The Accessible Education Center (AEC) is responsible for reviewing requests for reasonable accommodations on the basis of disability in University Housing. The AEC engages in an interactive process to determine whether the requested accommodation is necessary for student with a disability to have equal opportunity to enjoy and use a dwelling in University Housing. Housing accommodation decisions are made by a committee internal to AEC. AEC is only involved in requests directly related to disability. All other housing related concerns, including roommate conflict or incompatibility issues, should be directed to University Housing.
On this page:
Priority Deadline for Housing Accommodation Requests
Supporting Documentation Guidance (Non-ESA Requests)
Supporting Documentation Guidance (ESA Requests)
Priority Deadline for Housing Accommodation Requests
Requests for accommodations through AEC need to be submitted as early as possible for full consideration. For students entering University Housing in the Fall term, disability-related housing accommodations must be reviewed and approved by June 1st* to be guaranteed. Requests made after that date will be reviewed but cannot be guaranteed to be met.
*Extended to June 14th for this year (2024) only
Initial Steps
- Register for University Housing.
- Schedule an appointment with an AEC access advisor to discuss your disability-related needs in University Housing.
- Submit supporting documentation of disability to AEC, as needed.
Overall Process
- AEC gathers information about a student’s disability experience, functional limitations, and the ways in which the requested accommodation would mitigate disability-related barriers.
- This is initiated during a meeting between the student and an AEC access advisor, during which the access advisor will gather the student’s self-report of the above information.
- In circumstances where either the disability in not obvious/apparent, and/or there is not a clear relationship between the requested accommodation and functional limitations of a disability, the student may be asked to provide documentation from a reliable third-party (e.g., a physician or other medical professional), establishing that they have a disability and that the accommodation is necessary to provide an equal opportunity to use and enjoy college housing.
- Once AEC has the student’s self-report and supporting documentation of disability, the AEC housing accommodation committee will review the student’s request and make a determination.
- If AEC has enough information to approve the student’s requested housing accommodations, AEC will communicate approved housing accommodations to University Housing.
- If AEC does not have enough information to approve the student’s requested housing accommodations, AEC will communicate this to the student.
Student’s Self-Report
When a student meets with an AEC access advisor, they will be asked questions about their disability experience, the functional limitations they experience as a result of disability, and the ways that the requested accommodation(s) would mitigate those impacts of disability. Questions may include:
- Do you have a physical or mental condition that meets the legal definition of disability?
- Legal definition of disability: An individual with a mental or physical impairment that substantially limits one or more major life activities. Major life activities include (but are not limited to) seeing, hearing, walking, breathing, performing manual tasks, caring for oneself, learning, speaking, working, or the operation of a major bodily function.
- Please share information about your disability experience. What functional limitations do you experience as a result of your disability? What major life activities are impacted?
- What specific accommodation(s) in University Housing are you requesting?
- Please share information about how the requested accommodation(s) would mitigate impacts or functional limitations of your disability.
- (If we have not yet received documentation, or the documentation does not meet guidelines) Are you working with a health or mental health provider to address the barriers/impacts of your disability? If so, have you had conversations with your provider about your disability-related needs in University Housing?
If the student is requesting an Emotional Support Animal (ESA) in University Housing, the following questions may also be asked:
- Do you currently have an animal you are seeking to establish as an ESA, or is this something you are considering for the future?
- What kind of animal are you requesting to bring?
- Please share specific information about how your animal would mitigate impacts or functional limitations of your disability.
The AEC access advisor will also share requirements for supporting documentation of disability, listed below.
Supporting Documentation Guidance (Non-ESA Requests)
Documentation must be provided by an appropriate qualified professional such as a treating or diagnosing health or mental health professional. Documentation completed by a family member is not acceptable. For psychological disabilities, evaluation and documentation should be within the last six months unless the condition is one that does not change over time. All documentation will be evaluated on a case‐by‐case basis.
