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Office of Legal Counsel and Compliance

Procedure for Disability Accommodations (738)

Effective Date: 08/18/2025

Policy Page

Purpose 

The University of Montana (UM) aims to create an environment that welcomes all individuals. UM is committed to providing accommodations that allow qualified individuals with disabilities the opportunity to study, work, and participate in its programs and activities. This policy sets forth UM’s disability accommodations and review process.

Statement of Policy  

UM follows all applicable state and federal laws regarding accommodations for qualified individuals with disabilities. It will make good faith efforts to engage in the interactive process with students, employees, and applicants to determine reasonable accommodations consistent with its obligations under the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, and various other provisions of state and federal law.  

This policy sets forth steps Students and Employees should follow to access accommodations, seek review of accommodations provided or declined, and raise concerns regarding the implementation of provided accommodations. 

Exclusions 

Accommodations related to UM Housing are excluded from this policy.  Students requesting housing accommodations should inform the Office for Disability Equity (ODE), who will initiate the process. This policy also does not apply when a person believes they have experienced discrimination, harassment or retaliation because of a disability. Such persons should contact the office of Conflict, Resolution and Policy.  

Definitions 

ADA Coordinator: The Institutional ADA Coordinator  serves as the primary resource for coordinating University compliance with the ADA and applicable provisions of the Rehabilitation Act.  

ADA Employee Accommodations Specialist: The ADA Employee Accommodations Specialist works with employees and job applicants with disabilities and with those who seek pregnancy-related accommodations to identify reasonable accommodations through the interactive process and will address any changes to established accommodations.  Contact Human Resources Services to speak with ADA Employee Accommodations Specialist. 

Disability: Any physical, medical, mental, or psychological impairment, or a history or record of such impairment, that constitutes a disability under applicable federal or state law. 

Employee: Any employee of the University, including full-time, part-time, or temporary employees and student employees. For this policy, the term “Employee” shall also include applicants for employment with the University. 

Essential Functions: Essential functions are important in determining reasonable accommodations. The essential functions of a position an Employee holds or desires. The Essential Function will be determined by reviewing an Employee’s job description and the actual duties performed by the Employee.  A non-exclusive list of factors that can be considered in determining Essential Functions includes: 

  • A supervisor’s judgment as to the essential job duties; 
  • Written job descriptions and specifications prepared before advertising or interviewing applicants for a job; 
  • The Employee’s job duties and responsibilities as listed on their performance appraisal or other performance documentation; 
  • The amount of time spent performing the function; 
  • The consequences of not requiring the Employee to perform the function; 
  • The number of Employees among whom the performance of a specific function can be distributed; and/or 
  • If the Employee was hired for their expertise or ability to perform the particular function. 
  • The actual duties the employee performs. 

Essential Requirements: Essential requirements are important in determining reasonable accommodations. The core learning outcomes (may include skills, knowledge, and licensure requirements) all students must demonstrate, with or without accommodations, to successfully complete a course, program, or degree.  A non-exclusive list of factors that can be considered in determining Essential Requirements includes: 

  • Nature and purpose of the course, program, or degree; 
  • The relationship of the requirement to the functional elements of the course, program, or degree; 
  • Whether reasonable exceptions, alternatives, or modifications are permitted; 
  • Whether the requirement is required in similar programs at other institutions; 
  • Whether the requirement is fundamental to a given vocation for which the program is preparing students; and/or 
  • Whether the requirement is for licensure or certification related to the occupation or profession for which the program prepares students. 

Accommodations Letter: The written letter issued by ODE or the ADA Employee Accommodations Specialist outlining the Reasonable Accommodations the Student or Employee may receive or a decision that a Student or Employee is not eligible for an accommodation. 

Final Review: Next step after Reconsideration if concerns are not resolved. 

Fundamental Alteration: A modification that would alter the Essential Requirements of a course, program, or degree or Essential Functions of employment. 

Interactive Process:  A collaborative effort between a Student or Employee with a disability and ODE or the ADA Employee Accommodations Coordinator to consider barriers or limitations and to identify the accommodation(s) that will enable the Student or Employee to perform the essential functions of their job or the essential requirements of a course, program or degree. It generally requires the individual requesting an accommodation to provide specific information, such as medical documentation. The interactive process may include confidential consultation with a representative from the relevant campus unit such as a supervisor, department head, Chair or Dean, if necessary. 

Office for Disability Equity (ODE): ODE provides consultation, education, and direct services so that students with disabilities have equal opportunities to participate and achieve at the University of Montana. Students must work with the Office for Disability Equity (ODE) at UM to request accommodations, engage in the interactive process, and address any changes to established accommodations, if appropriate. 

Qualified Employee (Employee): A person who meets legitimate skill, experience, education, or other requirements of an employment position that they hold or seeks, and who can perform the "essential functions" of the position with or without reasonable accommodation. 

