Housing & Emotional Support Animal Accommodation Policy

Whitman College is committed to providing equal access to housing and residential life programs for students with disabilities, in compliance with the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, and the Fair Housing Act (FHA).

Students with documented disabilities may request housing accommodations, including Emotional Support Animals (ESAs), through Disability Access Services (DAS). All requests are evaluated through an individualized, interactive process.

General Housing Accommodation Information

Eligibility

Students with medical, psychological, physical or other disability-related conditions may be eligible for housing accommodations.

Housing Availability

Housing accommodations are subject to availability. If an approved accommodation cannot be met due to limited space, DAS will notify the student and collaborate with Residence Life to explore alternative solutions. Approval does not guarantee immediate placement.

Submission Timeline

To maximize the likelihood of receiving housing accommodations:

• Initial housing requests should be submitted 6–8 weeks before the semester begins.
• Housing renewals should be submitted during April of each academic year.

Request Process: Housing Accommodations (Including ESA)

Step 1: Submit Online Request

• Log into the Accommodate Portal with your Whitman credentials.
• On the left menu, select Accommodation → Supplemental.
• Click Add New and complete the form.
• Upload your provider documentation directly in Accommodate.

Step 2: Upload Provider Documentation

You may choose one of the following:

• Preferred: Your provider completes the Housing Documentation Form (available from DAS)
• Alternative: A letter from a licensed provider (see “Provider Documentation Guidelines” below)

Documentation must be from a provider with whom you have an established relationship.

Step 3: Intake Meeting

Once your documentation is reviewed, DAS will email you instructions to schedule a required intake meeting.
If you don’t receive this email within 7–10 business days, contact das@whitman.edu. The accommodation process cannot be completed without this meeting.

Step 4: Notification

If approved, a housing accommodation letter will be sent to both the student and the Office of Residence Life and Housing.

Emotional Support Animals (ESAs) – Specific Requirements

Under the Fair Housing Act (FHA), individuals with disabilities may be approved to keep an Emotional Support Animal (ESA) in their campus housing if:

1. The student has a qualifying disability
2. The ESA is necessary to provide therapeutic benefit
3. There is a direct relationship between the ESA and the student’s disability-related needs
4. The request is supported by documentation from a licensed medical or mental health provider

ESA Deadlines

Requests for ESAs must be submitted by:

• Fall Semester: July 15
• Spring Semester: November 15

Mid-semester ESA requests may not be processed until the following semester. ESA approval may take up to 6–8 weeks.

ESA Documentation Requirements

Students must upload:

• Completed ESA Request Form
• Signed ESA Agreement
• Current vaccination records
• Documentation from a licensed provider supporting the therapeutic need for the ESA

Students must also complete an intake meeting with DAS and a meeting with the Dean of Students before bringing the ESA to campus. Students may not move in an ESA until formal approval is issued.

ESA & Housing Documentation Guidelines for Providers

Documentation must:

• Be written by a licensed professional on official letterhead with a signature and license number
• Include:
  • A DSM-5 or ICD-10 diagnosis with code and treatment history
  • Severity, duration, and impact of the condition in a residential setting
  • Major life activities affected (e.g., sleeping, concentrating, social interaction)
  • How the ESA or accommodation alleviates these impacts
  • Clear recommendations and rationale

Important Reminders

• A diagnosis alone does not guarantee accommodation.
• All requests are reviewed through an individualized interactive process.
• ESAs are not allowed in classrooms or other campus buildings outside of residential areas.
• Students are responsible for:
  • Control and care of their ESA at all times.
  • Immediate cleanup and proper disposal of waste.
  • Following local laws (e.g., leash, vaccination, licensing requirements).

Whitman College reserves the right to deny or remove an ESA if:

• It is not housebroken.
• It poses a direct threat to health/safety.
• It causes substantial damage.
• It fundamentally alters a program or activity.
• It is not properly cared for by the student.

Renewing ESA or Housing Accommodations

• Log into the Accommodate Portal.
• Select Accommodation → Supplemental.
• Click “Add New” and indicate renewal.
• Submit updated documentation if required.

Renewals should be submitted during April for the following academic year to ensure coordination with housing placements.