UNIVERSITY PROCEDURE

Transcription

1 Issuing Responsible University r UNIVERSITY PROCEDURE Title UNIVERSITY OF NORTH CAROLINA AT CHAPEL HILL PROCEDURE FOR RELIGIOUS ACCOMMODATION Introduction PURPOSE This Procedure outlines the procedures for seeking, evaluating, and granting requests for accommodations of Religious Beliefs and Practices. The University of North Carolina at Chapel Hill is committed to providing a welcoming and inclusive environment that is respectful of the Religious Beliefs and Practices of all members of the University community. As part of this commitment, the University will make good faith efforts to provide reasonable Religious Accommodations to individuals covered by this Policy whose sincerely held Religious Beliefs and Practices conflict with a University policy, procedure, or other academic or employment requirement unless such an accommodation would create an Undue Hardship. The University is committed to diversity and nondiscrimination and supports the employment of all qualified individuals, regardless of religious affiliation or beliefs. This commitment is in accordance with state and federal laws and regulations, including Title VII of the Civil Rights Act of 1964 and its accompanying regulations, as well as the Equal Employment Opportunity Commission Guidelines on Discrimination Because of Religion, and North Carolina General Statue (3a). SCOPE OF APPLICABILITY This Procedure applies to the conduct of, and protects, University students and employees, including faculty members; EHRA non-faculty employees; SHRA employees; graduate, professional, and doctoral students; post doctoral scholars; and student employees. The Procedure also applies to contractors and other third parties, including applicants, under circumstances within the University s control. Page 1 of 12

2 Issuing Responsible University r Procedure Procedures for Seeking Religious Accommodation Any covered individual may request a Religious Accommodation by submitting the Religious Accommodation Request Form to the Religious Accommodations Advisory Committee (RAAC) via at religiousaccommodations@unc.edu or in person at the, located at 137 E. Franklin Street, Suite 404. The Religious Accommodation Request Form is attached to this Procedure. The RAAC may request that covered individuals provide additional documentation or information to support the request. The University will endeavor to protect the requesting individual s privacy in evaluating and implementing a Religious Accommodation to the extent possible. However, following receipt of the request, the RAAC will discuss the accommodation request as necessary with the requestor and with other appropriate individuals to further evaluate and/or implement the accommodation. For undergraduate students requesting an excused absence from class as a Religious Accommodation, the RAAC will notify the University Approved Absence of any such approved request. Decisions of the RAAC will be provided in writing to the requesting individual. Individuals with questions about this Policy and/or its application may contact the RAAC at or at religiousaccommodations@unc.edu. A. Absences Students (including Undergraduate, Graduate, and Professional Students) Students who anticipate being absent from classes because of Religious Beliefs or Practices must submit the Religious Accommodation Request Form to the RAAC at least two weeks in advance of the date requested, or as soon as possible if the date occurs within the first weeks of the semester. Per North Carolina state law, students are allowed at least two excused absences per academic year for religious observances. Requests for absences from an internship or externship, field placement, or other practical learning experience outside the classroom will be assessed on an individual, case-by-case basis in consultation with the University placement supervisor and the field placement supervisor. A student whose absence has been approved by the RAAC is still responsible for working directly with individual course faculty or instructor(s) to reschedule Page 2 of 12

3 Issuing Responsible University r exams or paper deadlines and to submit all required course work. A student whose absence has been approved by RAAC will not be penalized for their absence. If a student requests a particular form of make-up work or a particular extension to accommodate a religious belief, the student should request that particular accommodation on the Religious Accommodation Request Form, in addition to the request for the absence from class. Being absent from class or excused from other educational responsibilities does not relieve students of their responsibility to keep up with any information shared or expectations set during the missed class(es). Students are responsible for working with their individual course faculty or instructors to make alternate arrangements to obtain materials and information provided during any missed class(es). B. Absences - Employees (including Faculty, Staff, and Postdoctoral Scholars) The University will make reasonable efforts to accommodate an employee s request for absences to the extent possible by allowing flexible arrival and departure times, floating or optional holidays, flexible work breaks, or considering schedule substitutions with colleagues of substantially similar qualifications, which may need to be arranged by or with the assistance of the requesting employee. It is voluntary and not required for colleagues of substantially similar qualifications to agree to a schedule substitution for an employee requesting a Religious Accommodation. Employees who anticipate being absent from work because of a religious observance must submit their request for time off in advance and as soon as they become aware of the need, preferably at least ten (10) business days in advance. C. Contractors and Other Third Parties, Including Applicants, Under Circumstances Within the University s Control Contractors and Other Third Parties working under circumstances within the University s control should notify their university contact if they want to request a Religious Accommodation. Their university contact can provide the individual with a copy of the Religious Accommodation Request Form and contact information for the RAAC and may, at the individual s request, submit the completed Religious Accommodation Request Form to the RAAC on behalf of the individual if the individual is unable to submit the form in person or by to the RAAC as set out above. Page 3 of 12

