Overview
A COVID-19-related accommodation may occur for a set period of time, within the basic
contract period, during which a faculty member’s, staff member's or graduate assistant's work
assignment or terms and conditions of employment may be changed to minimize risk
of COVID-19 exposure for those who are at higher risk for severe illness
as defined by the CDC or live with someone who is higher risk.
A faculty member, staff member or graduate assistant with a temporary adjustment
in their workload duties or terms and conditions of employment will still be expected
to complete all duties assigned during the contract period.
NOTE: Faculty, staff and graduate assistants are strongly encouraged to
submit requests for modification for Spring 2021 between now and Nov. 1.
Those who pre-applied and have supporting documentation on file with the ADA Coordinator
and/or Medical Management only need to provide a plan for the Spring 2021 semester.
Process
1. Discuss with Your Academic Leader/Supervisor
The faculty member, staff member or and graduate assistants should communicate with
their supervisor or department chair/academic leaders as soon as possible and work
with them to complete a draft modification plan. Completing the draft plan document
prior to submitting the online request form significantly reduces the time required
to process a modification request. However, the suggested plan is not guaranteed,
and a final adjustment must be determined through an interactive process.
NOTE: It’s important to note that online classes and remote work assignments may
not be available in every instance. Faculty members and graduate assistants should
consider all possible accommodation options including:
- Switching class times or meeting patterns to a “safer” option (for example, teach a class one day a week, early evening when there are typically fewer students on campus).
- Having a mixed schedule of remote, face-to-face, hybrid teaching to reduce exposure. Requesting a larger room than minimum SDC.
- Requesting a classroom that allows for greater distancing between the instructor and the first row of students.
- Requesting specific PPE not typically provided to instructors (gloves, throw-away gown, etc.).
- Working with Facilities to identify access and exit routes that are less crowded.
- Requesting cleaning of instructor’s desk, door handles, etc., before class starts.
2. Submit the Request Form and Documentation
After completing Step 1, the faculty member, staff member or graduate student should
then complete the
online COVID-19 Accommodation Request Form. The form will go
to the
CoronavirusModification@mail.wvu.edu email. The faculty member, staff member
or GA should then submit as soon as possible any supporting forms and/or documentation
requested by the University’s ADA Coordinator (Jill Hess) and/or Medical Management
(Marsha Payton).
3. Supervisor Notification
The University’s ADA Coordinator (Jill Hess) and/or Medical Management (Marsha
Payton) sends an email to the appropriate dean, chair/academic leader or supervisor
informing them who in their unit has filed a request for accommodation.
4. Review of Request
The University reviews the request in an interactive process with the ADA Coordinator
or Medical Management and leadership (dean, chair/academic leader, supervisor,
Provost’ etc.) to ensure that the modification is reasonable and does not present
an undue hardship based on operational need. If a modification is not readily
available, alternative and effective options will be considered during the interactive
process.
5. Decision Notification
Formal decision notifications for requests submitted in this timeframe will be
sent to appropriate deans, chairs/academic leaders, supervisors, and applicants
in November.
Questions?
Faculty should first direct all questions to their academic leader and then
to the Office of the Provost at 304-293-2021 or
WVUFaculty@mail.wvu.edu.