| Policy Title | Religious Accommodation Policy |
| Policy Category | Ethics, Integrity and Legal Compliance Policies |
| Original Policy Approval Date | 2/14/2024 |
| Policies Superseded | None |
| Responsible Office(s) | Office of the Provost |
| Related Policies | Non-Discrimination and Non-Harassment Policy |
| Frequency of Review | 5 years |
| Date of Next Review | 2/28/2029 |
I. Scope
This Religious Accommodation Policy (“Policy”) applies to all students, employees, prospective students and employees, and trustees of the University.
II. Policy Statement
The University is committed to ensuring equal opportunity to all persons and to providing a learning and working environment that is respectful of the religious beliefs of its students, employees, prospective students and employees, and trustees. As part of this commitment, the University will provide reasonable Religious Accommodations to those in our community whose sincerely held religious beliefs conflict with a University policy, procedure, or academic or employment requirement, unless such an accommodation would create an undue hardship or would fundamentally alter the University’s work, program and/or mission.
III. Policy
The University will evaluate requests for a Religious Accommodation on a case-by-case basis. “Religion,” as defined in Section IV below, includes traditional, organized religions and also sincerely held religious beliefs, including those that are new, uncommon, not part of a formal church or sect, or only subscribed to by a small number of people. Social, political, or economic philosophies, as well as mere personal preferences, are not considered to be religious beliefs. Religious practices are individual and may vary by person, such as not working on Saturday or on Sunday. This Policy is intended to apply when a person’s Religion is the reason for a practice or observance.
Generally it is not necessary for an individual requesting a Religious Accommodation to provide proof or documentation concerning their Religion or the specific religious practice at issue. In rare circumstances where University staff have a bona fide doubt that the belief or practice at issue is religious or sincerely held by the individual, the responsible University staff member may ask the requesting party clarifying questions.
A Religious Accommodation may be requested when a person’s Religion conflicts with a University policy, procedure, or academic or employment requirement. Religious Accommodations may include, but are not limited to, the following illustrative examples:
- Adjustments to a work or academic schedule to observe a Religious holiday, such as time off for employees or rescheduling an exam for students
- Modifications to dress and/or grooming requirements
- Time for prayer during the work day
- Providing a space for washing in compliance with religious observance
Individuals should request a Religious Accommodation in advance or as soon as reasonably practicable. A Religious Accommodation requested retroactively or in an untimely manner may not be reasonable. Upon receipt of a request for a Religious Accommodation, University staff will engage in an interactive process with the requesting party, discussing possible accommodations that would allow the individual to observe their Religion. It may not be reasonable for an individual requesting a Religious Accommodation to receive their preferred accommodation, so long as the Religious Accommodation reasonably permits the person to observe their Religion or participate in a religious practice.
The University will not provide a Religious Accommodation if it causes an undue hardship on the conduct of the University’s business. In determining whether a Religious Accommodation would create an undue hardship, the University will rely on objective information, not on speculative or hypothetical hardships to the University that could result from providing the accommodation. The University must consider the burden on its business as a whole in making this assessment, considering the University’s size and operating costs, as opposed to the possible burden on any one University employee.
A Religious Accommodation may cause an undue hardship when it:
- causes an undue administrative or substantial financial hardship for the University;
- jeopardizes the health or safety of the individual who requires the accommodation or others; or
- infringes on the rights of other employees, including those rights set forth in a collective bargaining agreement or other policy or law.
Students requesting a Religious Accommodation should follow the procedures set forth in Appendix A to this Policy. Employees and trustees requesting a Religious Accommodation should follow the procedures set forth in Appendix B to this Policy.
In accordance with the University’s Non-Discrimination and Non-Harassment Policy, it is prohibited to retaliate against an individual because they have requested a Religious Accommodation or participated in an approved Religious Accommodation. Any person who violates this anti‐retaliation provision may be subject to disciplinary and/or corrective action.
IV. Definitions
Essential function: A fundamental job duty of an employment position for staff and faculty, or a fundamental academic element of a course or program of study for a student.