4 Issuing Responsible University r Applicants for Employment requesting a Religious Accommodation should notify the contact for the recruitment or search committee chair. The contact for the recruitment or search committee chair can provide the individual with a copy of the Religious Accommodation Request Form and contact information for the RAAC and may, at the applicant s request, submit the completed Religious Accommodation Request Form to the RAAC on behalf of the applicant if the applicant is unable to submit the form in person or by to the RAAC as set out above. Definitions Religion: All aspects of religious observance and practice, as well as belief. Religious Accommodation: A reasonable change in the work or academic environment that enables an individual covered by this Policy to practice or otherwise observe a sincerely held religious practice or belief without Undue Hardship on the University. A reasonable Religious Accommodation may include but is not limited to time for prayer during a workday or the ability to attend religious events or observe a religious holiday. It can also include any necessary modification to a University policy, procedure, or other requirement for a covered individual s Religious Beliefs, observance, or practice provided such accommodation is reasonable and does not cause Undue Hardship. Examples include, but are not limited to, absences from class or work; exceptions to dress code and grooming requirements; and access to private spaces for prayer. Religious Beliefs: Religious Beliefs include moral or ethical beliefs as to what is right and wrong which are sincerely held with the strength of traditional religious views. They include theistic as well as non-theistic beliefs. Personal preferences, or social, political, or economic philosophies, are not considered Religious Beliefs. Religious Practices: A religious practice is one motivated by a sincerely held religious belief, not any secular purpose. Certain practices may have both secular and religious motivations, which may require a case-by-case inquiry as to the purpose behind the practice. Undue Hardship: Imposition of more than a de minimis cost on the University s operations, which may include those requests that are costly, compromise workplace safety, decrease workplace efficiency, infringe on the rights of other employees, or Page 4 of 12

5 Issuing Responsible University r require other employees to do more than their fair share of the potentially hazardous or burdensome work. Related Requirements EXTERNAL REGULATIONS AND CONSEQUENCES Title IV of the Civil Rights Act of 1964 Title VII of the Civil Rights Act of C.F.R. Part 1605 Equal Employment Opportunity Commission Guidelines on Discrimination Because of Religion N.C. General Statue (3a) UNIVERSITY POLICIES, STANDARDS, AND PROCEDURES Procedure for Religious Accommodation: [insert link when published] Policy Statement on Non-Discrimination: Policy on Prohibited Discrimination, Harassment, and Related Misconduct: PRIMARY CONTACTS Contact Information For accommodation requests and/or questions or concerns related to this policy: Religious Accommodations Advisory Committee (RAAC) religiousaccommodations@unc.edu For complaints of discrimination or harassment based on Religion, including failure to accommodate: eoc@unc.edu Phone: Page 5 of 12

6 Issuing Responsible University r Effective Date and title of Approver: a. Effective Date: b. Approver: Important Dates Revision and Review Dates, Change notes, title of Reviewer or Approver: a. Last Revised Date: N/A b. Revised by: N/A c. Substantive Revisions: i. N/A Page 6 of 12

7 Issuing Responsible University r Approved by: [Name of r Signing the document] [Title of signing r] Date Page 7 of 12

8 Issuing Responsible University r RELIGIOUS ACCOMMODATION REQUEST FORM (NOT TO BE USED FOR IMMUNIZATION EXEMPTION REQUESTS) 1 Section 1: Contact Information Name: Address: Telephone Number: PID: Section 2: Student Information 2 Major/Program: Department: Section 3: Employee and Contractor Information Job Title: Department: Supervisor s Name and Title: Supervisor s Address: Supervisor s Telephone Number: Company (if contractor): 1 Students seeking exemptions from required immunizations should visit the UNC Campus Health website: Employees seeking exemptions from required immunizations should contact UNC s Environment, Health & Safety website for more information: 2 Students seeking accommodations related to an on-campus job should fill out both Sections 2 and 3. Page 8 of 12

9 Issuing Responsible University r Section 4: Applicant Information Section 5: Requested Accommodation(s) A. Identify the policy, practice, or schedule for which you are seeking a Religious Accommodation(s). B. Explain how that policy, practice, or schedule conflicts with your religious belief(s). C. Identify the accommodation(s) or modification(s) you are requesting. 3 3 Undergraduate students who are seeking both a University Approved Absence and a specific form of makeup work or a specific extension as an accommodation should specify both the date(s) and class for which the University Approved Absence is requested and the form of makeup work or extension sought. Page 9 of 12

10 Issuing Responsible University r D. List any other accommodation(s) that would eliminate the conflict: Section 6: Notification of Accommodation List the name(s), title(s), address(es), and telephone number(s) for any individual who needs to be made aware of any approved accommodation(s) in order to put those accommodation(s) into effect (e.g., faculty member, teaching assistant, supervisor). 4 VERIFICATION I verify that my Religious Beliefs are sincerely held and that I am motivated by a religious purpose to request this Religious Accommodation. I understand that in determining whether to grant this request the University may inquire as to the sincerity of my beliefs as well as the purpose for my request. The University may also be limited in its ability to provide an accommodation that presents an Undue Hardship to the University. Date Signature Return this completed form to the Religious Accommodations Advisory Committee at religiousaccommodations@unc.edu. 4 If an undergraduate student s request for an absence from class as a religious accommodation is granted, the University Approved Absence will be notified. Page 10 of 12

11 Issuing Responsible University r DISPOSITION Request Approved: Yes No Identify accommodation(s) provided: Identify individual(s) to be notified: If denied, state the reason (e.g., Undue Hardship, unreasonable, etc.). Date Signature Page 11 of 12

12 Issuing Responsible University r University Approved Absence Notification Student (PID ) has been granted a University Approved Absence for the dates and classes listed below. Class Dates of Approved Absence Page 12 of 12