Handbook of Operating Procedures 3-3012

Religious Accommodation for Applicants and Employees

Effective October 18, 2016
Executive Sponsor: Chief Compliance Officer
Policy Owner: Associate Vice President of Institutional Accessibility and Accommodation

1. Policy Statement

The University of Texas at Austin (University) prohibits discrimination based on religious beliefs, practices, and affiliation in all aspects of employment and education. We are committed to providing reasonable accommodations for individual's sincerely held religious beliefs and practices, unless doing so would create an undue hardship on the University.
 

2. Reason for Policy

To set forth the University's policy and procedures regarding religious accommodations for employees and applicants for employment.
 

3. Scope & Audience

This policy applies to all University employees and applicants for employment.
 

4. Definitions (specific to this policy)

Reasonable Accommodation:

An accommodation that does not create an undue hardship to the University.

Religious Accommodation:

A reasonable modification or adjustment to the work environment or the application process that allows an individual to practice their religious beliefs.

Religious Belief or Practice:

A belief, practice, or observance that includes moral or ethical beliefs as to what is right and wrong, that is sincerely held with the strength of traditional religious views, even if no religious group espouses such beliefs, or the religious group to which the individual professes to belong may not accept such belief. Social, political, or economic philosophies, as well as mere personal preferences, are not religious beliefs or practices.

Undue Hardship:

An accommodation that would impose a burden that is substantial in the overall context of the university’s business. Generally, an accommodation will be considered an undue hardship it if will result in the inability of the employee to perform an essential function of their position.
 

5. Website (for policy)

https://secure4.compliancebridge.com/utexas/public/getdoc.php?file=3-3012
 

6. Contacts

7.  Responsibilities & Procedures
   1.  Responsibilities

1. Employees should initiate the process by submitting the online request form for religious accommodation. Early submission is encouraged, and employees should submit a request for accommodation with as much advance notice as possible.

2. Applicants for employment must initiate a request for religious accommodation by contacting Human Resources - Strategic Workforce Solutions (SWS) at the contact information listed in this policy (VI. Contacts).

3. Senior managers/direct supervisors (department chairs, director-level supervisors or equivalent managers) will evaluate the accommodation request to assess whether the requested accommodation is reasonable. If the accommodation is deemed reasonable, it will be approved.

4. When needed, IAA assists in facilitating communication between the employee requesting accommodation and applicable management to determine if the religious accommodation request is reasonable and helps to resolve disagreements regarding religious accommodation decisions.

2.  Procedures

1. Submit an Online Request. Employees should initiate the process by submitting the online request form for religious accommodation. Early submission is encouraged, and employees should submit a request for accommodation with as much advance notice as possible.

2. Confirmation and Interactive Dialogue:

• After submitting the online request form, a copy will be sent to the employee and their supervisor.
• The employee and their supervisor should then engage in an interactive dialogue and discuss the accommodation request.
• Both the employee and their supervisor have a responsibility to participate fully and cooperatively in the conversation.

3. Accommodation Concerns: 

• If a supervisor has concerns about the feasibility of an employee’s request, then IAA can offer guidance and support. IAA can help to:
• Evaluate the request. IAA can assess the employee's request to help determine if it is reasonable and necessary.
• Suggest alternative accommodations. If the initial request is determined to be an undue hardship to the University, then IAA can suggest alternative options that may be feasible.
• Facilitate communication. IAA can help to facilitate communication between the employee and their supervisor to find a mutually agreeable solution.

4. Questions and Decisions:

• For questions, contact IAA at ada@austin.utexas.edu.
• Any decisions regarding an employee’s request should be reported back to IAA.

1. Submit a Request: Applicants should initiate the process by contacting Human Resources - Strategic Workforce Solutions (SWS) via email at hrs.sws@austin.utexas.edu or by phone at 512-475-7200 or 512-232-3523.