Religion: Includes traditional, organized religions and also sincerely held religious beliefs, including those that are new, uncommon, not part of a formal church or sect, or only subscribed to by a small number of people. All aspects of religious belief and observance that are sincerely held will be considered as part of this Policy. Social, political, or economic philosophies, as well as mere personal preferences, are not considered to be religious beliefs.
Religious Accommodation: A reasonable change in the work or academic environment that enables a student or employee to practice or otherwise observe a sincerely held religious practice or belief without undue hardship or fundamentally altering the educational, workplace or mission of the University.
Undue hardship: More than a minimal burden on the operation of the University; may include those that are unduly expensive or interfere with the safe or efficient operation of the workplace or learning environment and/or would result in the inability of a person to perform an essential function of their position or course of study. The determination of undue hardship is dependent on the facts of each individual situation, and will be made on a case-by-case basis.
V. Effective Date
This Policy is effective on the date that it is signed by the President.
VI. Signature, Title, and Date of Approval
By: /s/ Ajay Nair
Ajay Nair, President
Date: February 14, 2024
Exhibit A
Student Procedures for Requesting a Religious Accommodation
A. Student Responsibility
Students should first communicate, via email, their request for religious accommodation directly with their professor(s). It is important to do this at the start of the semester and/or with at least three weeks advance notice. It is recommended that students include the following information in an email to their professor:
- the name of the religious observance or obligation
- the date(s) of the religious observance or obligation that conflicts with the assignment due date, exam date, etc.
- an explanation of the obligations and restrictions associated with the religious observance or obligation
- the specific academic accommodation(s) requested (e.g., an extension on an assignment, an alternate test date, etc.)
If the student’s request is denied by the professor, the student should contact the chair of the department to resolve the issue.
B. Faculty Responsibility
- Review and respond to request(s) within 24-48 hours, including clarifying any ambiguities or uncertainties.
- Approve and establish accommodations.
- If clarification is needed, approach the chair of the department to seek additional guidance.
If the chair of the department is not able to resolve the issue, the chair reaches out to the Associate Vice President of the Office of Access, Equity, Diversity and Inclusion.
Websites to review world religions: https://www.timeanddate.com/ or https://www.diversityresources.com/interfaith-calendar-2023/
If you require additional support after you discuss your religious needs with your professor or have any questions about this process, please contact the Office of Access, Equity, Diversity and Inclusion (AEDI) at aedi@arcadia.edu.
Exhibit B
Employee/Trustee Procedures for Requesting a Religious Accommodation
Religious Accommodation Procedures
Arcadia University is dedicated to treating its staff members equally and with respect, and recognizes the diversity of their religious beliefs. Staff members may request a reasonable accommodation when their religious beliefs prompt them to seek any deviation from standard aspects of the individual’s employment at the University, such as, but not limited to, dress code requirements or the individual’s schedule. The University will consider all requests, but reserves the right to offer reasonable accommodations other than those requested to the extent permitted by law, and will not grant accommodations that cause an undue hardship for the University. If you seek to request a religious accommodation, speak with your manager and/or the Office of Human Resources.
Some examples of religious accommodations are noted below. This is not an exhaustive list, and the University is open to considering other requests.
Requesting Time Off for a Religious Holiday
An employee requesting time off for a religious holiday may use accumulated leave (such as vacation or personal leave) or leave without pay. In some circumstances, the leave may be accommodated by an alternate work schedule approved in advance by the employee’s supervisor. A supervisor may only deny time off when an employee’s absence from work would create an undue hardship on the department’s operations.
Requesting a Religious Accommodation for Prayer Time
Arcadia employees requesting time away from work for prayer time should provide advance notice to their manager and Human Resources via written communication (email or letter). The advance notice will allow the manager and Human Resources to make appropriate schedule changes in order to accommodate the employee’s request. Reasonable accommodations are necessarily determined on an individual basis and depend on the particular circumstances.
Wearing Religious Attire to Work
Arcadia University supports religious expression among employees to the same extent that it allows other types of personal expression that are not harassing or disruptive. The University will take into consideration the safety, security, and/or health of the employee when evaluating an employee’s request for wearing religious attire.
If you require additional support after you discuss your religious needs with your supervisor or have any questions about this process, please contact the Office of Access, Equity, Diversity and Inclusion (AEDI) at aedi@arcadia.edu.
