COVID-19 Related Accommodation Or Workplace Adjustment Information
UCLA's response to the COVID-19 pandemic is designed to sustain our important mission of education and research while considering the health and safety of our faculty, students, and staff. Click here for all COVID-19 and vaccine resources
Vaccination is essential to protect the health and safety of the UCLA community and will facilitate the return to greater in-person campus operations. Under the University of California’s COVID-19 Vaccination Policy, subject to limited exceptions and deferrals, UC employees are required to be fully vaccinated against COVID-19 before accessing the University’s locations and programs. Employees may request an exception to the COVID-19 vaccine based on a medical condition, disability, or religious objection. A person who is pregnant may request a deferral. How to Request a COVID-19 Vaccine Exception
Reasonable accommodations related to the COVID-19 pandemic may be requested by:
- Unvaccinated employees who are at increased risk of severe illness from COVID 19 due to a chronic underlying medical condition who, by September 9, 2021, have an approved exception or pregnancy deferral or who have an exception request pending;
- Employees with a disability who are fully vaccinated or those who are unvaccinated who, by September 9, 2021, have an approved exception or a request for exception pending;
- Fully vaccinated employees with certain underlying medical conditions who are in the increased risk category.
Please check the CDC's COVID-19 website for the most up to date information about people at increased risk for severe illness. People Who May be at Increased Risk
An unvaccinated employee without an approved exception or exception request pending as of September 9, 2021 may not be eligible to request a COVID-19 related reasonable accommodation.
Employees may also request workplace adjustments based on other COVID-19 circumstances not related to being in the increased risk category. See below “Requests Unrelated to Employees at Increased Risk”.
UCLA Protocols for Health, Safety and Wellbeing
UCLA has implemented a vast array of strategies to keep the UCLA community safe and protected from virus transmission that comply with the California and L.A. County Departments of Public Health and with Cal/OSHA. The overarching public health mitigations, including standards to provide a safer work environment for employees working at on-site locations, remain in effect. Being informed about the steps undertaken at UCLA facilities may assist in assessing one's request for accommodation. General information with many informative links are found at the UCLA Return to Campus website.
Requests Related to Employees at Increased Risk
If you are requesting an accommodation related to COVID-19 based on your own underlying medical condition, disability, or pregnancy, Disability Management Consultants can provide guidance and assistance to identify reasonable accommodations that could reduce COVID-19 related risks. Our Consultants facilitate interactive meetings and dialogue with the employee and their supervisor. Requests are identified, determined and implemented collaboratively. This is referred to as “the interactive process.” As part of the interactive process, the employee may be asked to provide documentation from their health care provider that confirms that they have an underlying medical condition, disability or pregnancy that places them at increased risk for severe illness from COVID-19 (without identifying the specific medical condition).
In general, it is the employee’s responsibility to inform their supervisor that they need a COVID-19 related accommodation. A supervisor is not required to provide reasonable accommodations if they are not aware of the employee’s need for the accommodation.
For an academic appointee with teaching assignments where maximum enrollment is less than 60 students, requests for an accommodation to work remotely due to a medical condition, disability or pregnancy must be submitted to Employee Disability Management.
Examples of Accommodations
We strive to be creative and flexible in arriving at a reasonable accommodation. Depending on the circumstances, some examples of workplace accommodations may include:
- providing a woven cloth mask or personal protective equipment (PPE);
- physical distancing or modifying the work environment;
- modifying work schedules;
- modifying non-essential job functions;
- allowing remote work;
- ongoing COVID-19 testing;
- reassignment to an alternate position;
- leave of absence.
Employees who are precluded from wearing face masks due to a medical condition, mental health condition, or disability shall wear an effective non-restrictive alternative, such as a face shield with a drape if their condition or disability permits it.
The employee shall complete and submit the COVID-19 Request for Accommodation or Workplace Adjustment Form. If an employee already has documentation from their health care provider, it can be submitted with their request form. If your request for accommodation is to work remotely, see Related Links below for a downloadable PDF of the Healthcare Provider Form for Remote Work.
Employees who are at increased risk for serious illness from COVID-19 due to an underlying medical condition, disability or pregnancy may also be eligible for certain leaves of absence offered by the University.
All staff, faculty and other academic appointees of the Campus and David Geffen School of Medicine may send COVID-19 accommodation or workplace adjustment questions to Employee Disability Management Services at RTWmail@irm.ucla.edu.
Requests Unrelated to Employees at Increased Risk
If your request for a COVID-19 related workplace adjustment is because you are a caregiver for an individual with a disability; or you have a concern for someone in your household; or because of childcare issues, the interactive process for reasonable accommodation based on a medical condition or disability does not apply.
Depending on your organization, such requests should be directed to your department’s human resources representative. You may also seek assistance from UCLA's centralized resources for Employee & Labor Relations listed below:
Campus Staff, inquire at email@example.com.
UCLA Health Staff, inquire at UCLAHealthLaborRelations@mednet.ucla.edu.