Housing Accommodation Procedure

Section I. Introduction and Background

The University of Louisville 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 & the Resident Experience (UHRE) program. This procedure explains the specific requirements and guidelines which govern requests for reasonable accommodation in UHRE. Students who receive housing accommodations are held to all other terms, conditions, policies, and procedures as other students who reside in UHRE. The University of Louisville reserves the right to amend this procedure at any time as circumstances require, and will review the procedure on an annual basis to refine as needed.

Section II. Procedure for Requesting Reasonable Accommodation

The Disability Resource Center (DRC) is responsible for evaluating whether to grant or deny requests for reasonable accommodation in UHRE. In evaluating the request, the DRC may consult with UHRE, the ADA Coordinator, or other appropriate University personnel, as necessary, to determine whether the requested accommodation is necessary and reasonable. Individuals with a disability who reside or intend to reside in UHRE and believe they need a reasonable accommodation must contact the DRC.

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

Requesting a Housing Accommodation

1. An individual with a disability must complete the Housing Accommodation Request Form (the “request form”) to request a reasonable accommodation. The Housing Accommodation Request Form is available on the DRC website. If the individual requires assistance in completing the request form because of his/her/their disability, the DRC will provide assistance in completing the form.
2. UofL will accept and consider requests for reasonable accommodation in UHRE at any time. The individual making the request for accommodation should complete and provide the request form to the DRC as soon as possible, at or before moving into UHRE. If the request for accommodation is made after the priority deadline, the University cannot guarantee that it will be able to meet the individual’s accommodation needs during the first semester or term of occupancy. The priority deadlines for housing accommodation requests are June 1 for the Fall semester, November 1 for the Spring semester, and April 1 for the Summer terms.
3. If the need for the accommodation arises when an individual already resides in UHRE, he/she/they should contact the DRC and complete the request form as soon as possible. The University 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 15 business days of receiving the information described in “Information that May Be Requested for Housing Accommodation Requests”. Requests received less than 30 business days prior to the start of the semester may take additional time due to the volume of student requests received in this period.

Information that May Be Requested for Housing Accommodation Requests

1. Obvious Disability:
   1. 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 a wheelchair accessible room), the individual need only explain what type of accommodation he/she/they are requesting. No verification of disability and/or necessity is required under these circumstances.
   2. When the disability is obvious but the need for the accommodation is not obvious, the University may require the student to provide supporting documentation that explains the impact of the disability and the student’s related needs in the residential environment. The Housing Accommodation Documentation (PDF) form can be used by a reliable third party who can verify the disability-related barriers experienced by the student. The DRC will use this information to enter into the interactive process with the student to determine what accommodation is necessary to provide the individual an equal opportunity to access UHRE.
2. Non-Obvious Disability
   1. When the disability and necessity for the accommodation are not obvious, the DRC may require the individual to provide documentation that explains the nature of the individual’s disability, impact of the disability, and student’s related needs in the residential environment. The Housing Accommodation Documentation (PDF) form can be used by a reliable third party who can verify the disability-related barriers experienced by the student. The DRC will use this information to enter into the interactive process with the student to determine what accommodation is necessary to provide the individual an equal opportunity to access UHRE.
      
      For Emotional Support Animal requests, the Emotional Support Animal Documentation (Word) form can be used.
   2. A reliable third party is a licensed professional who is familiar with the individual's disability and the necessity for the requested accommodation, such as a doctor, mental health provider, or other medical professional.

Barring exceptional circumstances, the DRC will, within 15 business days of receiving both the completed request form and appropriate third-party documentation, determine—after consulting relevant personnel—whether the requested accommodation is necessary to provide the individual with an equal opportunity to use UHRE due to a disability. Requests submitted fewer than 30 business days before the semester begins may require additional time to process due to high volume.

If the documentation submitted does not provide enough information to determine the necessity of the accommodation, the DRC will notify the individual in writing within 15 business days and may request additional information, which could include direct communication with the provider. The individual requesting the accommodation is expected to cooperate promptly in supplying all necessary information for the DRC to complete its assessment.

Determination of Reasonableness

1. The DRC may deny the requested accommodation if it is unreasonable. The DRC may consult with UHRE 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 UHRE 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.

Approval of Accommodation

1. If the DRC determines a requested accommodation is both necessary and reasonable, they will contact UHRE regarding the accommodation that has been approved for the student.
2. If the student is unable to self-assign to a space that meets their approved accommodations during the room selection process, the student will contact UHRE for assistance with identifying an appropriate housing assignment. UHRE will identify a space that provides the student with the approved accommodation., As with all students, room changes based solely on personal preference cannot be guaranteed once a housing assignment has been made that meets the student’s approved accommodation needs.
3. Once the room assignment is made, UHRE will email the student at their University of Louisville email address to let them know their assignment is available.

Denial of Accommodation

1. When the DRC determines a requested accommodation is necessary but unreasonable, the DRC will contact the individual, in writing, within 15 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 the DRC or there are no alternative accommodations available, the DRC 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 15 business days of the notification from the individual of his/her/their unwillingness to accept any of the alternative accommodations offered or the determination that there are no alternative accommodations available.

Appeal Information

The ADA Coordinator shall provide written notification of the appeal decision to the individual within 15 business days. Submit an appeal.

Section III.

Confidentiality and Recordkeeping

In processing requests for reasonable accommodations, the University 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.

Non-retaliation Provision

The University of Louisville will not retaliate against any individual because that individual has requested or received a reasonable accommodation in UHRE.