Disability Management Services

• Conducting the interactive process with appropriate parties about possible reasonable accommodation options for accommodating the employee or applicant.
• Providing consultation and training to supervisors and managers to ensure compliance with policy, laws and regulations related to confidentiality, disability access, and accommodations for non-work related limitations or restrictions.
• Providing campus resources and referrals as appropriate.
  
• Contact Us:
  General inquiries: jobaccommodations@ucsc.edu
  Terilynn Bench Harris, Disability Management Services Manager ( tbench@ucsc.edu)
  Sophia Fitts, Disability Management Analyst (sfitts@ucsc.edu)

There is no requirement for someone requesting an accommodation to use specific language in making the request. 

Employees:  To request an accommodation in the workplace due to an ongoing or temporary disability, or pregnancy-related condition, the employee  may contact their supervisor or Chair and let them know that they will be reaching out to DMS (no diagnosis or treatment information should be shared). Then, the request can be emailed to DMS at JobAccommodations@ucsc.edu. If, for any reason, the employee is unable to report the accommodation request to the supervisor or Chair, they may email their request directly to Disability Management Services (DMS) at JobAccommodations@ucsc.edu.

Applicants:  Applicants should advise the recruiter or hiring department representative of their accommodation need. The recruiter or hiring department representative should then contact DMS directly at JobAccommodations@ucsc.edu.

The Interactive Process is an ongoing dialogue conducted in good faith between the employee (or applicant) and applicable department management about potential options for identifying reasonable accommodations in the workplace. The employee (or applicant) is also welcome to invite a support person to the meetings. The Interactive Process leads to a determination about job modifications that can be made to enable the employee to perform the essential functions of their job, or the applicant to participate in the hiring process.

As a part of the Interactive Process, Disability Management Services works with the employee or applicant in understanding their functional limitations (barriers experienced in performing the work) and how those are impacting the performance of the essential job functions in order to identify accommodations.

The process steps include:

• DMS will meet with the employee/applicant to determine possible reasonable accommodations based on the functional limitations (barriers to performing the position).
• Medical documentation, if needed, may be requested by DMS. It should not be requested by, or provided to, the supervisor/Chair/department.
• DMS will meet with the supervisor/Chair/hiring representative to discuss recommended accommodations and additional options.
• DMS may schedule a meeting with the supervisor/Chair and the employee/applicant  to finalize accommodations.
• For employees, DMS will send a confirmation email approving the accommodation(s).

If the interactive process is thorough and complete, yet concludes that the employee cannot be reasonably accommodated within the department, the employee can then participate in the Priority Reassignment process.

The Priority Reassignment process will reassign or refer a qualified disabled individual to an active, vacant position if all attempts to implement other reasonable accommodations have been unsuccessful.

In collaboration with DMS, the employee will engage in regular meetings during a 90 day period to identify open, lateral positions for which they meet all minimum qualifications that may be eligible for reassignment. 

II. Medical Separation – UCRP Disability Income

I. Summary

A regular status employee, as applicable, who becomes unable to perform essential functions of his or her position with or without reasonable accommodation, due to a disability, may be separated. Medical separation may be based on the employee’s receipt or approval of disability payments from a retirement system to which the University employee contributes, such as UCRP or PERS, and confirmation from Disability Management Services that the Interactive Process has been completed or that the employee has waived the Interactive Process.

II. Authority

A medical separation may be based on: (a) the employee’s receipt or approval of disability payments from a retirement system to which the University contributes, such as UCRP or PERS and (b) a written review by the Disability Management Services, or appropriate representative, determining through the Interactive Process that no reasonable accommodation exists without causing undue hardship. (The employee may waive the Interactive Process.) The AVC of Staff Human Resources has responsibility for making the final determination regarding appropriateness of medical separation.

III. Criteria

Medical separation due to receipt of UCRP disability income may be considered only after the employee receives or is approved for disability payments and appropriate leave benefits. The interactive process and attempts at reasonable accommodation must have been exhausted.

