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Handbook of Operating Procedures

Religious Accommodation

Policy Number: 112

Subject:

Religious accommodation, including observing religious holy days that are not part of the University’s holiday schedule

Scope:

Members of the University community, including administrators, faculty, staff, students, residents, postdoctoral research fellows, clinic fellows, volunteers (including faculty appointed without salary), and third parties within the University’s control (visitors, contractors, vendors, consultants, observers, applicants for employment or admission and visiting students)

Date Reviewed:
August 2026
Responsible Office:
University Relations & Equal Opportunity
Responsible Executive:
Associate Vice President of University Relations & Equal Opportunity

I. POLICY AND GENERAL STATEMENT

The University of Texas Health Science Center at Houston ("University") is committed to providing an environment that respects the religious beliefs of members of the University community, in accordance with applicable state and federal laws and regulations. Reasonable accommodation may be provided to covered individuals whose sincerely held religious beliefs conflict with a University policy, procedure, academic program requirement, or employment requirement.

II. DEFINITIONS

"Public business" holiday: The University must have enough personnel to carry on public business. The University calendar refers to these as “skeleton crew” holidays.

Religion or Creed: Includes traditional organized religions and others who have sincerely held religious, ethical or moral beliefs.

Religious Accommodation:  A reasonable adjustment to the work, academic, or educational environment or other conditions by the University that allows a covered individual to practice or otherwise observe a sincerely held religious practice or belief, without undue hardship on the University.

Religious Holy Day: As defined by Texas statute, a day observed by a religion whose places of worship are exempt from taxation under state law.

Undue Hardship: An action that would result in significant difficulty or expense when considered in light of factors that may include, but are not limited to, the nature of the accommodation; financial considerations; the impact of the accommodation on the nature and operation of the department; whether the accommodation would fundamentally alter the essential elements of a program or position, course or degree requirements, or requirements of instruction; and the effect of the accommodation on the health and safety of other members of the University community.

III. PROCEDURE

          A. Types of Religious Accommodation

The following examples illustrate the types of religious accommodation a university community member may request. These examples are not exhaustive and do not constitute a complete list of possible religious accommodations. A university community member seeking an adjustment or modification to a University-administered environment may submit a request for religious accommodation, even if the specific accommodation requested is not expressly identified herein.

                    1. Observing Religious Holy Days - Students

Students who become aware that a religious holy day will conflict with classes, examinations, or assignment deadlines must promptly submit a request for religious accommodation. Requests should be submitted as far in advance as possible and in accordance with the absence policy of the school. An instructor or faculty member who receives a student’s request related to a religious observance should notify University Relations and Equal Opportunity (UREO) or the school’s 504 Coordinator. UREO will engage in the interactive process and respond to the student within a reasonable period. A request to observe a religious holy day may be denied if the student’s absence interferes with clinical care.

Students who follow these procedures and are excused for a religious holy day observance will not be penalized, provided that any missed assignments or examinations are completed satisfactorily within a reasonable time after the absence.

With respect to requests to observe a religious holy day, if a student and UREO disagree as to whether the absence is for the observance of a religious holy day; whether the student has been provided a reasonable time to complete any missed assignments or examinations; or if the student has not received a timely response from UREO regarding a requested absence, either the student or UREO may request a ruling from the Senior Vice President, Academic and Faculty Affairs (“SVP/AFA”) or designee. The student and UREO shall abide by the decision of the SVP/AFA, who the President has designated to render such rulings.

                    2. Observing Religious Holy Days – Non-Students

In accordance with state and federal law, employees and trainees may observe religious holy days through one or more of the following methods: use of applicable paid leave consistent with HOOP 28, Vacation, by working one "public business" holiday for each religious holy day observed, consistent with HOOP 27, Holidays, by combining both methods; or use of unpaid leave, in accordance with HOOP 31, Unpaid Leave Eligibility.

Employees and trainees must generally provide written notice to their supervisor at least 30 days in advance when requesting time off for a religious observance. Departments may set a longer period for advance notice at their discretion, communicated to employees and trainees in writing and consistent with the department’s written procedures for other planned absences. 