Qualified Student (Student): A student with a disability who meets the academic and technical standards requisite for admission or participation in UM’s education program or activity.  

Reasonable Accommodation(s): Any change, adjustment, or modification in the academic/ work environment, policy, or practice that enables a Student or Employee to enjoy equal opportunities and that does not create an Undue Hardship on the operation of the University or a Fundamental Alteration of the course/program.  

Reconsideration: Process for Student or Employee who disagree with the accommodation(s) provided in the Final Determination. The Process for students and employees is described in the Procedure Section below. 

Review Committee: If the Reconsideration Process does not resolve concerns, as a next-step the Student or Employee may notify the ADA Coordinator to request a review of the Final Determination. The ADA Coordinator will convene a Review Committee, membership described below, to address the concerns. 

Undue Hardship: Significant difficulty or substantial expense incurred by the University in providing a specific accommodation. Undue hardship refers not only to financial difficulty, but to reasonable accommodations that are unduly extensive, substantial, or disruptive, or those that would fundamentally alter the nature or operation of the business.

PROCEDURES 

The following procedure details the process Students and the process Employees should follow in requesting reasonable accommodations and challenging decisions. This procedure in no way limits individuals’ rights under University policy or applicable law. 

STUDENT PROCEDURE  

STEP 1: Requesting Reasonable Accommodations 

Students must contact ODE who will acknowledge the receipt of reasonable accommodation requests, engage in the interactive process, and issue an Accommodations Letter regarding reasonable accommodations. Interim accommodations will be approved when reasonable and where delay would result in negative impacts.  

Interactive Process by Role 

The following sections detail the obligations of different individuals and entities throughout the interactive process. 

Student 

  1. Initiate the process by contacting ODE to register with them and to schedule an initial meeting with an access consultant,  
  2. Engage in the Interactive Process with ODE by providing necessary information, which may include medical or educational information documenting and/or describing academic barriers related to disability,   
  3. Submit a Semester Request in the ODE portal,   
  4. Contact professors and request accommodations promptly. Faculty are not required to grant retroactive requests for accommodations, and   
  5. Remain connected with ODE as needed. Promptly communicate with ODE if new or additional accommodations are needed or if there is a concern about accommodation implementation. 

ODE 

  1. Review Students’ accommodation requests and any supporting documentation. Work with each student to determine whether they qualify for accommodations.  
  2. For eligible Students, identify reasonable academic accommodations by collaborating with Students - and with faculty/departments/others when needed- to understand the essential requirements of the classes and programs and to determine what accommodation is reasonable to meet Student needs overall   
  3. Review Semester Requests and provide an Accommodation Letter to faculty via the ODE portal. The Accommodation letter will outline if an accommodation has not been implemented because it amounts to a Fundamental Alteration of the course and/or program.   
  4. Provide consultation, as appropriate, when a requested accommodation is identified as unreasonable due to a Fundamental Alteration or Undue Burden, discuss alternative accommodations 
  5. Assist Students if new or additional accommodations are needed or if there is a concern about implementing an accommodation. 

Faculty 

  1. Collaborate and communicate with the Student and/or ODE, as needed, to implement reasonable accommodations listed on the Accommodations Letter, 
  2. Implement reasonable accommodations provided on the Accommodations Letter consistently and promptly, 
  3. Immediately consult with ODE if questions or concerns about the Accommodations Letter arise,  including the implementation of accommodations that may be a Fundamental Alteration to a   course, and 
  4. Respond promptly to ODE requests for information and collaboration. 

STEP 2: Accommodation Follow-Up 

ODE carefully evaluates all available information when determining reasonable accommodations.  If the Student disagrees with the accommodation(s) provided in the Accommodation Letter, Students must notify their assigned ODE access consultant. If the concern is not resolved through this follow-up, the Student may then proceed with Reconsideration by following the process outlined in the Reconsideration section below. 

STEP 3: Reconsideration  

If concerns remain after Follow-Up with the ODE access consultant regarding the reasonable accommodations provided in the Accommodation Letter, the Student may begin the process of Reconsideration.  The Student must initiate Reconsideration within 14 calendar days of the issuance of the Accommodations Letter. Outlines of the Reconsideration processes for Students are provided below.  

*Please note: If the Student has a concern with the implementation of a Reasonable Accommodation that had been granted in their Accommodation Letter, they should follow directions outlined in the Implementation Complaint Section below and not the Reconsideration Process. 

Student Reconsideration: 

The Student shall email the Director of ODE a Reconsideration Request that (1) includes a description of issues for Reconsideration and (2) sets up a time to meet online or in-person.  

The Student shall meet in person or online with the Director of ODE to discuss issues for Reconsideration and to provide additional information and/or documentation as needed. 