IV. Process Overview

• Retirement Counselor notifies the Employee and Labor Relations (ELR) Analyst of employee’s approval to receive UCRP disability income and the effective date, once it has been confirmed with Disability Management Services that the Interactive Process has been completed. (Employee may waive the Interactive Process)
• The Employee & Labor Relations Analyst (ELRA) prepares the Notice of Intent to Medically Separate letter for Unit Head’s signature and mails it to the employee, with appropriate attachments and Proof of Service form.
• The Employee has the right to respond to the notice orally or in writing within the time period designated in the appropriate personnel program or bargaining agreement.
  • If the employee responds, the ELRA consults with Disability Management Services and the AVC of Staff Human Resources, to obtain a determination as to whether medical separation is still appropriate. If it is not appropriate, an alternative course of action will be determined.
• The ELRA prepares Notice of Medical Separation letter for Unit Head’s signature and mails it to employee, if the employee’s response date designated in the Intent to Medically Separate letter has passed and the employee has not responded or if the employee has responded timely and it is determined that medical separation is still appropriate.
• Payroll processes termination paperwork, data entry and Last Day activities.
• The Employee receives the notice, completes termination paperwork, submits it to appropriate offices, and returns all UC property to the supervisor or appropriates offices.
• Disability Management Services sends the employee a letter explaining the Special Re-employment process upon receipt of the Notice of Medical Separation.

III. Medical Separation – Non UCRP Disability Income

I. Summary

A regular status employee, as applicable, who becomes unable to perform essential functions of his or her position with or without reasonable accommodation, due to a disability, may be separated. Prior to medical separation, the University will engage in the Interactive Process in accordance with the provisions of Staff Policy 81 – Reasonable Accommodation. An employee separated under this policy is eligible for Special Re-employment procedures at UC Santa Cruz.

II. Authority

The AVC of Staff Human Resources has responsibility for making the final determination regarding appropriateness of medical separation.

III. Criteria

Medical separation may be considered only after entitled leave benefits, the Interactive Process and attempts at reasonable accommodation have been exhausted and should be considered the final step in the disability management process.

For work related disabilities, medical separation generally will not occur until after all Extended Sick Leave benefits, for which the employee may be eligible, have been exhausted and normally will not occur until the employee’s disability is considered permanent and stationary.

IV. Process Overview

An employee with a disability may be separated from the University if the impairment prevents safe and effective performance of the essential functions of the employee’s position, with or without reasonable accommodation. Medical Separation will generally occur after efforts to provide reasonable accommodation are unsuccessful.

Departments and employees can consult with the Disability Management Services at any step of the process.

The Employee receives the written notice, completes termination paperwork, submits it to appropriate offices and returns all UC property to the supervisor or appropriate office.

The Unit Head completes and submits the Request for Medical Separation form to Disability Management Services.

Disability Management Services analyzes the Request for Medical Separation form, prepares a Review of Request for Medical Separation and Summary of Reasonable Accommodation Assessment report.

Disability Management Services forwards the medical separation documents to the Executive Director of Risk Services, the EEO/AA Director, and the appropriate ELRA or their  designated representatives for review.

Labor Relations, Risk Services, and EEO/AA  designated representatives review the medical separation documents and if in disagreement with Disability Management Services’s recommendation, notifies the DMC within 7 working days of issuance of report.

Disability Management Services reviews responses and notifies the Employee & Labor Relations Analyst (ELRA) of the final determination and provides copies of the medical separation documentation.

The Employee & Labor Relations Analyst (ELRA) prepares the Notice of Intent to Medically Separate letter for the Unit Head’s signature and mails it to the employee, with appropriate attachments and Proof of Service form, if medical separation is approved.

The Employee has the right to respond orally or in writing within the time period designated in the personnel program or bargaining agreement.

If the employee responds, the ELRA consults with Disability Management Services and the Staff Human Resources Director to obtain a determination as to whether separation is still appropriate. If it is not appropriate, an alternative course of action will be determined.

The ELRA prepares the Notice of Medical Separation letter for Unit Head’s signature and mails it to employee, if the employee’s response date designated in the Intent to Medically Separate letter has passed and the employee has not responded or if the employee responded timely and it is determined that medical separation is still appropriate.

