UNIVERSITY HOUSING REASONABLE ACCOMMODATION POLICY

I. Introduction and Background

Abilene Christian University recognizes the importance of providing reasonable accommodations in its housing policies and practices where necessary for individuals with disabilities to fully participate in the University housing program. This Policy explains the specific requirements and guidelines that govern requests for reasonable accommodation in University housing. ACU reserves the right to amend this policy at any time as circumstances require.

II. Procedure for Requesting Reasonable Accommodation (Excluding Requests for Service Animals under the Americans with Disabilities Act Amendments Act)*

The Alpha Scholars Office (“Alpha”) is responsible for evaluating whether to grant or deny requests for reasonable accommodation in University housing. In evaluating the request, Alpha staff will consult with the Office of Residence Life ("Residence Life"), and the ACU Medical & Counseling Center (“MACC”) as necessary, to determine whether the requested accommodation is necessary and reasonable. Individuals with a disability who reside or intend to reside in University housing who believe they need a reasonable accommodation must contact Alpha.

*For more information on service animals, please see the Animals on Campus policy. 

Requests for reasonable accommodation in University housing policies and practices are governed by the following requirements:

1. Requesting a Housing Accommodation

1. An individual with a disability must complete the “Housing and Meal Plan Accommodations form” (“accommodation form”) to request a reasonable accommodation. The form is located on both the Alpha Scholars and Residence Life websites. If the individual requires assistance in completing the Request Form because of his/her disability, Alpha will provide assistance in completing the form. 
2. ACU will accept and consider requests for reasonable accommodation in University housing at any time. The individual making the request for accommodation should complete and provide the accommodation form to Alpha as soon as practicably possible before moving into University housing. However, if the request for accommodation is made fewer than 30 days before housing assignments are finalized, ACU cannot guarantee that it will be able to meet the individual’s accommodation needs during the first semester or term of occupancy. To obtain the dates for housing assignment finalization, you can contact reslife@acu.edu for more information.
3. If the need for the accommodation arises when an individual already resides in University housing, he/she should contact Alpha and complete the accommodation form as soon as practicably possible. ACU cannot guarantee that it will be able to meet the accommodation needs during the semester or term in which the request is received.
4. Absent exceptional circumstances, the University will attempt to provide a written response to a reasonable accommodation request within fourteen (14) business days of receiving the information described in paragraph 2 below.
5. Requests will be logged.
6. Students needing housing accommodations must renew their requests each year.  Deadlines for requests must be received within 30 days of housing assignment finalization. You can contact reslife@acu.edu to receive clarification about relevant deadlines.  Housing accommodations are assigned on the basis of need as determined by the current impact of your disability on your housing assignment.  Some students may be asked to update the documentation they have submitted in support of an accommodation request to assure that we have current information about your needs.

2. Information that May Be Requested for Housing-Related Reasonable Accommodation Requests

1. Obvious Disability: If the individual's disability and the necessity for the accommodation are obvious (e.g. an individual with a physical disability using a wheelchair needs an accessible room), the individual need only explain what type of accommodation she is requesting. No verification of disability and/or necessity is required under these circumstances. 
2. Non-Obvious Disability/Necessity
   1. If the disability is obvious but the need for the accommodation is not obvious, the University may require the individual to submit documentation (following ‘Housing and Meal Plan Accommodation Third Party Documentation Guidelines’) and designate a healthcare provider or other professional who can verify that the requested accommodation is necessary to provide the individual full access to the benefits University housing.
   2. If the disability and necessity for the accommodation are not obvious, Alpha will require the individual to submit documentation (following ‘Housing and Meal Plan Accommodation Third Party Documentation Guidelines’) and designate a healthcare provider or other professional (e.g., a physician, optometrist, psychiatrist, psychologist, physician’s assistant, nurse practitioner, or nurse), who can verify that the individual has a disability and that the requested accommodation is necessary to provide the individual full access to the benefits University housing.

The student may submit documentation when they complete the accommodation form. Alpha staff will utilize the third party verification to determine if the accommodation is necessary because of a disability to provide the individual an equal opportunity to use and enjoy University housing.

If the third party provides documentation without sufficient information for Alpha to determine whether an accommodation is necessary, Alpha staff will inform the individual in writing of the verification’s insufficiency and may request additional information, including speaking directly with the individual supplying the third-party verification, within seven (7) business days of receiving the verification. 

The individual making the request for accommodation must cooperate with Alpha in a timely manner in providing all information needed to determine whether the requested accommodation is necessary. 

3. Determination of Reasonableness 

1. Alpha may deny the requested accommodation if it is unreasonable. Alpha shall consult with Residence Life to determine if implementing the requested accommodation is reasonable. 
2. An accommodation is unreasonable if it: (1) imposes an undue financial and/or administrative burden; (2) fundamentally alters university housing policies; (3) poses a direct 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. 

4. Approval of Accommodation 

1. If Alpha determines a requested accommodation is necessary and is not unreasonable, it will contact the individual via their ACU email address within seven (7) business days of its determination. Alpha will also notify Residence Life. A meeting with Residence Life and/or Alpha may be necessary to discuss the implementation of the accommodation.  

5. Denial of Accommodation/Appeal 

1. If Alpha determines a requested accommodation is necessary but unreasonable, Alpha will contact the individual via their ACU email address within seven (7) business days of its determination and engage in an interactive process with the individual to determine if there are alternative accommodations that might effectively meet the individual’s disability-related needs. 
2. If the individual is unwilling to accept any alternative accommodation offered by Alpha or there are no alternative accommodations available, Alpha will provide a verbal explanation and written notification to the individual of the denial, the reasons for the denial, the right to appeal the decision, and the procedures for that appeals process. The notification shall be in writing and made within seven (7) business days of the notification from the individual of his/her unwillingness to accept any of the alternative accommodations offered or the determination that there are no alternative accommodations available. 
3. All appeals are reviewed by the Abilene Christian University ADA Compliance Officer. If the appeal is denied, ACU’s ADA/Section 504 Compliance Officer shall provide written notification of the denial to the individual and a written explanation with all of the reasons for the denial.
4. An individual may also use the grievance procedure provided in the Alpha Scholars Student Handbook (pg. 21). 

6. Confidentiality and Recordkeeping 

In processing requests for reasonable accommodations, ACU will take all steps required by federal, state, and/or local law to protect the confidentiality of any information or documentation disclosed in connection with the requests. Such measures may include limiting access to such information to individuals specifically designated to determine and implement requests for reasonable accommodations, who will disclose the information only to the extent necessary to determine whether to grant the request, determine if the request is unreasonable, and implement any request granted, keeping all written requests and accompanying documentation in a secure area to which only those designated individuals have access, except as otherwise required by law.

Requests for accommodation will be tracked using a log that is subsequently connected to the request form. The date a request was submitted, status updates, any additional supporting medical documentation that was provided or requested, and the completion date will be recorded.