Requesting a Housing Accommodation
Step 1 — Submit the request form
Complete the Request for Housing Accommodation form.
Need to update an existing request? Complete the Request for Housing Accommodation form.
Step 2 — Your provider sends documentation
Have your health care provider complete the Documentation for Housing Accommodation Request and send it to the Residential Life office by fax, housing [at] gustavus.edu (email), mail, or drop-off. Most providers prefer fax — the contact number is on the form — and we'll confirm when it arrives.
Request deadlines
For all students looking for accommodations to start in the Spring semester, the priority deadline for housing accommodation requests is December 1.
For returning students looking for accommodations to start in the Fall semester/next academic year, the priority deadline for housing accommodation requests is January 1.
For new/incoming students starting in the Fall semester, the priority deadline for special housing accommodation requests for Fall semester is June 1.
Outside these dates, accommodations are reviewed on a rolling basis as soon as your paperwork is complete. A need can come up at any point in the year, so submit a request whenever one arises. Just know that requests received after the priority date can take up to two weeks to process.
How requests are reviewed
Your request goes to the Director of Housing and Residence Life and the housing/dining accommodations committee — confidential staff from Health Service, Accessibility Resources and/or the Counseling Center — who carefully review your documentation and determine which accommodation(s) are appropriate. They consider:
- Does the condition and impact meet the definition of a disability?
- How does the condition impact day to day activities?
- The nexus of the requested accommodation and the impact on day to day activities.
- What space is available to provide the approved accommodations? Priority deadlines are set to maximize the available spaces for accommodation requests.
One thing worth knowing up front: a quiet space isn't something we can guarantee. Residence halls are shared by hundreds of students moving through their days, so even a single room won't necessarily be quiet or distraction-free.
Questions about the process? Reach the Housing and Residential Life Office at housing [at] gustavus.edu (housing[at]gustavus[dot]edu) or 507-933-7529.
Air Conditioners
Most traditional residence halls aren't air conditioned — the exceptions are Prairie View Hall and Carlson International Center. The apartments and suites in Arbor View, Chapel View, College View and Southwest Hall are air conditioned.
You can't bring your own unit, but we may provide a window unit air conditioning unit if approved as an accommodation. This follows the same request process as any housing accommodation — submit the request form and have your provider send documentation (see above). A few things specific to AC requests:
- Your documentation must establish air conditioning as a medical necessity and include the diagnosis, if the the condition meets the definition of a disability, how the condition impacts day to day activities, and how an air conditioner would reduce/alleviate the impact of the condition. . A note like "Please provide an air conditioner for my patient due to allergies" won't be accepted.
- Hall assignment isn’t a factor. Since a window unit can be installed in any of the halls, students with an air conditioner as an accommodation will go through the room selection process.
- There's a $75 fee to your student account for installation by Facilities, which also covers removal in winter (if you request it) or at year's end.
Emotional Support Animals
Service animals are recognized under the Americans with Disabilities Act (ADA), and are animals that are individually trained to do work or perform tasks for the benefit of a person with a disability. If you have a Service Animal, please contact the Director of Residential Life directly to coordinate—this is a separate process from an emotional support animal (ESA) request.
Emotional support animals (ESAs) are not recognized by the ADA, and are prescribed by a licensed healthcare professional to provide therapeutic benefits to a person with a disability.
We recommend submitting your request and documentation by the priority deadline, and at least 45 days before you move into the residence halls. Your ESA can't live in the halls until the Housing and Residential Life Office gives official written approval.
ESA approval process
You will first need to submit a Request for Special Housing Accommodation form and a Documentation for Housing Accommodation Request form which includes information from your health care practitioner regarding the specific accommodation required.
Once approved for an accommodation, you will be emailed documentation to submit regarding your ESA, including:
Veterinarian Verification Form
A photo of the animal
A copy of current vaccination records
After all documentation has been verified, you will meet with the Director of Residential Life to review and sign the ESA Guidelines and Expectations. This document outlines the expectations around having an assistance animal in the hall and concludes with roommate notification.
A date the animal is approved to move into the building will be determined at that meeting.
A Veterinarian Verification Form and Guidelines and Expectations Form (with roommate notification) must be completed for each new housing assignment/academic year.