Accommodation, Adjustment and Modification (AAM) Process

Contact the ADA Coordinator

Crystal C. Coombes
ADA Coordinator
Diversity, Equity, and Inclusion
MS #2C2
Voice: 703-993-8730
Fax: 703-993-8899

Requesting ADA Accommodation During COVID-19

The university has established a process to assist you in requesting ADA accommodation during campus Covid-19 operational status, within its normal Reasonable Accommodation, Adjustment, and Modification (AAM) Request process.

If you are seeking accommodations in the workplace as a result of an ADA qualifying disability or condition, the Spring 2022 AAM form will act as your disclosure and request to the university.  The university will enter the interactive process with you to review your request and determine what may be reasonable accommodations under the Non-Discrimination and Reasonable Accommodation on the Basis of Disability policy.

To process your ADA related request, additional information is needed from a qualified treatment provider. This is the licensed professional who has a history of treating you for the disability/condition and can best document your disability/condition while suggesting possible accommodation options. The qualified treatment provider must complete, sign, and date a Medical Certification Form.  This form has been developed to help your treatment provider understand the context of your need and is specifically designed to ascertain your current disability/condition impacting you now under ADA. 

Some ADA qualifying disabilities and/or conditions are especially impacted during the Covid-19 pandemic. These may include the present list of CDC “high risk” factors or conditions.  At present, the university has determined that masks are required when on campus and in buildings.  Because Covid-19 is an unprecedented event, a reasonable accommodation would not include exemption from wearing a mask or face covering as per current University Policy 1415 - Face Coverings and directives from administration.  Alternatives may be discussed on a case-by-case basis and may include, but not be limited to, use of face shields or other PPE.

The university is not asking your treatment provider to address anything other than your medical history; therefore, the treatment provider will only be documenting your relevant disability/condition medical history and how it impacts your ability to perform the essential functions of your position.

Please review your Employee Work Profile (EWP) or position description (PD) and/or job responsibilities with your treatment provider. Note that the essential functions of your position cannot be changed or altered, though reasonable accommodations may assist you in performing those functions. Discuss  with your treatment provider what might be reasonable to allow you to continue to perform the essential functions.  Examples of reasonable accommodations may include, but not be limited to: adjusted work site, flexible schedule, flex time to attend ongoing treatment, hybrid work schedule, remote work schedule, added PPE, added filtration within the office, expanded space in the work area, use of a Smartpen or other tool to take notes, or other assistive technology. 

You may return the completed form to the Diversity, Equity, and Inclusion (DEI) ADA office or sent it directly to the ADA Coordinator via email attachment to This information must be received to process your request. *You may also upload the completed Medical Certification Form with your AAM form if your treatment provider has completed it.

All medical-related information will be kept confidential and maintained separately from other personnel records. However, supervisors and managers may be advised of information necessary to make the determinations they are required to make in connection with a request for an accommodation.

First aid and safety personnel may be informed, when appropriate, should you require emergency treatment while at work or if any specific procedures are needed in the case of fire or other evacuations while at work.

The Genetic Information Nondiscrimination Act of 2008 (GINA) prohibits employers and other entities covered by GINA Title II from requesting or requiring genetic information of an individual or family member of the individual, except as specifically allowed by this law. To comply with this law, we are asking that you not provide any genetic information when responding to this request for medical information.