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Special Housing Accommodations

Special Accommodations

Introduction and Background

University of California, Davis, (“UC Davis” or the “University”) provides reasonable housing accommodations to residents with disabilities. It is a resident’s responsibility to make their disability known to the University. Housing accommodations are given consideration upon request and on a case-by-case basis; reasonable accommodations are determined based on documented need.

Requests will be reviewed by Student Housing staff, in consultation with other campus professionals as needed, based on their expertise. Accommodation decisions will consider the resident’s disability-related need(s) in accordance with the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the Fair Housing Act, and other relevant federal, state, and campus regulations.

Definitions

Procedure for Requesting a Special Accommodation in Student Housing

  1. Residents must have applied for campus housing and followed all necessary procedures for application prior to requesting special accommodations.
  2. In order to request housing accommodations, residents must complete the “Special Accommodation Request” form and submit it to the Student Housing Administration office. Depending on the type of accommodation requested, the form may need to be accompanied with additional documentation.
  3. Responses to completed accommodation request submissions will be provided within 10 business days of receipt, barring exceptional circumstances. Once a decision is made, residents will be notified of the status of their request in writing. Student Housing staff with legitimate need of the information will also be notified of the status of any approved accommodation.

Requests for specific housing locations will be taken into consideration; however, priority will be given to reasonably satisfying the approved accommodation, regardless of location.

Student Housing is currently unable to guarantee single rooms in the Residence Halls based solely on medical diagnosis of ADD/ADHD or a learning disability.

Please note: Depending on the time of year, housing options may be limited due to occupancy. Submission of a request in advance allows for arrangements to be made to meet the resident’s need(s).

Requests for special accommodations must be placed by July 15 for the upcoming academic year; if a request is made after this date, Student Housing cannot guarantee that it will be able to meet the resident’s request.

Additional Information That May Be Requested for an Accommodation

If a resident submits their Accommodation Request without sufficient information, Student Housing will inform the resident in writing of the necessity for more information. The resident is expected to cooperate with Student Housing in a timely manner to provide all necessary information.

Student Housing will only request information that is necessary to verify the presence of a disability and to assess the need and scope of the reasonable accommodation.

Determination of Reasonable Accommodation

If Student Housing determines that a requested accommodation is necessary and not unreasonable in nature: The resident will be notified of the status of their request in writing, unless another form of communication is requested. Further communications and/or meetings may be required in order to discuss proper implementation of the approved accommodation.

If Student Housing determines that a requested accommodation is necessary but unreasonable in nature: The resident will be notified of the status of their request in writing, unless another form of communication is requested. Further communications will be required to engage in an interactive process with the resident in order to determine if there are other accommodations that would meet their disability-related need(s).

Under circumstances in which the resident is not amicable to accepting other possible accommodations offered by Student Housing, or if there are no other suitable accommodations, Student Housing will provide an explanation in writing of the reasons for denial of accommodation.

If Student Housing determines that a requested accommodation is unreasonable in nature: The resident will be notified of the denial of their request in writing, unless another form of communication is requested. An accommodation may be considered unreasonable if it: (1) is not made by or on behalf of a person with a disability, or there is no disability-related need for the accommodation; (2) imposes undue financial or administrative burden on the University; (3) requires fundamental alteration of Student Housing policies; (4) poses direct threat to the health and safety of others in the UC Davis community, or would cause substantial damage to University or other residents’ property; and/or (5) is deemed otherwise unreasonable to the operation of the University.

Service Animals

The University grants an exception to the pet policy for approved service animals, in accordance with the ADA and Section 504 of the Rehabilitation Act. The ADA defines service dogs as “dogs that are individually trained to do work or perform tasks for people with disabilities.”

Service animals are not pets; rather, they perform some of the functions and tasks that an individual with a disability cannot perform on their own. Therapy and emotional support animals are not considered service animals.

Service animals on campus are expected to:

  1. Be in compliance with Yolo County Code, including licensing laws and maintaining up-to-date vaccinations
  2. Be on a harness, leash, or tether at all times, unless the handler is unable to use a harness, leash, or tether; or if such use would interfere with the animal’s ability to safely and effectively perform its duties

Student Housing considers service animals to be a matter of housing accommodation, and therefore requires any resident intending to have a service animal in Student Housing to submit the “Special Accommodation Request” form. Please note that a service animal may not be kept in Student Housing prior to approval of a Special Accommodation.

