Interactive Process: What to Expect

Our DMS team is staffed by experienced disability management professionals guiding employees and their departments through the process of evaluating and implementing reasonable accommodations in accordance with federal and state laws, UC policies, and collective bargaining agreements. This process is referred to as the interactive process.

During the interactive process, reasonable accommodations are evaluated on an individualized basis, with consideration given to both an employee’s work restrictions and the department’s business needs. The DMS Analyst assigned to facilitate the interactive process will provide guidance to you and your department, with this in mind.

Your DMS Analyst will work closely with you and those knowledgeable about the department's workflow to better understand your job and how your duties contribute to the department's and the University's mission. During the interactive process, your DMS Analyst may have confidential discussions with you and your department as well as a collaborative meeting with all parties.  This discussion will be facilitated by your DMS Analyst, and the goal is to reach an agreement that meets your needs and the department's.

In addition to the dialogue between the department and the employee, your DMS Analyst may request clarifying information about your functional limitations. This is necessary because healthcare providers may request accommodations without explaining the functional limitations that led to the request, and it is important that all accommodations be based on specific functional limitations. We request this information by giving you a letter for your health care provider to complete. 

At the onset of the process, you will be referred to the Employee Guide to the Interactive Process for additional information regarding the differences between functional limitations, requested accommodations, and task limitations.

A note from a healthcare provider solely requesting an accommodation is insufficient for the interactive process to move forward.  For example, a note that reads "Remote work only" or "day shift only".

Accommodations are considered based on the presence of functional limitations.  A note solely identifying a requested accommodation does not tell us what is limiting you from performing the essential functions. Essential functions are the specific job tasks necessary for an employee to meet the expectations of their role. We determine what job functions are essential by getting feedback from you and your supervisor or manager and reviewing the job description.

After we have confirmed the essential job functions and your functional limitations, we engage in an interactive dialogue evaluating all viable accommodation options. Often, there may be more than one reasonable accommodation to address functional limitations. All reasonable accommodations, including a requested one, will be considered as part of the interactive process to implement the accommodation that best supports both the employee’s needs and the department's needs.