Employee Religious Accommodation Policy

1. Purpose

The University of Florida (“UF”) is committed to making good faith efforts to provide reasonable accommodations for Employees’ sincerely held religious beliefs, practices, and observances, in accordance with Title VII of the Civil Rights Act of 1964.

2. Applicability

This Policy applies to all UF Employees and applicants for employment.

3. Definitions

Employee means faculty, staff (TEAMS), law enforcement, other personnel services (OPS), postdoctoral associates and fellows, and graduate assistants. Applicants for employment are also covered under this definition.

Religious Accommodation means an action, modification, or adjustment necessary to allow an Employee to comply with their religious beliefs, practice, or observance, unless providing the Religious Accommodation would create an Undue Hardship to UF.

Sincerely Held Belief refers to a moral, ethical, or faith-based conviction that is genuinely held by an individual, whether rooted in traditional, organized religion or in less common or individualized belief systems. In accordance with federal guidance, the sincerity of such beliefs is generally presumed. However, this presumption may be subject to review if there is an objective basis to question sincerity – such as inconsistent conduct, questionable timing, or other credible evidence.

Supervisor means a person who has authority to undertake or recommend tangible employment decisions (e.g., hiring, discipline, dismissal) affecting an Employee.

Undue Hardship means a Religious Accommodation that would result in substantial increased costs or significant difficulty in relation to the conduct of the employer’s operations, considering the nature, size, and operating costs of the unit.

Interactive Process means collaborative dialogue between the Employee, the Supervisor, and UF Human Resources (UFHR). The process involves clarifying the request, exploring alternatives (if appropriate), and assessing whether the Religious Accommodation can be provided without imposing an Undue Hardship.

4. Policy Statement

Employees may request Religious Accommodations by submitting the Religious Accommodation Request Form, available on the UFHR website. Supervisors will review and discuss requests in good faith as part of the Interactive Process and may approve Religious Accommodations at the unit level when feasible. Supervisors are required to consult with UFHR Employee Relations before denying any such requests or proposing alternative Religious Accommodations. UFHR Employee Relations evaluates referred matters under the Undue Hardship standard. Supervisors may only propose alternative Religious Accommodations where appropriate, following review by UFHR Employee Relations. Retaliation for requesting or using Religious Accommodations is prohibited.

Examples of Religious Accommodations may include (but are not limited to) adjustments such as schedule or shift changes, leave for observances, prayer breaks, modifications to dress or grooming standards, dietary accommodation at employment functions, excusal from participation in specific ceremonies or activities.

Approved Religious Accommodations remain in effect unless circumstances change. UFHR will review approved Religious Accommodations periodically, at least annually, to confirm continued applicability, and Employees and Supervisors must inform UFHR when duties, operations, or workplace conditions change in ways that could affect Religious Accommodations.

4.1 Appeals

Employees who believe a request was improperly denied, or that an approved Religious Accommodation does not reasonably meet their needs based on a Sincerely Held Belief, may appeal in writing within ten (10) business days by submitting the UFHR Employee Relations Complaint Form. The appeal must clearly state the reason for the appeal and the remedy sought. The Vice President for Human Resources, or designee, will render a written determination within twenty (20) business days of receipt of the appeal. The determination may uphold, amend, or overturn the original decision. The determination of the Vice President for Human Resources, or designee, is UF’s final determination.

4.2 Policy Violations

Failure to comply with this Policy could result in disciplinary action, up to and including termination.

4.3 Review and Adjudication

The following department is responsible for overseeing implementation of, and assuring compliance with, this Policy. Questions about this Policy or reporting suspected violations should be directed to:

UFHR – Employee Relations
903 W. University Avenue
P.O. Box 115000
Gainesville, FL 32611
(352) 392-1072
EmployeeRelations@hr.ufl.edu

5. References and Related Information

• Title VII of the Civil Rights Act of 1964 (42 U.S.C. §2000e) – Title VII, Civil Rights Act
• UF Nondiscrimination/Harassment/Invasion of Privacy Policies – UF Regulation 1.006
• UFHR Employee Relations Religious Accommodation Request Form
• UFHR Employee Relations Complaint Form

History