The notice also contains information explaining the Special Re-employment process.

Payroll processes the termination paperwork, data entry and Separation Date activities.

This policy and related procedures address the Interactive Process in which the University engages with employees with disabilities to identify and implement reasonable accommodations that will enable employees to perform the essential functions of their position. If there is no reasonable accommodation on a permanent basis that would enable the employee with a disability to perform the essential functions of the employee’s current position, and if the employee is interested in reassignment, an alternate job search may be conducted to identify a suitable vacancy.

Departments, faculty, and staff can request educational presentations from Disability Management Services (DMS) and Workers’ Compensation. These sessions help supervisors, managers, and employees understand workplace accommodation processes, medical leave coordination, and reporting work-related injuries or illnesses.

Please email JobAccommodations@ucsc.edu to request a presentation!

Welcome to the Disability Management Services (DMS) Resource Hub!
This page connects UCSC employees and faculty to key campus offices, tools, and information for navigating workplace processes — including accommodations, leaves, accessibility, benefits, payroll, and retirement.

Leaves & Employee Support

If you need time away from work for medical, family, or personal reasons, the following offices provide guidance on leaves processes and benefits continuation.

• Leave Administration Office – Medical, parental, and FMLA leaves support for staff.
  • https://shr.ucsc.edu/benefits/leave_administration/
  • shrleave@ucsc.edu
    
• Academic Personnel Office (APO) – Academic leaves, sabbaticals, and related policies.
  • https://apo.ucsc.edu/
  • apo@ucsc.edu
    
• Benefits & Disability Insurance – Short-term/long-term disability and benefits during leave. Provides partial income replacement during medical leave. You must file a claim directly with the insurer and notify your department and Leave Administration.
  • https://shr.ucsc.edu/benefits/

benefits@ucsc.edu

ADA Compliance & Campus Accessibility

UCSC is committed to providing equal access and removing barriers for all members of our community.

Accessibility Tools & Offices

• Job Accommodations Network (JAN)– Guidance on employment accommodations for various disabilities, limitations, and work-related functions.
  • https://askjan.org/
    
• ADA/504 Compliance Office – Campuswide ADA guidance, compliance, and reporting.
  • https://ada.ucsc.edu/
    
• Campus Accessibility Map – Pathways, accessible routes, parking, and building access.
  • https://ada.ucsc.edu/accessibility-map/
    
• Report an Accessibility Barrier – Submit concerns about physical or digital access.
  • https://ada.ucsc.edu/report-accessibility-barrier/
    
• Transportation & Parking Services (TAPS) – Accessible parking and information on the Disability Van Service. The Disability Van Service (DVS) is a shared-ride service that provides on-campus wheelchair ramp–equipped transportation for those unable to use the regular Campus Transit system due to disability. Disability Van Service is available to employees with temporary or permanent impairments.
  • https://transportation.ucsc.edu/buses-shuttles/dvs/ 
  • https://taps.ucsc.edu

Employee & Faculty Resources

Find key tools and services that support employees throughout their UCSC career.

• Staff Human Resources (SHR) – HR policies, forms, and contact directory.
  •  https://shr.ucsc.edu/
    
• Title IX Office – Discrimination, harassment, and equity support.
  • https://titleix.ucsc.edu/
    
• Ombuds Office – Provides confidential, impartial, and informal dispute resolution services for the UC Santa Cruz community.
  • https://ombuds.ucsc.edu/
    
• Employee & Labor Relations – A professional resource to managers, supervisors and employees for work related issues, serves as a liaison to campus labor unions, and represents the campus in employment matters.
  • https://shr.ucsc.edu/elr/ 

Retirement & Transitions

Whether you’re already retired or preparing to retire soon, UCSC and UC system resources can help.

• UC Retirement Administration Service Center (RASC) – Retirement planning and benefits. To contact RASC, schedule a retirement counseling appointment, and discover supportive retirement organizations, please see the following webpage. 
  • https://rasc.universityofcalifornia.edu/about/contact-us