Information relating to the underlying reason for an individual’s accommodation request, whether relating to medical or disability conditions or a religious belief, which includes written requests for an accommodation, notes or reports from health care providers, or other supporting documentation, is to be treated as confidential information. Accommodation related information can only be shared with those who have a legitimate business need to know, for example, Human Resources (policy or employee relations matters), Faculty and Staff Benefits (possible short-term or long-term disability considerations), Risk Management (in cases of worker’s compensation), or Faculty and Staff Assistance (in cases of mental health or emotional issues in need of support/guidance). University managers, supervisors, or academic administrators generally do not have a need to access medical or religious related information; they only need to know what accommodations are necessary or appropriate to meet the individual’s needs.
If an employee has requested an accommodation, the individual will be informed as to what medical, disability, or religious related information is being provided to the department or supervisor regarding the request. Medical, disability, or religious-related information will be kept separate from any other University files. With the exception of the employee’s work plan, which can be maintained either by the employee’s department or Human Resources, such information should not be maintained in Human Resources or departmental files, but instead should be filed with IDEAA.