OEE Accommodation Process FAQs

First, check with OneSource (732-745-7378) to see if you are eligible for any available leave (other than leave as an accommodation). You may be eligible for continuous Family Medical Leave Act (“FMLA”) leave, intermittent FMLA, contractual leave, or some other type of leave through OneSource. If OneSource advises you that you are not eligible for any such leave and you have a qualifying disability, you should apply to OEE to request leave as a disability accommodation. Please note that not all medical conditions may be a qualifying disability.

There are two forms that are submitted in order to request an accommodation: (1) Accommodation Request Form that can be filled out manually (PDF format) or electronically on the OneSource portal; and (2) Medical Inquiry Form. The Accommodation Request Form should be completed by the employee (or employee representative) and the Medical Inquiry Form must be completed by a healthcare provider. Both forms can be submitted to OEE in one of the following ways:

The OneSource Self-Service Portal: /onesource/home

(If you open an accommodations case on the OneSource Portal and complete the required questions online, a completed PDF Accommodation Request Form is not required).

Fax (732.932.0049)

E-mail (employmentequity@hr.rutgers.edu)

Step 1: Go to /onesource/home

Step 2: Click on “OneSource Self -Service Portal Login”

Step 3: Log into the Portal

Step 4: Click on “Workplace Complaints and Accommodations”

Step 5: Click on “Accommodation Request”

Step 6: Complete the online questions, upload any supporting documentation, and submit

Only the Accommodation Request Form should be submitted to request a religious accommodation. The Accommodation Request Form can be submitted to OEE in one of the following ways:

The OneSource Self-Service Portal: /onesource/home

(If you open an accommodations case on the OneSource Portal and complete the required questions online, a completed PDF Accommodation Request Form is not required).

Fax (732.932.0049)

E-mail  (employmentequity@hr.rutgers.edu)

No. You are not required to advise your supervisor/department that you are applying for an accommodation. If you do not feel comfortable advising your supervisor/department that you are applying for an accommodation, you do not have to do so and OEE will reach out to your department once OEE receives all required accommodation forms.

No. OEE only handles accommodations relating to an employee’s own disability. Please note that OEE does not handle accommodation requests related to childcare, care of relatives or a family member’s disability. The employee requesting the accommodation must be the individual that has the disability.

That depends. If there are multiple reasonable accommodations that can accommodate your limitations, you may not receive the specific accommodation that you requested, but you may receive another reasonable accommodation. Please note that there must be a specific need for the specific accommodation that you are requesting.

That depends. Once we receive the required forms from you and your healthcare provider, we will reach out to your department to discuss possible accommodations. The time for processing your request will vary depending on responsiveness of your department and how quickly we can analyze what a reasonable accommodation may look like for you.

The interactive process is an ongoing communication between employee and University personnel for the express purpose of providing reasonable accommodations. The interactive process is a flexible and individualized approach and often includes a review of the individual’s abilities and functional limitations (including supporting documentation). For employees seeking accommodations, the interactive process may include a review of the essential functions of the job, factors or job tasks that may pose a difficulty, and how the individual may be accommodated without creating an undue hardship on the employer.

OEE may review an employee’s Medical Inquiry Form and then determine that a Request for Additional Information is needed. If an employee is provided with a Request for Additional Information, this is part of the interactive process.

OEE may receive a completed Medical Inquiry Form that requires additional medical information to fully analyze an employee’s accommodation request. In that case, OEE will provide the employee with a Request for Additional Information to be completed by their healthcare provider. If an employee chooses not to have their healthcare provider complete the Request for Additional Information or does not submit the completed form in a reasonable amount of time, the employee failed to engage in the required interactive process and the case may be closed.

No. An employee’s medical condition/diagnosis/information will not be disclosed to a supervisor/department. The department will only be made aware of employee’s restrictions/limitations to analyze whether a reasonable accommodation is possible.

The confidentiality of information disclosed during the interactive process will be respected to the extent feasible and practical and in accordance with applicable state and federal laws. This means that information received during the accommodation request process is shared only with those individuals within the University community who "need to know" in order to evaluate the individual’s accommodation request or implement any approved accommodations. However, the University has a duty to respond to allegations of discrimination, harassment (including sexual harassment), and retaliation, and therefore cannot guarantee absolute confidentiality once allegations are disclosed to university officials.

Yes. OEE handles pregnancy related accommodations. Please submit a Medical Inquiry Form completed by your healthcare provider, which lists your job limitations due to your pregnancy.

That depends. You should contact OneSource first to see if you will be eligible for FMLA. If you are not eligible for FMLA, you should apply for an accommodation for your leave. You are eligible for leave as an accommodation 6-8 weeks after delivery (depending on type of birth) or until your doctor clears you as no longer disabled.

No. OEE does not handle requests for baby bonding leave. Please contact OneSource to discuss eligibility for baby bonding leave.

Yes. OEE handles requests for reasonable breaks to express milk. A Medical Inquiry Form is not required for this type of request. Please submit an Accommodation Request Form to OEE or fill out the accommodation request questions on the OneSource Portal.

OEE does not handle any matters related to employee payroll. Please contact OneSource to discuss eligibility for payment during leave.

OEE does not handle any matters related to employee benefits. Please contact OneSource to discuss eligibility for benefits during leave.

OEE does not handle short-term or long-term disability benefits. Please contact OneSource to discuss eligibility for benefits.

You will receive a letter through e-mail advising if your request has been approved, denied or an alternative accommodation is being provided. The terms of the accommodation, and the date that the accommodation expires (if applicable) will be outlined in the letter. OEE will make sure that your department/supervisor is aware of the outcome of your accommodation request. Please make sure that the e-mail address that you submit on the OneSource Portal or on any forms submitted to OEE is the e-mail address that you would want OEE to use when communicating with you during the interactive process and when communicating with you regarding the outcome of your request.

Phone 848-932-3973 or email employmentequity@hr.rutgers.edu