Accommodation Services for Faculty, Staff & Visitors with Disabilities or Limitations Due to Pregnancy, Childbirth or Related Medical Conditions 

Faculty and Staff with Disabilities

The University of Pennsylvania has equal opportunity and affirmative action programs for faculty and staff with disabilities. The Office oversees these programs and the provision of reasonable accommodations for faculty and staff as well as guests and visitors.

Federal law defines a disability as any physical or mental impairment that substantially limits one or more major life activities; having a record of such an impairment; or being regarded as having such impairment. A "qualified individual with a disability" is a person who is capable of performing the essential functions of a particular job or of participating in a particular course of study with or without reasonable accommodations.

The University complies with applicable federal, state and local law and provides reasonable accommodations for qualified faculty and staff to allow them to perform the essential functions of their jobs, unless doing so would impose an undue hardship for the department or center.

Determinations regarding what constitutes a reasonable accommodation are made on a case-by-case basis. Examples of reasonable accommodations may include but are not limited to: making programs and activities readily accessible to and usable by individuals with mobility or other disabilities; modifying equipment or devices to allow people with disabilities to use them such as providing amplification for a telephone; modifying a work schedule; restructuring job responsibilities or reallocating non-essential (marginal) job functions; or providing printed materials in an alternative format that is accessible to individuals with visual impairments. Questions regarding reasonable accommodations for disabilities may be directed to the Office of Affirmative Action and Equal Opportunity Programs.

Faculty and Staff with Limitations Due to Pregnancy, Childbirth, or Related Medical Conditions

In compliance with applicable federal, state and local law and provides reasonable accommodations for qualified faculty and staff who require accommodations to allow them to perform the essential functions of their jobs because of limitations due to pregnancy, childbirth, or related medical conditions, unless doing so would impose an undue hardship. 
Federal law defines limitations due to pregnancy, childbirth, or related medical conditions as physical or mental conditions related to, affected by, or arising out of pregnancy, childbirth, or related medical conditions. A qualified individual with limitations due to pregnancy, childbirth, or related medical conditions means an individual (1) who with or without reasonable accommodation can perform the essential functions of the employment position; or (2) who cannot perform one or more essential functions of the position if the inability to do so is temporary, the employee could perform the essential function(s) in the near future, and the inability to perform the essential function(s) can be reasonably accommodated. An employee with a limitation lasting for the duration of a pregnancy (40 weeks) is considered to be able to perform the essential function(s) in the near future. 
Determinations regarding what constitutes a reasonable accommodation for limitations due to pregnancy, childbirth, or related medical conditions are made on a case-by-case basis. Examples of reasonable accommodations may include but are not limited to: additional breaks (e.g., rest breaks, breaks to eat or drink, and/or restroom breaks); permission to carry or keep water or a snack nearby and drink as needed; sitting for positions that require standing/standing for positions that require sitting; schedule changes, part-time work, and paid and unpaid leave; telework; parking; light duty; making existing facilities accessible or modifying the work environment; job restructuring; temporarily suspending one or more essential functions; acquiring or modifying equipment, uniforms or devices; or adjusting or modifying examinations or policies. Questions regarding reasonable accommodations for limitations due to pregnancy, childbirth, or related medical conditions may be directed to the Office of Affirmative Action and Equal Opportunity Programs.

Students with Disabilities or with Limitations Due to Pregnancy, Childbirth, or Related Medical Conditions

Students seeking reasonable accommodations because of a disability or because of limitations due to pregnancy, childbirth or related medical conditions should contact the Office of Student Disabilities Services at (215) 573-9235. This includes students who also hold a position in which they are performing services for the University – e.g., as a student worker, teaching or research assistant, or resident advisor. 

Faculty and Staff Requests for Workplace Accommodations

Faculty and staff who seek reasonable accommodations should contact the Office of Affirmative Action and Equal Opportunity Programs and submit two forms:

1. the Reasonable Accommodation Request Form (PDF) must be completed by the faculty or staff member; and
2. the Reasonable Accommodation Medical Authorization Form (PDF) must be completed by the faculty or staff member’s medical provider.

In situations where the medical condition and accommodation needs are obvious, the employee may simply confirm this in writing to the Office of Affirmative Action and Equal Opportunity Programs to initiate the request – e.g., a pregnant employee who requires additional restroom breaks or needs to have water with them. The Office of Affirmative Action and Equal Opportunity Programs will also consider documentation submitted in other format.

All requests and medical information provided will be treated as sensitive and confidential and will only be shared as necessary with those who have a need to know in order to provide the reasonable accommodation.

When determining whether a request for an accommodation is reasonable, the factors that may be considered are whether the individual can fulfill the essential functions of the position with or without an accommodation and/or whether the provision of the accommodation would be an undue hardship for the University. The University does not provide accommodations that are deemed to be personal in nature (for example, wheelchairs, eyeglasses or personal care attendants).

Requesting Reasonable Accommodations for the Online Application Process

Consistent with our commitment to equal employment opportunity, the University of Pennsylvania provides reasonable accommodations to qualified individuals with disabilities who need assistance in applying electronically for a position with the University, unless doing so would impose an undue hardship.

• To request a reasonable accommodation to apply for a staff job, please email solutioncenter@upenn.edu or call (215) 898-7372.
• To request a reasonable accommodation to apply to a faculty appointment, please email oaaeop@pobox.upenn.edu or call (215) 898-6993.

Reasonable accommodation requests are considered on a case-by-case basis.

Funding for Accommodations

If a request for a reasonable accommodation is granted, the department is responsible for funding the accommodation. If the cost is beyond the department's capacity to support, the department should contact the dean or vice president responsible for their School or Division to secure funding.