Housing Accommodations

Agnes Scott College (ASC) provides housing accommodations for students with a documented qualifying medical, physical or psychological disability on a case-by-case basis. To be considered for a housing accommodation, you must register with the Office of Accessible Education.

Important Dates

Important dates for requesting housing accommodation are as follows:

November 1st (returning students for Spring)

March 1st (returning students for fall)

June 15th (first year and transfer students for fall)

 After these dates, applications are accepted, but ASC cannot guarantee your accommodation request can be met, even with proper documentation.  Also all housing accommodation requests are subject to room availability.  If an accommodation request cannot be met due to room availability, ASC will make a good faith effort to discuss and provide alternative accommodations/arrangements.

There are two steps to registering with the Office of Accessible Education:

  1. Complete the Office of Accessible Education Welcome Packet and Housing Accommodation Request Form
  2. When the disability and/or need for accommodation is not obvious, submit appropriate documentation of your disability with the packet to Rashad Morgan, Director of Accessible Education.  Documentation Guidelines are listed with the Housing Accommodation Request Form. 

 Documentation Requirements

Documentation must:

  • Be in the form of a letter or report from a physician, psychologist, psychiatrist or other medical provider who is qualified to make the diagnosis and is currently treating you for the disability for which you are requesting a housing accommodation. For example, a psychiatrist would not be an appropriate clinician to provide documentation for a gastrointestinal condition.
  • The documentation must be on official letterhead and should be signed and dated within the last two years.
  • Include a specific diagnosis, a statement of your current condition, the date and a summary of your most recent evaluation, and the expected duration of your condition.
  • State the current impact of (or functional limitations) imposed by the condition on your living situation.
  • Explain how the condition relates to your request for a Housing accommodation. There must be a direct link established between the condition and your requested housing accommodation.
  • Clearly state a specific housing accommodation recommendation as a result of the condition.
  • Include possible alternatives if the requested accommodation is not available.
  • Provide evidence the provider is currently treating you for the condition for which the accommodation is requested.

Examples of disabilities that may qualify for a housing accommodation:

  • Physical impairments requiring a wheelchair and/or adaptive equipment
  • Medical conditions requiring extensive medical equipment and supplies
  • Visual impairments
  • Severe medical or psychological conditions

Students seeking reasonable and necessary housing accommodations must complete the following:

  1. Students must complete and submit the Housing Accommodation Request Form, OAE Welcome Packet and Documentation to the Office of Accessible Education, Buttrick Hall, G-13. OAE will provide assistance to students who, due to their disability, require assistance to complete these, or any other related forms.  Housing accommodation request may not be considered without the completion of the needed forms and documentation.
  2. Once OAE receives the Housing Accommodation Request Form, Welcome Packet and Documentation, the director or designee will contact the student, in writing, to set up a meeting to discuss the requested housing accommodation to ensure that the need and scope of the request is fully understood.

Housing Accommodation Review/Decision

  1. Once the Housing Accommodation Request Form, OAE Welcome Packet and Documentation has been received the Housing Accommodation Committee will review. We evaluate all requests for need-based housing assignments carefully. The following factors are considered when evaluating housing requests:

Severity of the Condition

  • Is impact of the condition life threatening if the request is not met?
  • Is there a negative health impact that may be permanent if the request is not met?
  • Is the request an integral component of a treatment plan for the condition in question?
  • What is the likely impact on academic performance if the request is not met?
  • What is the likely impact on social development if the request is not met?
  • What is the likely impact on the student's level of comfort if the request is not met?

 Timing of the Request

  • Was the request made with the initial housing request?
  • Was the request made before the important dates for housing requests for the semester in question?
  • Was the request made as soon as possible after identifying the need? (Based on date of diagnosis, receipt of housing assignment, change in status, etc.)

Feasibility and Availability

  • Is space available that meets the student's needs?
  • Can space be adapted to provide the requested configuration without creating a safety hazard?
  • Are there other effective methods or housing configurations that would achieve similar benefits as the requested configuration?
  • How does meeting this request impact housing commitments to other students?  Unless there are exigent circumstances, The Housing Accommodation Committee will provide a written response for all completed requests, as defined above, within 15 business days of the next application due date (March 1st, June 15th or November 1st). Also upon approval, designated housing staff will notify students of their specific Resident Hall information.  Upon denial, see the appeals process below.

Housing Assignment

If your housing request is approved, the Housing Accommodation Committee will notify Residence Life staff specifying a housing recommendation. Housing will then determine a specific room assignment for you. Your accommodation will remain on file for as long as you live on campus, you will not need to reapply for an approved housing accommodation unless you are receiving accommodations for a temporary disability.  Your room assignment may change from year to year. The Office of Accessible Education has no influence on a specific room or residence hall assignment. Housing should be contacted with questions or concerns about your room assignment and/or your housing contract.

Agnes Scott College is unable to:

  • Provide a low distraction living environment accommodation based solely on a diagnosis of ADHD or a learning disability.
  • Provide a dust, mold, or allergen-free housing accommodation.

Service Animals

Service animals do not need to be registered with the Office of Accessible Education; however, you may be eligible for academic accommodations if you use a service animal.  Students who use Service Animals are strongly encouraged to connect with the Office of Accessible Education by the established important dates to discuss other housing accommodations that may need to be made.

Emotional Support Animals

Emotional Support Animals (ESAs) are not considered service animals under the Americans with Disabilities Act. These support animals provide companionship, relieve loneliness, and sometimes help with psychiatric disabilities and mental impairments, such as depression, anxiety, and certain phobias; however, unlike service animals, ESAs do not have special training to perform specific tasks to assist people with disabilities.

ESAs only pertain to a student’s dwelling and may not be taken to class.  If you would like to request an ESA accommodation, you must register with the Office of Accessible Education and follow the procedure listed in the Emotional Support Animal Policy. Please refer to the Emotional Support Animals process for more details.

Appeals

If the Housing Accommodation Committee finds that a requested accommodation is not necessary and/or unreasonable, the student may file a written appeal to Jennifer Cannady, Assistant Dean of the College/Director of Academic Advising & Accessible Educatio within five (5) business days of the denial. The appeal will be considered only on the basis of written materials, information and/or documentation only.

The appeal must be based upon one or more of the following criteria:
• Procedural error(s) made in the consideration of the request
• New information unavailable at the time of the request (i.e. updated medical information)
• The decision was clearly erroneous based on the written record

Upon receipt of the appeal staff will review all of the relevant information and provide a written response within ten business days either granting the appeal and modifying the initial decision, or denying the appeal and maintaining the initial decision. This decision shall be final.

Nothing in the policy shall prohibit a student who believes that they may have been subjected to disability discrimination to utilize the College’s Grievance Procedures and/or to pursue a complaint with the Office for Civil Rights http://www.hhs.gov/ocr/ .