Policy Statement
Pursuant to the Pregnant Workers Fairness Act (PWFA), the University will provide reasonable accommodations to qualifying employees and applicants with limitations related to pregnancy, childbirth or related medical conditions, unless the accommodation will cause undue hardship to the University’s operations.
Contact information:
Hannah Perigo
Interim ADA Coordinator, Human Resources
8600 University Boulevard
Evansville, Indiana 47712
Phone: 812-465-7115
Confidential Fax: 812-228-5068
Purpose and Scope
Purpose
-
To provide an effective means by which qualified employees and applicants may request reasonable workplace
accommodations in accordance with the PWFA.
Scope
All qualifying employees and applicants with limitations related to pregnancy, childbirth or related medical conditions,
unless the accommodation will cause undue hardship to the University’s operations.
- Any questions regarding interpretation of the policy or procedures may be referred to the University ADA Coordinator.
- Definitions
- Reasonable accommodation may be provided when:
- an employee needs a modification or adjustment to the work environment, or to the manner or circumstances under which the position held or desired is customarily performed;
- an applicant needs a modification or adjustment to a job application process that enables them to be considered for a desired position; or
- an employee needs a modification or adjustment that allows them to enjoy equal benefits and privileges of employment as are enjoyed by similarly situated employees.
- Undue hardship
- A hardship in a proposed accommodation that is unreasonable or poses a significant difficulty or expense to the employer
3. Requesting a Reasonable Accommodation (Procedures)
a. General
The procedure for accommodation requests allows for an interactive process to take place, during which the
following occurs:
- An accommodation request is made.
- If applicable, appropriate documentation may be requested verify the need for a possible accommodation.
- If appropriate, a reasonable accommodation is put in place.
b. Employees (Faculty, staff, student workers)/Applicants
- To request an accommodation under the PWFA, the employee or applicant should tell the employer that they have a limitation—a physical or mental condition related to, arising out of, or affected by pregnancy, childbirth, or a related medical condition—and that they need an adjustment or change in their working conditions or application process due to the limitation. Upon receipt of a request for accommodation, the employee or applicant will be contacted to engage in the interactive process and determine if an accommodation is reasonable and can be provided without undue hardship.
- For employees, it is preferred that the employee first communicate an accommodation request to their immediate supervisor, who is expected to then notify the ADA Coordinator. In the alternative, accommodation requests can be made directly to the ADA Coordinator via telephone, email, or in person.
c. Depending on the nature of the requested accommodation, the employee may be requested to submit a statement from a health care provider substantiating the need for the accommodation.
Generally, documentation supporting a request for accommodation under the PWFA is only necessary to:
- Confirm the employee has a qualifying condition;
- Confirm the condition is “related to, affected by, or arising out of pregnancy, childbirth, or a related medical condition; and
- Describe the accommodation needed due to the condition.
The employee or applicant may request a form from the ADA Coordinator for the employee and their healthcare provider.
d. After reviewing the documentation provided, the ADA Coordinator will determine if the employee is eligible for accommodations under the PWFA
e. The accommodation and any related documentation will be maintained by the ADA Coordinator’s office within USI Human Resources department
f. Confidentiality of information related to any reasonable accommodation request will be respected and maintained and may only be shared with those having official need-to-know
g. The employee is responsible for contacting the ADA Coordinator if reasonable accommodations are not implemented in a timely and effective manner
h. The ADA Coordinator office will work with the employee and their department in order to clarify and resolve any disagreements regarding the nature or implementation of the approved accommodation
i. The University may review accommodations on a periodic basis to assess effectiveness and whether any modifications are necessary. Accommodations may be established on a trial period to assess effectiveness.
j. If ongoing accommodations are not effective, the interactive process will continue, and the parties will continue to engage in the interactive process to determine if alternative accommodations are available and reasonable.
4. Students (Non-Employees)
- Student pregnancy accommodation requests must be referred to and evaluated by USI’s Institutional Equity Office.
- Institutional Equity Office:
Chelsea Givens
Affirmative Action Officer / Title IX Coordinator
Forum Wing, Wright Administration Building, 171A
Phone: 812-464-1703
Email: USI.equity@usi.edu
5. Violations of PWFA Policy on Employment/Complaint Procedure
- Employees or applicants who believe that the University has not met its obligations under the PWFA should contact the University’s ADA Coordinator, who is responsible for coordinating the University’s efforts to comply with the PWFA and all relevant disability and accommodation-related federal, state, and local laws. The ADA Coordinator will refer complaints to the appropriate University office for investigation
Students with concerns should contact the Institutional Equity Office.
Additional Contacts
University of Southern Indiana Human Resources
Forum Wing, Wright Administration Building, FA 166
Phone: 812-464-1815
Fax: 812-465-1185
Confidential Fax: 812-228-5068
Email: humanres@usi.edu