a.  Identify this need through:

• Observation
• Verbal or written notice from the employee
• Medical note from the employee's licensed treatment provider

2. Begin the interactive process in a timely manner.

a.Identify job-related limitations with your employee, unless limitation are obvious.

b.  If not provided, ask the employee to obtain medical documentation of job-related limitations to support job accommodation.  Documentation may include a completed:

• Statement from a license treatment provider
• Family and Medical Leave Certification (PDF)

a.  Contact Disability Management Services, (916) 734-8191, to:

• Receive guidance on the interactive process
• Obtain other necessary forms:  Interactive Process Documentation Form, Temporary Accommodation Form, Reasonable Accommodation Record of Action 
• If needed, request assistance with an interactive process meeting

b.  Fax the latest licensed treatment provider's statement or other completed form to the Disability Management Counselor at fax (916) 734-2484.

c.  For accommodation in cases involving mental health issues, and the necessity for defined work restrictions, please contact UCDHS Disability Management Services for assistance at (916) 734-8191

a. Identify the employee's essential and non-essential functions using the job description.

• Consider whether your employee's limitations are temporary or permanent, as indicated by a licensed treatment provider.

b.  Determine if the limitations interfere with the employee performing the job function in the traditional way.

c.  Identify possible job accommodations:

• Discuss which job accommodation request may be reasonable or may cause undue hardship on your department.

d.  Complete the Job Accommodation Interactive Process form provided by the counselor, indicating:

• A clear explanation of your objective analysis of reasonable and unreasonable job accommodation requests
• Why an unreasonable job accommodation would cause undue hardship on your department

e.  If a reasonable job accommodation cannot be identified:

• Consider alternate vacancies within your department or division (UCDMC 5 Step Interactive Process Procedure)
• Discuss alternative job placement assistance available through Disability Management Services

Note: Do not ask the employee for confidential medical information.  Ask for information about how the medical condition affects the employee's abilities to perform job functions.  Be aware that information provided regarding the employee is confidential.

a.  Document the selected job accommodation and complete/sign the Interactive Process form, Temporary Accommodation Form or Reasonable Accommodation Record of Action (permanent accommodation).

b.  Documentation Examples: (a) Back/Orthopedic injury, (b) Fragrance issue, (c) Current Employee

Include:

• Start date of accommodation
• Costs associated with the accommodation
• Employee and Supervisor signature for Temporary Accommodation form, or Supervisor signature on Reasonable Accommodation Record of action.

a. Discuss the accommodation regularly with your employee to assess satisfaction and determine effectiveness.

b. If accommodation is unsuccessful, continue the interactive process to evaluate other accommodations that may be available within the department or division.