IS-2097 ADA/Reasonable Accommodation

1. Requesting an Accommodation

(Students seeking accommodations or information and support should contact Accessibility Services.) 

CNM strives to maintain a workplace where all employees, regardless of disabilities, can thrive and contribute meaningfully. The process of requesting an accommodation is interactive and requires ongoing communication between the employee and CNM. Clear, effective communication is essential at every stage.

Employee Responsibilities 

1.1 If an employee is unable to perform the essential functions of their position, they should first discuss their need for an accommodation with their supervisor.

1.2 Submit an accommodation request via email to Human Resources, along with any required supporting documentation.

1.3 Collaborate with Human Resources and the supervisor to explore potential accommodations.

Supervisor Responsibilities 

1.4 When notified that an employee is seeking an accommodation, supervisors may ask for clarification on the type of accommodation needed and which job duties the employee is unable to perform without accommodation. All medical information should be handled by Human Resources, and supervisors must maintain confidentiality throughout the accommodation request.

1.5 Supervisors should promptly notify Human Resources when an employee indicates they will be submitting an accommodation request.

1.6 Collaborate with the employee and Human Resources to understand the challenges, identify a reasonable accommodation, and ensure its effective implementation.

1.7 Work with the Budget Office and Business Office to evaluate the costs associated with the proposed accommodation.

1.8 Reasonable accommodation expenses are covered by the department’s budget. If the department is unable to fund these expenses, the supervisor may contact the appropriate vice president to determine other funding sources.

Human Resources Responsibilities 

1.9 Collaborate with the employee and supervisor, engaging in an interactive process to review the accommodation request.

1.10 Provide the employee with written notification whether the request has been approved or denied.

1.11 Ensure all documentation related to the accommodation is kept in a confidential file, separate from the employee’s primary personnel file.

2. Grievance Procedure and Appeals

2.1 Complaints or concerns regarding accommodation requests must be submitted in writing to Human Resources within 60 days of the alleged violation. The statement should outline the nature of the complaint or alleged discrimination.

2.2 Upon receipt of the complaint, the employee ADA Coordinator or designee will meet with the complainant within 30 calendar days to discuss the issue and possible solutions. A written response, detailing CNM’s position and any potential resolution, will be provided to the complainant within 30 calendar days of the meeting.

2.3 The complainant or their representative may appeal the decision within 30 calendar days of receipt of the response. The employee ADA Coordinator will then meet with the complainant to review the complaint and consider possible resolutions. A final written response will be issued within 30 calendar days of this meeting.

2.4 All written complaints, appeals, and responses will be retained for at least three years.

2.5 Alternative means of filing complaints, such as personal interviews or audio recordings will be available upon request for individuals with disabilities. As appropriate and upon request, grievance and appeals decisions may be communicated in an accessible format appropriate to the complainant’s needs.

Forms

N/A

Support Materials

N/A

Reference Materials

• Governing Board Guide and Policy Manual 8.1, Equal Opportunity and Nondiscrimination
• Employee Handbook, Equal Opportunity and Nondiscrimination
• Employee Handbook, Disability and Reasonable Accommodation
• Americans with Disabilities Act of 1990