Interactive Process at UCSF

It is important to start this process as early as possible to try to avoid delays or interruptions in your ability to work. Once you contact us, it may take several months to identify any reasonable accommodations. 

An employee may initiate the process in multiple ways. It is not necessary to disclose your health condition, you just need to speak to the factors that are impacting your ability to perform your job. To begin the dialogue, you may:

• Speak with your supervisor (this may include your PI, Chief or Chair).
• Contact DMS at 415-476-2621.
• Make a request to your Leave Specialist, HR generalist, HR liaison, Division Manager or other departmental representative verbally, in writing, or via a health care provider’s note.
• Contact your union representative or Labor Relations.

DMS will work with you and a designated departmental representative(s) to complete the process. These steps may vary depending on your work-related limitations, the duration of the limitations, and the nature of your role. These steps may include the following actions:

• Request for written documentation from your healthcare provider to identify the functional limitations rather than task limitations or requested accommodations. 
  • Functional limitations are restrictions or limitations due to a physical or mental condition that impacts an individual’s ability to perform their job duties. For example, these are functional limitations: “no keying more than 30 minutes/hour”, “no lifting more than 15 lbs.” “requires a 10-minute break every 2 hours to self-administer medication”, or “concentration impacted with visual distractions.”
  • Task limitations – recommendations that limit an individual from a particular job task with no information as to why this task limitation was requested. For example, “No seeing more than 5 patients per clinic day,” “extra time required to complete documentation in Epic after discharge,” or “entry of no more than 30 invoices per day.”
  • Requested accommodations – the health care provider identifies specific accommodations but does not tell us what is limiting the individual, meaning why this accommodation is being requested. For example, “Needs to work remotely” or “No overnight shifts”.
• The documentation will also request the length of time the restrictions are anticipated to be in place. This helps us to determine what accommodations may be reasonable.
• Upon receipt of this information, DMS will speak with you to review your work-related restrictions and any requested accommodations.
• DMS will then schedule and facilitate an interactive meeting with you and appropriate departmental representatives. You
• During the interactive meeting we will:
  • Review the functional limitations, the specific work-related restrictions, and whether these restrictions are permanent or temporary, and
  • Discuss the accommodation option(s) that may allow you to perform your job functions. While any requested accommodations will be considered, based on the nature of the work restrictions, your role, and/or the department’s business needs, the department may also offer alternate, equally effective, reasonable accommodation options.
  • Determine the duration of the agreement and any associated review of the agreed-upon terms.

DMS will work with your department to develop a transitional work plan (TWP), a memorandum of understanding (MOU), and any other documentation required to outline the temporary and/or permanent agreements.

• Your work accommodation(s) will be initiated and will include:
  • Regular follow-up with your supervisor and DMS to review the effectiveness of the accommodations.
  • Your active participation in the interactive process. You will have an opportunity to communicate any concerns you have about the proposed accommodation(s).
• Based on this ongoing discussion and review:
  • The interactive process may be re-initiated if the accommodation(s) implemented don't allow you to perform the essential functions of your role, your health condition changes, or additional or alternate accommodations need to be considered.
  • If your health condition resolves, you will be asked to provide updated documentation from your healthcare provider that documents your release to return to full duty. If you provide clinical services, a release through the Medical Staff Office and/or Occupational Health Services (OHS) also may be needed.

If agreements are not reached as part of the interactive process and/or there are no viable accommodations identified, DMS will work with you to determine next steps in the interactive process.

• If you have been on a leave of absence as a reasonable accommodation and you are returning to work:
  • Ensure you have a release to return to work from your health care provider. You may also need a release from OHS.
  • If you are restricted upon your return to work, your provider must identify the work restrictions (functional limitations), the anticipated duration of the restrictions, and the date it is expected you will be able to resume performance of your essential functions.
• Via the UCPath portal, review your benefits enrollments and benefits summary within 31 days of your return to work
  • Complete and submit your enrollments on the UCPath portal (if necessary) before the end of the 31st day
  • Review your first few paychecks to ensure deductions are correct.
  • Visit the UCPath Center for assistance or call 855-982-7284 (8 a.m. to 5 p.m. Monday-Friday).