Non-Academic Accommodations

The Americans with Disabilities Act (ADA) defines a disability as a physical or mental impairment that substantially limits one or more major life activities. The requested documentation must establish all of the following for a condition to be considered a disability: 

• Compelling evidence, including treatment history, to indicate the impact of a physical or mental health impairment that limits the student’s participation in a major life activity.
• A substantial degree of functional impairment.
• Sufficient explanation of how the requested accommodation relates to the current impact of the condition.

A diagnosis in and of itself does not automatically qualify a student for accommodations, and not all conditions meet the definition of a disability under the Americans with Disabilities Act (ADA). In some cases, alternative reasonable accommodations (other than those requested) may be offered.

Qualifying Conditions

Qualifying conditions may include those disability-related diagnoses that substantially limit a major life activity and cannot be met through current housing or dining processes. Examples may include medical needs that require extensive apparatus, specialized living arrangements, strobe type fire alarm systems, an elevator, or foods to be puréed.

Non-Qualifying Conditions

Although all requests will be reviewed on a case-by-case basis, temporary, non-chronic impairments of seasonal or short duration (less than 6 months) with little or no residual effects that will not substantially limit a major life activity are generally non-qualifying conditions under the ADA. These may include a sprained joint, non-chronic gastrointestinal disorders, a broken bone expected to heal completely, and seasonal allergies.

Temporary Conditions

Generally, students with temporary conditions (injuries) or short-term medical or illness situations are not considered persons with disabilities and do not necessitate an accommodation. Students with a temporary medical condition should review the information about making arrangements for temporary conditions.

Seasonal allergies are usually not qualifying conditions for an accommodation under the ADA.  Personal air conditioning units are not allowed in the Residence Halls. However, air purification devices are allowed, and students with asthma or severe allergies who require filtered air are encouraged to bring them. 

All mattresses are sealed in an allergen-free mattress protector. 

Although one of the most requested accommodations is a single room, the provision of a single room as an accommodation is not common. The request for a single room is used as an accommodation only when no other reasonable accommodation would allow a student to participate in the residential program as designed. 

Although reviewed on a case-by-case basis, seasonal allergies, ADD, ADHD, learning disabilities, anxiety, or depression generally do not warrant singles as an accommodation. Single rooms do not:

• guarantee privacy or a quiet environment
• guarantee an allergen-free environment
• prevent a student from having to interact with others
• prevent negotiating living environments with other students regarding noise, sleep patterns, and study schedules

There are a limited number of single rooms on campus. Singles not assigned as disability-related accommodations can be requested as a preference. Any student may request a single room as a preference during the scheduled housing selection assignment process or through a room change request, and requests will be fulfilled as spaces are available.

All residence halls have toilet and shower facilities that, by design, offer privacy. Conditions that require frequent use of the bathroom, such as IBS or an overactive bladder, can typically be addressed using these facilities.

Requests from students with medical conditions such as diabetes or food allergies/sensitivities for a location that is near specific dining halls or food venues to access frequent meals to meet specific dietary restrictions generally do not need disability-related accommodations, as these conditions can typically be addressed through existing campus services and policies.

• All food service venues can provide food options to students with specific dietary restrictions.
• Students can use any food service venue on campus during any of its operating hours. 
• Students may have a refrigerator and microwave in their room, and they are allowed to carry snacks and eat in most classrooms. 

Students should share their food allergies in their meal plan agreement. They will then be contacted by a representative from Fisher Dining to further discuss their specific needs.

There are multiple settings on campus (study rooms in residence halls, art and music studios, computer labs, private Lavery Library study rooms, the Hermance Family Chapel of St. Basil the Great, etc.) that provide quiet and private places where students can study, relax, decompress, or be alone. Tools like noise-canceling headphones, white noise devices, or phone apps can also help mitigate distracting sounds. Space is available by appointment in various campus locations for students who need private space for remote medical appointments.

Although reviewed on a case-by-case basis, ADD, ADHD, and learning disabilities generally do not warrant non-academic accommodation as residence halls are designed as active living spaces, not quiet study areas.

Accommodated parking is not granted through the University’s accommodation process since accessible parking permits are issued through the city, town, or village in which the student lives.  Students with accessible parking permits can park in any available accessible space located throughout campus.

Housing accommodation requests and supporting medical documentation must be received by the following dates:

• For Incoming Students: June 1 for the following fall semester.
• For Returning Students: February 28 for the following fall semester (prior to housing selection).

Housing accommodation decisions can take up to three weeks once all the procedural steps have been completed. 

A medical diagnosis and a recommendation for a particular accommodation do not solely establish a disability-related need for accommodations. A student’s professional healthcare provider documentation must establish all of the following for a condition to be considered a disability:

• Compelling evidence, including treatment history, to indicate the impact of a physical or mental health impairment that limits the student’s participation in a major life activity.
• A substantial degree of functional impairment.
• Sufficient explanation of how the requested accommodation relates to the current impact of the condition. 

The diagnostician providing the documentation must be an impartial evaluator who is not a family member, nor in a dual relationship with the student, nor in a conflict of interest with the University or the Non-Academic Accommodations Committee. 

The student should have the provider with the most knowledge of their medical history and expertise in treating the type of disability complete the documentation to provide the Non- Academic Accommodations Committee with the best evaluation of the severity of the condition and its impact. 

Recommended providers include:

• For documenting a medical condition and its treatment: physicians, physician assistants, or advanced practice nurse practitioners.
• For documenting a psychological or mental health condition and its treatment: licensed clinical social workers, professional counselors, psychologists, psychiatrists, or advanced practice psychiatric nurse practitioners.

All decisions about reasonable non-academic accommodations are made by the Non-Academic Accommodations Committee on a case-by-case basis, including based on the required medical documentation provided. Determinations are made by evaluating how the documented functional limitations related to a disability impact a student’s ability to access the housing or dining program. A medical or psychological diagnosis alone does not guarantee an accommodation.  

After the review, the student will receive a response by email at their SJF address that may include a request for more information, an approved accommodation, or a denial of the requested accommodation.

If approved, the reasonable accommodations may not be the preferred accommodations, and alternative reasonable accommodations (other than those requested) may be offered.

The requested accommodation may be denied if:

• the request is related to a condition that is not a barrier to accessing housing or dining
• the accommodation does not directly address a student’s documented diagnosis and treatment plan
• needs can otherwise be met through the course of standard housing assignment processes and/or current campus operations
• the request is determined to be unreasonable*

*An accommodation is unreasonable if it: (1) imposes an undue financial and/or administrative burden on the University; (2) fundamentally alters the nature of the University’s operations; (3) poses a threat to the health and safety of others or would cause substantial property damage to the property of others, including University property; and/or (4) is otherwise unreasonable to the operation of the University.

If a student wishes to appeal a University decision in response to a request for a reasonable non-academic accommodation, the student must submit a written appeal to the Vice President for Student Affairs/Dean of Students.

• All documentation and related information submitted to the University in support of the accommodation request will be forwarded to the Vice President.
• The Vice President may request additional information from the student, as well as seek expert opinion from sources outside the University. The student must cooperate if the opinion of the additional expert is sought.
• The Vice President may meet with the student to discuss the request and interview other individuals who have information relevant to the request.
• After reviewing the documentation and meeting with the student, the Vice President may modify or sustain the original decision regarding the request for accommodation.
• The decision regarding the appeal will be made within 30 calendar days of receipt of the appeal.