STUDENT ACCESS AND DISABILITY SERVICES
University Housing Reasonable Accommodation Policy
This policy may be updated yearly.
Section I. Introduction and Background
Truman State University (“Truman” or the “University”) recognizes the importance of providing Reasonable accommodations in its housing policies and practices where necessary for individuals with disabilities to use and enjoy University housing. This Policy explains the specific requirements and guidelines which govern requests for reasonable accommodation in University housing. Truman reserves the right to amend this policy at any time as circumstances require.
Section II. Procedure for Requesting Reasonable Accommodation (Excluding Requests for Service Animals under the Americans with Disabilities Act Amendments Act)
The Office of Student Access and Disability Services (“OSA”) is responsible for evaluating whether to grant or deny requests for reasonable accommodation in University housing. In evaluating the request, OSA may consult Residence Life, providers, and others as necessary, to determine whether the requested accommodation is necessary for access and reasonable. Individuals with a disability who reside or intend to reside in University housing who believe they need a reasonable accommodation must contact the Office of Student Access and Disability Services.
Requests for reasonable accommodation necessary for access in University housing policies and practices are governed by the following requirements:
- Requesting a Housing Accommodation.
- An individual with a disability must complete the “Client Information Form and Application” to request a reasonable accommodation needed for access. If the individual requires assistance in completing the Request Form because of their disability, the OSA will provide assistance in completing the form.
b. Truman will accept and consider request for reasonable accommodation in University housing at any time, if requested prior to beginning of Fall semester submission early in July is strongly recommended to avoid delays. The individual making the request for accommodation should complete and provide the Application and Documentation to the OSA as soon as practicably possible before moving into University housing. However, if the request for accommodation is made fewer than 30 days before the individual intends to move into University housing, Truman cannot guarantee that it will be able to meet the individual’s accommodation needs during the first semester or term of occupancy.
c. If the need for the accommodation arises when an individual already resides in University housing, they should contact the OSA and complete the Application and Documentation and submit as soon as practicably possible. Truman cannot guarantee that it will be able to meet the accommodation needs during the semester or term in which the request is received.
d. 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, normally via email.
- Information That May Be Requested for Housing-Related Reasonable Accommodation Requests.
The Office of Student Access and Disability Services shall limit its requests for information to only the information necessary to verify whether the individual making the request has a disability and/or to evaluate if the reasonable accommodation is necessary for access to provide the individual an equal opportunity to use and enjoy University housing.
- 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 they are requesting. No verification of disability and/or necessity is required under these circumstances.
- Non-Obvious Disability/Necessity
- If the disability is obvious but the need for the accommodation is not obvious, the University requests the applicant complete the Client Information Form and Application with Documentation from their established and ongoing provider treating the disability and recommending an accommodation for access.
- If the disability and necessity for the accommodation are not obvious, the OSA will require the individual to complete the Client Information Form and Application with Documentation from their established and ongoing provider treating the disability and recommending an accommodation for access.
- A reliable third party is someone who is familiar with the individual’s disability and the necessity for the requested accommodation. A reliable third-party includes, but is not limited to, a medical doctor or other medical/mental health professional or a nonmedical service agency (e.g. National Association of the Deaf).
- Absent exceptional circumstances, within seven (7) business days of receiving the completed Verification Form from the third-party, the Director of OSA, after consultation with any other necessary university staff, will determine if the accommodation is necessary because of the disability to provide the individual an equal opportunity to access University housing.
- If the third party returns the Documentation stating disability, recommended accommodation for access without sufficient information for OSA to determine whether an accommodation is necessary, the Director of OSA 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.
- The individual making the request for accommodation must cooperate with the Office of Student Access and Disability Services in a timely manner in providing all information needed to determine whether the requested accommodation is necessary.
- Determination of Reasonableness.
- OSA may deny the requested accommodation if it is unreasonable. OSA shall consult with Residence Life to determine if implementing the requested accommodation is reasonable.
b. 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.
- Approval of Accommodation.
- If OSA determines a requested accommodation is necessary for access and is not unreasonable, OSA will notify the individual of the next steps needed to implement the accommodation. And inform Residence Life of the approved accommodation.
- Denial of Accommodation/Appeal.
- If OSA determines a requested accommodation is necessary but unreasonable, OSA will contact the individual, in writing, normally email notification, 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.
b. If the individual is unwilling to accept any alternative accommodation offered by OSA or there are no alternative accommodations available, OSA 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 their unwillingness to accept any of the alternative accommodations offered or the determination that there are no alternative accommodations available.
c. All appeals are reviewed by OSA supervisor. If the appeal is denied, the ADA/Section 504 Compliance Officer or OSA supervisor shall provide written notification of the denial to the individual and a written explanation with all of the reasons for the denial.
d. An individual may also use the grievance procedure provided under the general University anti-discrimination policies. This grievance procedure can be found at: OSA Appeals Process
- 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.
Truman State University will not retaliate against any individual because that individual has requested or received a reasonable accommodation in University housing.