Employee Accommodations
This page serves as a central hub for employees of the Rancho Santiago Community College District seeking workplace accommodations, ensuring that individuals of all abilities have equitable access to professional opportunities and resources. It details the procedural framework for requesting reasonable modifications under the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA), facilitating an interactive process between staff and the Human Resources department. By outlining the steps for submitting medical verification and identifying functional limitations, the site ensures a standardized approach to maintaining a supportive and legally compliant work environment for the district’s faculty and classified staff.
Visitors can access comprehensive guidance on a variety of supportive measures, including ergonomic evaluations, assistive technologies, and specialized accommodations for pregnancy and lactation. The portal emphasizes a confidential and collaborative approach, providing downloadable forms and direct contact information for Title IX and HR representatives who oversee the evaluation of essential job functions. Whether navigating a temporary medical necessity or a long-term disability, this resource acts as a vital guide for employees to secure the necessary adjustments to perform their roles effectively across all district campuses and administrative offices.
Workplace Accommodations (ADA / FEHA)
The District is committed to providing equal employment opportunity and supporting employees who may need workplace adjustments due to a medical condition or disability. Employees may request a reasonable accommodation under the Americans with Disabilities Act (ADA) and California’s Fair Employment and Housing Act (FEHA) when a medical condition impacts their ability to perform one or more essential job functions or to access the workplace and employment benefits. These laws are intended to ensure that employees with disabilities have equal access to employment opportunities and can perform their job duties with appropriate workplace support.
The Americans with Disabilities Act (ADA) is a federal law that prohibits discrimination against qualified individuals with disabilities in employment and other areas of public life. Under the ADA, employers are required to provide reasonable accommodations to employees with disabilities when those accommodations enable the employee to perform the essential functions of their position, unless doing so would create an undue hardship for the employer.
The Fair Employment and Housing Act (FEHA) is California’s state law that provides similar protections for employees with disabilities and, in many cases, offers broader protections than federal law. FEHA requires employers to engage in a timely, good-faith interactive process with employees who request accommodations or who are known to have a disability that may require workplace support.
Under the ADA, a disabled person is one who has a physical or mental impairment that substantially limits one or more major life activities, who has a record of such impairment, or who is perceived as having such an impairment. Mitigating measures (hearing aids, medication) are not taken into account under the federal law to determine if this standard has been met (except for eyeglasses).
Examples of major life activities include: walking, seeing, hearing, speaking, breathing, learning, concentrating, thinking, communicating, working, performing manual tasks, caring for one's self, eating, sitting, standing, lifting, bending, sleeping and reading. Under the ADA, a non-chronic impairment of short duration with no long term or permanent impact is not a disability. Thus, according to the Equal Employment Opportunity Commission (EEOC), broken limbs, sprained joints, concussions, appendicitis, and the flu are not disabilities. The ADA prohibits discrimination against any person with a record of a disability or who is regarded as disabled.
A qualified individual with a disability under the ADA and FEHA is an individual who (a) satisfies the requisite skill, experience, education and other job-related requirements of the employment position such individual holds or desires, and (b) who can perform the essential functions of such position, with or without reasonable accommodation. This standard requires a person to meet all requirements for the job that are job related and consistent with business necessity. The essential functions of a job are the fundamental job duties of the employment position the individual with a disability holds or desires but does not include the marginal functions of the position.
A reasonable accommodation is a modification or adjustment that enables an employee to:
- Perform the essential functions of their position; and/or
- Enjoy equal access to the workplace and employment-related opportunities.
Accommodations are determined on a case-by-case basis and may be temporary or ongoing, depending on the circumstances.
An employee may request an accommodation when a medical condition or disability impacts:
- Job performance (ability to complete essential job duties)
- Attendance and schedule (need for an adjusted schedule or leave)
- Physical access (worksite accessibility)
- Work environment (equipment, workspace, or communication supports)
Examples of Accommodations
Accommodations vary by role and operational needs. Examples may include:
- Modified work schedule (start/end times, breaks)
- Ergonomic equipment or assistive technology
- Temporary modification of non-essential job tasks
- Reassignment to a vacant position (when appropriate and available)
- Remote work arrangements (when feasible and consistent with job requirements)
- Leave as a reasonable accommodation (when appropriate)
- Communication-related accommodations (e.g., meeting format adjustments, written follow-ups, use of assistive tools)
The District ultimately decides whether a requested accommodation is reasonable or not.
Step 1: Submit a Request
Employees may request an accommodation by contacting Human Resources and/or submitting the accommodation request form.
