Petition for Accommodation: Supervisor and Employee Guidance

New Mexico State University is dedicated to providing reasonable accommodation(s) to qualified NMSU employees in accordance with state and federal laws. Generally, it is the obligation of an individual with a disability to request a reasonable accommodation(s).

  • It is the responsibility of the employee to submit their Petition for Accommodation to the Office of Institutional Equity (OIE). The form can be completed on-line at If employee is in need of assistance to complete the form, please contact OIE at (575) 646-3635 or email
  • Once OIE receives the Petition for Accommodation, OIE will send the employee an email with the Medical Provider Verification of Disability Form attached. Please print the form and take to your attending physician for completion.

A job description or Essential Job Function Questionnaire (EJFQ) may be needed to assist with determining reasonable accommodations. If needed the following will be requested: Classification Descriptions can be found at: Essential Job Function Questionnaire (EJFQ): OIE will evaluate the job classification before requesting an EJFQ.

NOTE: Employees with accommodations are expected to perform the essential functions, duties and responsibilities of their position.

  • Medical Provider is to send the Medical Provider Verification of Disability Form directly to OIE. It is to be submitted one of the following ways:
    • Fax: (575) 646-2182
    • Email:
    • Mail: Office of Institutional Equity, New Mexico State University, P.O. Box 30001, MSC 3515, Las Cruces, NM 88003
  • It is the responsibility of the employee to follow-up with their medical provider to ensure the Medical Section was sent to OIE.
  • OIE will the review the Employee’s petition once the medical documentation has been received. The review will assist in determining if additional medical information is needed. NMSU reserves the right to consult an outside medical professional for a second opinion on a case-by-case basis. Only officials who have a “need to know” will have access to the information.
  • OIE will facilitate the interactive process to determine if a reasonable accommodation can be provided. OIE will communicate with the Supervisor (or designee) after employee has submitted their Petition for Accommodation form and once the appropriate medical documentation is received by OIE. Supervisors may not unilaterally implement accommodations. Participation by all parties will be required.
  • Employee is to notify OIE is they are currently on Family Medical Leave or Worker’s Compensation. If so, OIE will be in contact with Human Resource Services, Benefits Office or Aggie Health and Wellness Center to discuss any potential overlap.
  • NMSU will determine if a reasonable accommodation can be provided. If so, notification is sent to both the employee and supervisor of the approved reasonable accommodation(s) and/or a reasonable accommodation agreement.
  • Once accommodation(s) are approved and active:
    • Employee and Supervisor are expected to maintain communication with each other and OIE.
    • Employee and Supervisor are to notify OIE if accommodations are not working to meet the essential functions of the position.
    • Employee and Supervisor are to notify OIE if there has been a change in the job or job responsibilities.
    • Employee is to notify OIE if there has been a change in their medical condition.
  • NOTE: Supervisors are responsible for evaluating employee based on work performance.
  • For additional information contact NMSU’s Office of Institutional Equity:

Office: (575) 646-3635

TTY: (575) 646-7802


Fax: (575) 646-2182

NMSU Administrative Rules and Procedures: 3.40 – Process for Disability Accommodation

Complaints of discrimination, harassment, sexual violence, and retaliation may be directed to the Office of Institutional Equity at Complaints may also be filed with the Department of Education Office for Civil Rights, Equal Employment Opportunity Commission, and/or New Mexico Human Rights.