The Director of ODE may also seek information from Faculty and/or appropriate University administrators as well as seek external expertise as necessary. 

The Director of ODE will issue a written decision on the Reconsideration and provide a copy to the Student. The time required for a decision on Reconsideration will depend on various factors, including the nature and scope of the matter. A reasonable effort will be made to resolve the matter as promptly as possible. 

Upon issuance of a written decision to the Student, ODE will notify faculty about accommodation(s) provided or changed. Faculty are required to implement any accommodation(s) determined by this process to be reasonable.   

Student Implementation Complaints 

If the Student believes that a Reasonable Accommodation already granted in their Accommodation Letter has not been properly implemented, they should do the following:  

If the Student believes that a faculty member has not implemented a reasonable accommodation outlined in their Accommodation letter, Students should immediately notify their assigned ODE access consultant or the Office of Conflict, Resolution, and Policy.  

Once notified, the university will take appropriate steps to ensure that the Student does not lose an equal opportunity to access university programs and activities. Where appropriate, the university’s response will include the coordination of any other relevant offices or policies.  

The Student does not have to engage in the Reconsideration Process which addresses a concern with the grant or denial of an accommodation in the Accommodation Letter. 

Student Discrimination & Harassment Complaints 

Students who have complaints related to discrimination, harassment, or retaliation on the basis of disability should report to the Office for Conflict, Resolution and Policy and follow the procedures in the University’s Discrimination, Harassment, and Retaliation policy.  

Student Confidentiality 

ODE will maintain confidentiality as required under relevant laws and policies. They will share only the information necessary to identify and implement the agreed-upon reasonable accommodations and to carry out the purposes of this policy and procedure and/or as allowed or required by applicable law. Pursuant to applicable law course instructors will be informed only of the information necessary to implement reasonable accommodations or program modifications. Medical information will remain confidential. 

EMPLOYEE PROCEDURE 

STEP 1: Requesting Reasonable Accommodations 

Employees must contact the Employee Accommodations Specialist who will acknowledge the receipt of reasonable accommodation requests, engage in the interactive process, and issue an Accommodations Letter regarding reasonable accommodations. Interim accommodations will be approved when reasonable and where delay would result in negative impacts.  

Interactive Process by Role 

The following sections detail the obligations of different individuals and entities throughout the interactive process. 

Employee 

  1. Initiate the accommodation request with the ADA Employee Accommodations Specialist, 
  2. Engage in the Interactive Process with the ADA Employee Accommodations Specialist by completing necessary forms and providing essential information, which may include medical information, 
  3. Work with supervisor, as needed, to implement accommodations, 
  4. Promptly communicate with the ADA Employee Accommodations Specialist if a new or additional accommodation is needed or if there is a concern about an accommodation’s implementation, and 
  5. Inform the ADA Employee Accommodations Specialist if your job changes or you are assigned to a different supervisor to ensure no disruptions to provided accommodations and/or, as needed, to review accommodations with the new supervisor.  

Job Applicant 

  1. Job applicants should request an accommodation by following guidance in the recruitment materials or contacting the ADA Employee Accommodations Specialist. 

ADA Employee Accommodations Specialist 

  1. After the accommodation process has been initiated, the Employee Accommodation Coordinator will conduct outreach to the Employee or Applicant, and provide information about scheduling a meeting to discuss needed accommodations and what documentation, if any, is necessary for the employee to provide 
  2. After the meeting between the Employee Accommodation Coordinator and the employee, the Employee Accommodation Coordinator will work with the Employee’s supervisor/ department to assess barriers to access, Essential Functions and any other necessary information to determine what reasonable accommodations will be provided 
  3. Issue an Accommodation Letter, and document all accommodations as well as any that an Employee has requested, but have not been implemented.  The Accommodation letter will outline if an accommodation has not been implemented because it amounts to a Fundamental Alteration of the job. 
  4. When necessary, work with the supervisor/department to implement accommodations, and 
  5. Assist Employees if new or additional accommodation is needed or if there is a concern about an accommodation’s implementation. 

Supervisor 

  1. Collaborate and communicate with the ADA Employee Accommodations Specialist as needed, to implement reasonable accommodations listed on the Accommodations Letter 
  2. Implement reasonable accommodations provided on the Accommodations Letter consistently and promptly, 
  3. Immediately consult with ADA Employee Accommodations Specialist if questions or concerns about the Accommodations Letter arise, including the implementation of accommodations that may be a Fundamental Alteration, and 
  4. Respond promptly to ODE requests for information and collaboration. 
  5. STEP 2: Accommodation Follow-Up 

The ADA Employee Accommodations Specialist carefully evaluates all available information when determining reasonable accommodations. If the Employee disagrees with the accommodation(s), Employees must notify the ADA Employee Accommodations Specialist. If the concern is not resolved through this follow-up, the Employee may then proceed with Reconsideration by following the process outlined in the Reconsideration section below. 

