Workplace Accommodations

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Did you know members of CUPE 3903 are entitled to workplace accommodations for illness, disability, family status, and other Ontario Human Rights Code grounds?

Every member who is considering requesting a workplace accommodation is strongly advised to contact Nadia Kanani, CUPE 3903 Staff Representative Equity, at equity@cupe3903.org. Getting advice on how to frame your request and what kind of documentation will be necessary will increase your chances of a smooth process. 

Workplace Accommodations Procedure

1. You or your union representative contact Employee Well-Being (EWB). If you are emailing EWB yourself we recommend you copy in a union representative.
2. EWB staff will follow up with you and provide two different medical certificates for your medical practitioner to fill out. You are only required to have one of the two forms filled out. Select the one that best speaks to your access needs in the workplace. Note: if EWB requests a meeting prior to having received your medical documentation, you may request to postpone the meeting until you have the medical documentation ready for them to review.
   • EWB will cover the cost of obtaining medical documentation, up to $50. If they do not mention this up front, please ask for it.
3. Once EWB receives medical documentation they may:
   1. Request a meeting with you to discuss accommodation needs, or
   2. Begin developing a workplace accommodation plan.
4. EWB will then contact the Associate Dean and the Hiring Unit to inquire about adjustments to job duties, implementation of accommodations and/or work availability (no disclosure of disability or medical information to either the Hiring Unit, Course Director, or Associate Dean). 
5. EWB will then draft an Accommodated Work Plan (AWP) and send it to you (and union representative if requested).
6. You will review the AWP and, if appropriate, sign the AWP (If the AWP does not meet your needs fully, you are encouraged to contact the CUPE 3903 Staff Representative Equity).
7. Once the plan is signed and submitted to EWB, the Associate Dean appoints someone to monitor the implementation of the AWP.
8. Accommodations are reviewed and renewed on an annual basis. For members with long-standing accommodations, EWB is no longer seeking updated medical documentation unless there is a change in your access needs.

If you are not sure whether you are eligible for an accommodation, or whether one is right for you, you are always welcome to contact the Staff Representative Equity. Every conversation with Nadia is strictly confidential and does not obligate you to any next steps.

Process for Renewing Longstanding Accommodations

As of 2026, EWB has introduced a new accommodation renewal process. EWB will no longer seek annual medical documentation from members who have long-standing disability or medical accommodations.

Instead, EWB will be in touch by email in May or June of each year to request an update from members regarding (1) whether they require accommodations for the coming academic year, (2) whether their accommodation needs have changed, or (3) if they would like to renew their current accommodated work plan.

If your union representative is not copied on this email, please remind EWB to copy your union and copy the Staff Representative Equity on that email.

Accommodations for Graduate Students

If you require accommodations as a graduate student, you will have to apply separately through Student Accessibility Services.