religious accommodation process
Michigan State University is committed to providing a diverse and inclusive learning and working environment. As an employer and consistent with applicable law, MSU will accommodate an employee’s religious beliefs unless doing so is unreasonable or poses an undue hardship. A religious accommodation in the employment setting is any reasonable adjustment to the work environment or in the way tasks or responsibilities are customarily performed.
To the extent possible, supervisors and unit leaders should anticipate and consider religious holidays and celebrations when planning events like meetings, retreats, unit events, etc. For more information about religious holidays please refer to the religious observance calendar.
Students seeking religious accommodations in the academic setting (i.e., non-employment), please refer to the Religious Observance Policy and Resources.
What does federal law define as "religion?"
Federal law defines "religion" broadly. It includes traditional, organized religions such as Christianity, Judaism, Islam, Hinduism, and Buddhism. It also includes religious beliefs that are new, uncommon, not part of a formal church or sect, or only held by a small number of people.
Some practices are religious for one person, but not religious for another person, such as not working on Saturday or on Sunday. Under federal law, a practice is religious if the employee's reason for the practice is religious.
Social, political, or economic philosophies, or personal preferences, are not "religious" beliefs under federal law.
What is a "reasonable" religious accommodation?
A reasonable religious accommodation is a modification or adjustment to policies, procedures, or the work environment that will allow employees to practice their religious beliefs without creating undue hardship on the University.
Factors considered in determining whether religious accommodation requests are reasonable include business needs; academic requirements; and considerations of cost, safety, efficiency, and the rights of others.
Examples of religious accommodations
Accommodation requests will be considered on a case-by-case basis considering the employee’s individual need and the needs of the department. Some examples of a religious accommodation for employees are listed below; this is not intended to be an exhaustive list.
- leave for religious observances
- providing time and place to pray
- allowing flexibility to wear religious attire to work
- schedule changes, shift exchanges, lateral transfers, and reassignment
Process
This process applies to faculty, staff, student employees, and prospective employees in the employment setting. Employees requesting a religious accommodation will go through the following process:
An employee seeking a reasonable accommodation for religious beliefs or practices must request an accommodation from their supervisor.
An individual seeking an accommodation should:
- Request the accommodation in advance, if possible, at least two business days in advance, and/or as soon as reasonably practicable,
- Identify the request as related to religious beliefs or practices;
- Identify the work expectation that needs to be modified due to their religious beliefs or practices, and that gives rise to the request for accommodation.
Faculty and staff who need to take time off to practice their religious beliefs, attend a religious event or observe a religious holiday should request time off in accordance with the standard leave process.
Faculty and staff who need to request an adjustment to their unit’s policies or practices for taking time off to practice their religious beliefs and cannot otherwise follow the standard university PTO process should submit the Religious Accommodation Request Form with as much notice as possible to allow sufficient time to consider the request(s) and make appropriate arrangements; faculty and staff may be required to use accrued time (PTO) as part of the religious accommodation.
In response to the request for accommodation, the supervisor must engage in the interactive process with the employee. An interactive process is a collaborative discussion between the employee and their supervisor to determine what accommodation would be reasonable and appropriate. The employee should be prepared to communicate their needs to their supervisor, and both parties should be active participants in this process.
The supervisor and employee seeking accommodation are responsible for actively participating in the interactive process in good faith.
If, after an interactive process with the employee, the supervisor agrees to implement the requested accommodation, the supervisor should document the result of the process (i.e. the accommodation) and keep the record in the supervisor file.
If, after an interactive process, the supervisor does not agree that the accommodation is reasonable or if there are other concerns about granting the accommodation (e.g., cost, scheduling issues, etc.), then the supervisor must contact the applicable HR unit for consultation before denying the request.
For faculty/academic staff/Graduate Assistant requests - contact Faculty and Academic Staff Affairs--Nikki Schmidtke, Director, FASA- messin41@msu.edu.
For support staff requests - Aaron Pena, Accommodations Specialist, penaaaro@hr.msu.edu.
Denial of an accommodation request is appropriate when an interactive process fails to result in identification of accommodation that is reasonable and does not create undue hardship. However, supervisors must consult with the applicable HR unit prior to denying an employee’s accommodation request.
Discrimination and Retaliation are Prohibited
Anyone who believes they have been discriminated against by the denial of a requested religious accommodation, is encouraged to contact the Office for Civil Rights and Title IX Education and Compliance (OCR).
The University prohibits retaliation against an individual who requests accommodation based on their religion. If you feel like you have been retaliated against, please contact the OCR.
Need Help?
If you have any questions or concerns related to this process, please do not hesitate to contact us.
Faculty and Academic Staff Affairs - Nikki Schmidtke, Director, FASA - messin41@msu.edu
Employee and Labor Relations - Aaron Pena, Accommodations Specialist - penaaaro@hr.msu.edu