Residents with approved service animals must accept an Agreement of Expectations for maintaining an approved service animal within the residential community prior to having their animal on campus. The Agreement covers minimum standards and expectations for conduct and cleanliness and is intended to be consistent with the University’s Policy on Service and Support Animals (PPM 290-91). UC Davis may require the removal of a service animal at any point in time if the Agreement has been breached.

Student Housing will not require a resident to pay an extra fee for an approved service animal, and does not allow a grace period for the training of a service animal in residence to meet minimum conduct standards.

Emotional Support Animals

Student Housing does not allow pets in University housing; however, UC Davis will consider requests from residents with disabilities for reasonable accommodation. The University is committed to allowing residents access to an emotional support animal in cases of a disability-related need. An emotional support animal (ESA) is an animal that provides emotional support, comfort or security for the benefit of an individual with a disability or alleviates identified symptoms or effects of a disability. ESAs, which are also referred to as companion animals, therapy animals, or assistance animals, are not considered to be service animals under the ADA.

Please note that an ESA may not be kept in Student Housing prior to approval of a Special Accommodation.

To request an ESA in Student Housing, residents must complete the “Support Animal Request” packet in addition to the “Special Accommodation Request” form and submit them to the Student Housing Administration office. The packet contains a list of the necessary additional documentation that needs to be submitted as part of the request.

Please refer to the Procedure for Requesting a Special Accommodation in Student Housing for details on the process for housing accommodation requests.

Determination of Reasonable Accommodation for Emotional Support Animals

Student Housing offers a unique living experience as part of life on a university campus. Due to the nature of housing in campus residence halls and apartments, students typically share rooms and living spaces. Student Housing does not limit residents to specific room or building assignments due to a disability-related need for an ESA. Therefore, in order to ensure that the presence of an animal will not place undue burden on staff or other residents, Student Housing reserves the right to assess living situations as a part of the determination of reasonable accommodation. All requests are given consideration on a case-by-case basis.

Factors assessed by Student Housing in determination of a reasonable request for an ESA may include, but are not limited to:

  1. Whether the available and/or assigned housing space is appropriate for the animal
  2. Whether the presence of the animal would infringe upon another resident’s ability to use and enjoy their housing space (e.g., allergies, etc.)
  3. Whether the animal is well-behaved, housebroken, not aggressive and not disruptive to the peace and quiet of the residential area
  4. Whether the animal is up-to-date with vaccinations and is in compliance with Yolo County licensing laws

Approved Emotional Support Animals

ESAs are not permitted in any rooms except for the approved residence, nor are they permitted in any buildings or facilities other than the resident’s room/apartment, except in cases when the animal is being taken outside for exercise or natural relief.

Residents with approved ESAs must accept an Agreement of Expectations for maintaining an approved support animal within the residential community prior to having their animal on campus. The Agreement covers minimum standards and expectations for conduct and cleanliness and is intended to be consistent with the University’s Policy on Service and Support Animals (PPM 290-91). UC Davis may require the removal of a support animal at any point in time if the Agreement has been breached.

Student Housing will not require a resident to pay an extra fee for an approved support animal and does not allow a grace period for the training of an ESA in residence to meet minimum conduct standards.

Forms

Privacy and Non-Disclosure Statement

UC Davis agrees to protect the privacy of any information or documentation disclosed in special accommodation requests, as consistent with University policy. Personally Identifiable Information (PII) will be limited to UC Davis administrators, faculty and staff who have legitimate need for the information and only to the extent necessary to evaluate or implement the accommodation, except as otherwise required by law.

Non-Retaliation Statement

UC Davis will not retaliate against any resident due to a request for or approval of accommodation in Student Housing.

Information Regarding Discrimination Concerns:

Student Housing is committed to supporting a discrimination-free environment by treating all residents equitably. Residents are afforded due process through the University’s discrimination complaint procedures.

To discuss a discrimination concern, residents may contact the UC Davis Harassment and Discrimination Assistance Prevention Program (HDAPP).

Student Housing may modify or eliminate any of its policies, procedures, and/or written agreements whenever necessary to respond to circumstances that could substantially change or render moot some or all of the items addressed. This includes responding to changes in laws and regulations, and/or changes in institutional policies.

Student Housing reserves the right to make or change housing assignments and roommate assignments, amend Special Accommodation policies, or rescind approval for an accommodation at any time, as circumstances necessitate.