positions.

Whether an accommodation is reasonable will vary according to the position the employee holds, the way their disability affects their ability to do their job, and the environment that they work in. The needs of the employer will be discussed as a part of the review.

Yes, if you have previously requested a COVID-related accommodation and want to continue that request, you will need to complete a new accommodation request form as well as provide updated medical documentation.

Requests for an accommodation due to childcare needs should be directed to the employee’s supervisor or departmental administrator.

Requests for an accommodation as a result of being a caregiver, a spouse or living with someone with a medical condition and/or disability should be directed to the employee’s supervisor or departmental administrator.

Accommodation requests are unique and specific to the individual employee. Any request for an accommodation through the AWARE Program will be reviewed and processed as quickly as possible.

After submitting a request, you will receive an acknowledgement within 1-2 business days. If the employee has not received a response, please contact the AWARE Program directly at hraware@uab.edu or 205-975-9973.

Wondering if your supervisor or anyone in your work area is allowed to review your medical documentation or accommodation request form?

Access to the accommodation request forms are part of the AWARE program and can be reviewed by central Human Resources. The AWARE team maintains medical documentation for accommodations requests that are processed through the AWARE Program. These documents are confidential and maintained according to HIPAA privacy. In order to identify a reasonable accommodation for employees, the AWARE Program will have general discussions regarding the employee’s request and needs. However, to protect the privacy and personal health information of our employees, supervisors cannot access accommodation request forms or medical documentation received by the AWARE Program.

Yes, your supervisor will be contacted to discuss your request for an accommodation. General, limited information about a medical condition’s impact on your ability to perform the essential functions of you position are shared with supervisors and others only when there is a “need to know” in order to effectively conduct the interactive process and/or implement accommodations.

No, if you and your supervisor have already discussed the request and have confirmed a mutually agreed upon accommodation, you do not have to contact the AWARE Program.

Requests for an accommodation will be reviewed on a case-by-case basis as there are multiple factors to consider, including but not limited to, discussions with the employee and supervisor, operational needs within the business unit, and documentation provided by the employee’s health care provider(s). Examples of reasonable accommodations may include, but are not limited to, change in work hours; alternating shifts; and staggered scheduling.

If a requested accommodation would result in an undue hardship, the University does not have to provide the accommodation.

An undue hardship is defined as a significant difficulty or expense. The focus is on the resources and circumstances of the employer in relation to the cost or difficulty of providing a specific accommodation. An undue hardship also refers not only to financial difficulty, but to reasonable accommodations that are unduly extensive, substantial, disruptive, or those that would fundamentally alter the nature or operation of the business.

The employee’s supervisor will be informed of the accommodation request and will be engaged in an interactive process to discuss effective work accommodations, the essential functions of the position, and the department’s operational needs. While it is key to explore the employee’s preferred accommodation when possible, it may be necessary to approve an alternative accommodation that would also meet the employee’s needs.

• When an accommodation is granted the employee will receive an approval notice. If needed, the AWARE Program will work with the department and other personnel, to implement the accommodation where needed.
• In limited instances, a requested accommodation may pose an “undue hardship” on the department which would prevent the accommodation from being offered. If an accommodation is not granted, the AWARE Program will work with the employee and the department to determine whether alternative accommodations are available.

Medical documentation should be submitted to the AWARE Program at hraware@uab.edu. Do not give medical documentation to your supervisor or departmental administrators.

To request an accommodation through the AWARE Program complete the Employee Workplace Accommodation Request Form. Additionally, a medical release may be necessary if you are unable to provide appropriate medical documentation.

Faculty and staff directed to return to campus who have concerns about doing so due to disability or high risk of severe illness from COVID-19 as defined by the Center for Disease Control may request a reasonable accommodation through the AWARE Program. Please note that a fear of contracting COVID-19 is not recognized generally as a valid reason for an accommodation. Other types of accommodations, including accommodations for caregivers and accommodations due to childcare needs, should be directed to the employee’s supervisor or departmental administrator.