University of California, Riverside

Human Resources

Policy 66:Medical Separation

October 1997

    1. Personnel Policy 2.210 - Absence from Work
    2. Personnel Policy 81 - Reasonable Accommodation
    The following definitions relate directly to the medical separation process. Technical assistance can be obtained from the Disability Management Coordinator.
    1. An Employee with a Disability - A person who:
      1. has a mental or physical impairment that substantially limits one or more major life activities;
      2. has a record of such impairment; or
      3. is regarded as having such an impairment.
    2. Essential Functions - The fundamental job duties of the position. They describe the purpose of the job. C. Reasonable Accommodation - Any modification or adjustment(s) applied to the work environment, or to the manner of task performance, that enables an employee to perform the essential functions of the position and which does not impose an undue hardship for the employer. D. Undue Hardship - A possible defense for not making an accommodation due to its effects. These may include:
      1. significant financial hardship for the University;
      2. significant disruption to the business activity of the University; or
      3. conflict with provisions of a collective bargaining agreement.
    1. The department receives medical information from the employee's doctor that precludes the employee from performing the essential functions of the position.
    2. The department, in consultation with the Disability Management Coordinator, shall complete an assessment for reasonable accommodation.
    3. The department shall provide to the Disability Management Coordinator information identifying medical restrictions, a statement describing the essential functions the employee is not performing, and the results of attempts to provide reasonable accommodation to the employee.
    4. The Disability Management Coordinator shall complete a vocational assessment and provide statements as to whether:
      1. Reasonable accommodation(s) have been considered. (NOTE: The department decides whether a recommended accommodation(s) is reasonable. Also, it is the department head's responsibility to defend a refusal to provide an accommodation on the basis of undue hardship and/or danger to the health of the employee or others.)
      2. Additional accommodation options for consideration have been identified.
      3. The medical separation is consistent with the restrictions of accrued and extended sick leave and approved leave without pay.
    5. If medical separation is determined as the appropriate action, the department may, after review with the Disability Management Coordinator, begin the medical separation process by the following:
      1. Within two (2) weeks of medical separation review by the Disability Management Coordinator, the department shall inform the employee through a Notice of Intent to Medically Separate which shall include the employee's right to respond within eight (8) calendar days from the date of the notice. The Notice of Intent to Medically Separate shall be accompanied by a Proof of Service form.
      2. The employee shall be notified in writing of the decision by sending The Notice of Medical Separation, accompanied by a Proof of Service form, after the employee has responded or eight (8) calendar days have passed.

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