The notice must specify whether the individual intends to use accrued applicable paid leave and/or work a “public business” holiday in connection with the observance. In instances where the employee is using accrued paid leave or unpaid leave, formalizing the arrangement is optional. To ensure arrangements that involve working a “public business” holiday are compliant with state and federal law, an employee must submit a request for religious accommodation. Upon receipt of a request, UREO will engage in the interactive process with the employee or trainee and the supervisor or program director and will respond within a reasonable period, in accordance with policy.                             

                    3. Religious Attire, Dress, Grooming and Other Requirements

Upon request, the University will make reasonable efforts to accommodate a university community member’s attire, grooming, or appearance practices that are based on sincerely held religious beliefs and that conflict with a University policy, requirement, or practice, unless doing so would pose an undue hardship.

Religious attire and grooming practices are those required or observed as part of an individual’s religious belief or observance. Religious attire is distinct from cultural, traditional, or personal preference dress, though such distinctions will be evaluated on a case?by?case basis through the interactive process.

Religious attire and grooming practices may include, but are not limited to:

  • Hairstyle or grooming practices, such as uncut hair or beards (e.g., Sikh hair and beard practices, Rastafarian dreadlocks, Jewish sidelocks/peyot)
  • Head coverings, including yarmulkes, turbans,
  • hijabs, kufis, or Rastafarian head coverings
  • Religious jewelry or items of ceremonial significance, such as crucifixes, Stars of David, or other items worn as part of religious observance

Requests for religious attire or grooming accommodation will be evaluated individually, taking into account the nature of the request, applicable safety or operational requirements, and the university community member’s role. UREO will engage in an interactive process to determine whether accommodation can be provided without undue hardship.

                    4. Quiet Spaces and Prayer

Upon request, the University will evaluate and where reasonable and available, provide access to quiet, private spaces for meditation, religious study and/or prayer consistent with the requirements of this policy.

          B. Employees and Trainees Requesting Religious Accommodations

To request a religious accommodation, submit a request for religious accommodation. An instructor or faculty member who receives a student request for religious accommodation should notify UREO or the school’s 504 Coordinator. Supervisors who receive a request for religious accommodation other than requesting time off for a religious observance should notify UREO to initiate the interactive process and properly document the accommodation.

                    1. Documentation of Sincerely Held Religious Belief

In some circumstances, additional information may be requested to clarify the religious nature or sincerity of a request.

                    2. Non-Receipt of Documentation

When requested, supporting documentation or information should be submitted to UREO within 14 calendar days of the request. Failure to provide the required documentation and information in a timely manner may result in the denial of the request for religious accommodation.

                    3. Interactive Religious Accommodation Review

After UREO receives a religious accommodation request and any required documentation (if applicable), UREO will engage in the interactive process with the requestor and, as appropriate, supervisors, faculty, or instructors to evaluate and implement the accommodation. This process may involve assessing essential job functions or academic program requirements, operational impacts, duration, and potential alternative accommodations. Religious accommodation requests are reviewed on a case?by?case basis.

After the interactive process concludes, UREO will determine appropriate religious accommodation and provide written notice to the parties. The request for religious accommodation form, the written accommodation offer, and other related documents obtained during the interactive process will be maintained by UREO.

          C. Appeal

A requestor who disagrees with the denial of a religious accommodation may appeal the decision in writing to the Associate Vice President of UREO (or their designee) within seven (7) calendar days of receiving the written response. In most circumstances, the Associate Vice President of UREO (or their designee) will render a written decision within fourteen (14) calendar days of receipt of the appeal. The Associate Vice President of UREO's decision is final.

          D. Confidentiality

The University will make reasonable efforts to protect the privacy of a university community member during the evaluation and implementation of the request. Records and information obtained by UREO in connection with the accommodation request will be maintained confidentially, in accordance with applicable law and University policy.

          E. Complaints and Other Relevant Policies

Complaints regarding a determination made under this policy, HOOP 112, can only be appealed as described in Section III.C.  Any individual who alleges discrimination based on religion may contact Equal Opportunity (EO) and file a complaint pursuant to HOOP 183, Nondiscrimination, Anti-Harassment and Equal Opportunity. Any individual who alleges retaliation related to a request for accommodation made under this policy may contact the Office of Institutional Compliance pursuant to HOOP 108, Protection from Retaliation.

IV. CONTACTS