SDSU Formalizes interactive process for disability accommodations

South Dakota State University has spelled out a detailed roadmap for how employees, visitors and applicants with disabilities can request and receive accommodations, centering the process on an individualized dialogue managed by Human Resources. According to sdstate.edu, an HR representative now oversees every accommodation request, responsible for determining eligibility, maintaining consistency and fairness across the institution, facilitating discussions about specific needs, and protecting the confidentiality of disability-related medical information. The framework establishes a clear chain of responsibility that begins at the departmental level and can escalate to system-wide oversight under the South Dakota Board of Regents.

When an employee’s impairment or need for accommodation is not immediately known or obvious, the university may request medical documentation to verify the disability and the need for adjustment. All information obtained during this process—including medical records and personal details about your disability—is maintained in accordance with applicable confidentiality requirements, ensuring that sensitive health information remains restricted rather than becoming part of general personnel files accessible to supervisors or colleagues.

The Ongoing Dialogue Between Employee and University

Unlike a rigid application procedure, the interactive process is designed as an ongoing, individualized conversation between the employee and the university. As part of this dialogue, the HR representative works collaboratively with the employee, their direct supervisor and other appropriate individuals to explore potential reasonable accommodations and identify one that proves effective in practice. This means the process is not a single meeting but a continuing exchange aimed at finding workable solutions that allow the employee to perform the essential functions of the position.

The Interactive Process: Determining Reasonable Accommodations

If questions arise about what constitutes an appropriate adjustment, the HR representative consults with the Americans with Disabilities Act coordinator to ensure the accommodation provided meets legal and institutional standards. This consultation step adds a layer of specialized review when complex cases arise, connecting day-to-day HR decisions to dedicated ADA expertise.

Preferences Versus Effective Accommodations

While the university commits to considering each employee’s accommodation request and preferences, the policy makes clear that the final choice belongs to the institution when multiple options exist. The institution retains the right to implement an effective accommodation that allows the employee to carry out the essential functions of the role and enjoy equal employment opportunities, even when it is not the option the employee preferred. In particular, the university need not furnish the employee’s preferred accommodation when another effective alternative exists.

An employee might request a specific schedule change or piece of equipment, but if the university can demonstrate that a different adjustment allows the worker to complete essential job tasks and access the same benefits as peers, the alternative satisfies the requirement.

Extending to Visitors and Applicants

The same interactive framework applies beyond current employees to visitors and applicants seeking accommodations. This broad scope means the HR-managed process serves anyone interacting with the university who needs adjustments due to a disability, ensuring the consistency and fairness the policy emphasizes applies across all points of contact rather than just the employment relationship.

The Appeals Path When the Process Fails

For employees who disagree with an accommodation determination or believe the interactive process was not appropriately followed, the policy provides a defined review mechanism. The employee may request a review by the ADA coordinator, who will examine the matter, gather any necessary additional information and facilitate further discussion as appropriate.

If concerns remain unresolved after the ADA coordinator’s review, the matter may be referred to the Title IX and equal opportunity coordinator. This final step operates in accordance with both university policy and South Dakota Board of Regents policy, connecting disability accommodation disputes to the broader governance structure that oversees equal opportunity across the state’s higher education system.

Should accommodation issues remain unresolved, they can be sent to the Title IX and equal opportunity coordinator for examination under university and South Dakota Board of Regents policy. The employee’s process starts with their supervisor, moves to HR, then the ADA coordinator, and could escalate to the top administrative level of the state university system.

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