STEP 3: Reconsideration  

If concerns remain after Follow-Up with the ADA Employee Accommodations Specialist regarding the reasonable accommodations provided in the Accommodation Letter, the Employee may begin the process of Reconsideration.  The Employee must initiate Reconsideration within 14 calendar days of the issuance of the Accommodations Letter. The Reconsideration process for Employees is provided below.  

Please note: If the Employee has a concern with the implementation of a Reasonable Accommodation that had been granted in their Accommodation Letter, they should follow directions outlined in the Implementation Complaint Section below and not the Reconsideration Process. 

Employee Reconsideration: 

The Employee shall email the Associate Vice President of Human Resources or Designee with a Reconsideration Request that (1) includes a description of issues for Reconsideration and (2) sets up a time to meet online or in-person. 

The Employee shall meet in person or online with the Associate Vice President of Human Resources or Designee to discuss issues for Reconsideration and to provide additional information and/or documentation as needed. 

The Associate Vice President of Human Resources or their Designee may also seek information from the supervisor and/or appropriate University administrators as well as seek external expertise as necessary. 

The Associate Vice President of Human Resources or Designee will issue a written decision on the Reconsideration and provide it to the Employee. The time required for a decision on Reconsideration will depend on various factors, including the nature and scope of the matter. A reasonable effort will be made to resolve the matter as promptly as possible. 

Upon issuance of a written decision to the Employee, the Employee should notify their supervisor about accommodation(s) that must be provided. Supervisors are required to implement any accommodation(s) determined by this process to be reasonable.  

STEP 4: Employee Final Review 

If the issue regarding the university’s provision of accommodations in the Accommodation Letter is not resolved through the Reconsideration process, the Employee may notify the ADA Coordinator to request a Review of the Accommodation Letter and Reconsideration decision.   

Within 14 calendar days of the issuance of the Reconsideration decision, the Employee shall submit a written request for Final Review to the ADA Coordinator which identifies: 

  1. the issue of disagreement;  
  2. the substantive reason(s) the individual disagrees with the decision; and  
  3. the desired outcome.  

Review Committee 

The ADA Coordinator will convene an Employee Review Committee, facilitate the Review, put in writing the final decision of the Review Committee, and conclude the Review by providing the Review Committee’s decision to the Student/Employee. The Employee Review Committee must reach consensus on their decision. 

Employee Review Committee 

Review of Employee matters will be heard by a Review Committee consisting of three voting members: 

  • Vice Provost for Academic Affairs or Designee, 
  • Vice President for People and Culture or Designee,  
  • Office for Conflict, Resolution and Policy Representative.  

The ADA Accommodations Coordinator will serve as ex officio. In the event that one of these members is unavailable or otherwise cannot serve on the Review Committee, the ADA Coordinator will appoint a replacement member. The Committee may appoint an additional ex officio member, such as a representative from a relevant unit.   

The Employee Review Committee will review all submitted information. It may meet with the Employee to discuss the concern(s) and obtain clarifying information if necessary. The Review Committee also has the discretion to request additional documents and information and to consult with other University officials as appropriate. 

The time required for the Review Committee’s decision will depend on various factors, including the nature and scope of the matter.  A reasonable effort will be made to resolve the matter promptly. The Employee will be issued a written decision on the reconsideration. The written decision is appealable to the Office of the Commissioner of Higher Education as a final campus decision. 

Employee Implementation Complaints 

If the Employee believes that a provided reasonable accommodation has not been properly implemented by their supervisor, the Employee should immediately notify the ADA Employee Accommodations Specialist or the Office of Conflict, Resolution, and Policy.  

Once notified, the university will take appropriate steps to ensure that the Employee does not lose an equal opportunity to access university programs and activities. Where appropriate, the university’s response will include the coordination of any other relevant offices or policies.  

The Employee does not have to engage in the Reconsideration Process which addresses a concern with the grant or denial of an accommodation in the Accommodation Letter. 

Employee Discrimination & Harassment Complaints 

Employees who have complaints related to discrimination, harassment, or retaliation on the basis of disability should report to the Office for Conflict, Resolution and Policy and follow the procedures in the University’s Discrimination, Harassment, and Retaliation policy.  

Employee Confidentiality 

The ADA Employee Accommodations Specialist will maintain confidentiality as required under relevant laws and policies. They will share only the information necessary to identify and implement the agreed-upon reasonable accommodations and to carry out the purposes of this policy and procedure and/or as allowed or required by applicable law. Pursuant to applicable law, supervisors and managers and course instructors will be informed only of the information necessary to implement reasonable accommodations or program modifications. Medical information will remain confidential.