Step 2: Participate in the Interactive Process
HR may schedule a meeting to discuss:
- The job duties affected
- The functional limitation(s)
- Potential accommodation options
Step 3: Provide Documentation
To understand the employees work restrictions, HR requires supporting medical documentation that addresses:
- Functional limitations related to work
- Expected duration (temporary or ongoing)
- Accommodation recommendations (if applicable)
Step 4: HR Review and Determination
HR will review the information, consult with the department as appropriate, and communicate next steps or a determination in writing.
Step 5: Implementation and Follow-Up
If an accommodation is approved, HR will coordinate implementation and may schedule follow-up to confirm effectiveness.
The Interactive Process
What to Expect During the Interactive Process
The interactive process is a good-faith, timely collaboration between the employee and the District. It typically includes:
- Discussion of the employee’s work-related limitations
- Review of the employee’s job duties and essential functions
- Consideration of accommodation options that address the limitation(s)
- Medical documentation, when needed, to confirm functional limitations and support the request
- Written follow-up confirming the outcome (approved accommodation, alternative accommodation, or other next steps)
Pregnancy Accommodations
The District is committed to supporting employees during pregnancy and related medical conditions by providing reasonable workplace accommodations when needed. In accordance with federal law, employees may request accommodations for known limitations related to pregnancy, childbirth, or related medical conditions.
These accommodations are intended to help employees continue working safely and effectively while meeting the essential functions of their position.
The Pregnant Workers Fairness Act is a federal law that requires employers with 15 or more employees to provide reasonable accommodations for known limitations related to pregnancy, childbirth, or related medical conditions, unless the accommodation would create an undue hardship for the employer.
The law expands protections for pregnant employees by ensuring that workers may request adjustments to their job or work environment, even when their condition does not meet the definition of a disability under other laws.
Under the PWFA, employers must engage in a good-faith interactive process with employees who request accommodations.
Reasonable accommodations will depend on the employee’s medical needs and job responsibilities. Examples of accommodations that may be considered include:
- More frequent or longer breaks
- Temporary modification of work duties
- Adjustments to work schedules
- Permission to sit or stand as needed
- Temporary lifting restrictions or assistance with lifting
- Time off for prenatal appointments or recovery from pregnancy-related conditions
- Access to water, food, or restroom breaks as needed
The District will evaluate each request individually and determine appropriate accommodations based on the employee’s medical limitations and the essential functions of the position.
Employees who need workplace adjustments related to pregnancy, childbirth, or related medical conditions may request a reasonable accommodation through Human Resources.
Step 1: Submit an Accommodation Request
Employees should notify Human Resources that they need an accommodation related to pregnancy or a pregnancy-related medical condition.
Step 2: Provide Medical Documentation
Submit medical documentation from a healthcare provider describing:
- The pregnancy-related limitation
- The expected duration of the limitation
- Recommended workplace accommodations, if applicable
Medical documentation helps the District understand the employee’s limitations and identify appropriate workplace adjustments.
Step 3: Interactive Process Meeting
Once the request and medical documentation are received, Human Resources will engage in an interactive process with the employee. This may include discussions with the employee and the supervisor to review job duties and explore potential accommodations.
After reviewing the request and any supporting documentation, Human Resources will determine appropriate accommodations based on the employee’s limitations, job responsibilities, and operational needs.
Human Resources will communicate the approved accommodation and coordinate implementation with the employee and the department.
Step 4: Ongoing Review
Pregnancy-related limitations may change over time. Employees should notify Human Resources if their medical needs change or if adjustments to the accommodation are required.
Some pregnancy-related medical conditions may also qualify employees for protected leave under other federal or California laws. Human Resources can provide guidance regarding available leave options when applicable.
Religious Accommodations
In accordance with Title VII of the Civil Rights Act of 1964, employees may request reasonable accommodations for sincerely held religious beliefs, practices, or observances unless doing so would create an undue hardship for the District.
Under Title VII of the Civil Rights Act of 1964, religion is defined broadly and includes all aspects of religious observance, practice, and belief. Religious beliefs do not need to be part of a formal church or organized religious group to be protected. The key consideration is whether the belief is sincerely held and religious in nature.
Religious accommodations may include adjustments such as:
- modified work schedules
- time off for religious observances
- exceptions to workplace policies, or
- other reasonable adjustments that allow employees to practice their religion while meeting the essential functions of their position.
Employees who require a religious accommodation should contact Human Resources to begin the accommodation process. Human Resources will work with the employee and the department to review the request and determine an appropriate accommodation.
Contact Human Resources
Employees who have questions about pregnancy accommodations or who wish to request an accommodation should contact Anthony Taraborrelli at Taraborrelli_anthony@rsccd.edu.