Requests for a single room as an accommodation based solely on a desire to have a “quiet, undisturbed place to study” or as a need for a “reduced distraction environment” will not be granted. By virtue of the shared facilities, resources, and number of people living under one roof, it is unrealistic to assume that a private room would provide for a quiet, distraction‐free space to any appreciable degree beyond living in a standard room.
Documentation should be on official letterhead and include the following information:
- The name, title, licensing state(s) and number, address, area of specialization, and signature of the qualified, diagnosing clinician/health care professional
- The student’s name
- It should be clearly stated whether the student does or does not have a physical or mental condition that meets the legal definition of disability. If unknown, please indicate such and explain.
- Legal definition of disability: An individual with a mental or physical impairment that substantially limits one or more major life activities. Major life activities include (but are not limited to) seeing, hearing, walking, breathing, performing manual tasks, caring for oneself, learning, speaking, working, or the operation of a major bodily function.
- Description of the functional limitations the student experiences as a result of their disability.
- Accommodation recommendations to address the functional limitations that have been specified.
- Justification of the relationship between the student’s disability and the need for the requested accommodation as a necessary accommodation for the equal use and enjoyment of the University housing assignment.
Sample Letter for Housing Accommodation Requests
- The following documentation may not be accepted:
- Documentation completed by a family member
- Documentation based on a fully online evaluation which did not involve direct contact with a qualified professional
- Health Summary
- Verification of medication/prescription
Supporting Documentation Guidance (ESA Requests)
Supporting documentation should be provided by a licensed health care professional who has personal knowledge of their patient/client– i.e., the knowledge used to diagnose, advise, counsel, treat, or provide health care or other disability-related services to their patient/client. Documentation should be on official letterhead and include the following information:
- The name, title, licensing state(s) and number, address, area of specialization, and signature of the qualified, diagnosing clinician/health care professional
- The patient/client’s name
- Description of the professional relationship between the health care professional and the patient/client, including the length and nature of the professional relationship and provision of health care or disability-related services. Description of how the health care professional’s therapeutic or medical relationship with the patient/client has informed the basis for the conclusion and recommendation for the necessity of an ESA within University Housing. In general, documentation must establish a client-provider relationship of at least 30 days prior to providing the documentation requested regarding the individual’s need for an ESA.
- The type of animal(s) for which the reasonable accommodation is sought
- It should be explicitly stated whether the student does or does not have a physical or mental condition that meets the Fair Housing Act’s definition of disability. If unknown, please indicate such and explain.
- Legal definition of disability: An individual with a mental or physical impairment that substantially limits one or more major life activities. Major life activities include (but are not limited to) seeing, hearing, walking, breathing, performing manual tasks, caring for oneself, learning, speaking, working, or the operation of a major bodily function.
- Description of how the needed accommodation mitigates one or more functional limitations
- Whether the patient/client needs the animal(s) because it does work, provides assistance, or performs at least one task that benefits the patient/client because of their disability, or because it provides therapeutic emotional support to alleviate a symptom or effect of the disability of the patient/client, and not merely as a pet.
- Justification of the relationship between the individual’s disability and the need for the requested accommodation as a necessary accommodation for the equal use and enjoyment of the University housing assignment.
Additionally, if the animal is not a dog, cat, small bird, rabbit, hamster, gerbil, other rodent, fish, turtle, or other small, domesticated animal that is traditionally kept in the home for pleasure rather than for commercial purposes, it may be helpful for patient/clients to ask health care professionals to provide the following additional information:
- The date of the last consultation with the patient/client
- Any unique circumstances justifying the patient/client’s need for the particular animal (if already owned or identified by the individual) or particular type of animal(s), and
- Whether the health care professional has reliable information about this specific animal or whether they specifically recommended this type of animal.
Sample Letter for Emotional Support Animal Requests
- The following documentation may not be accepted:
- Documentation completed by a family member
- Documentation based on a fully online evaluation which did not involve direct contact with a qualified professional
- Health Summary
- Verification of medication/prescription