Housing and Dining Accommodations

Housing Accommodations

Requests for housing accommodations are evaluated on a case-by-case basis according to need. Documentation of disability and substantial medical support is required. If approved, the Office of Residence Life will make every effort to implement the accommodation.

Documentation Requirements

Students requesting housing accommodations must provide updated documentation for each academic year they seek accommodations. The documentation must adhere to the following criteria:

• Be in the form of a letter or report from a qualified medical provider (e.g., physician, psychologist, psychiatrist) who is currently treating you for the specific disability. The provider must be qualified to diagnose and treat the condition(s) relevant to the accommodation request. For example, a psychiatrist would not be appropriate to document a gastrointestinal condition.
• Be on official letterhead, signed, and dated within the last 12 months.
• Include a specific diagnosis, a statement of your current condition, the date and a summary of your most recent evaluation, and the expected duration of your condition.
• State and describe the current impact of the condition (functional limitations) imposed by the condition on your living situation.
• Explain how the condition relates to your request for a housing accommodation. There must be a direct link established between the condition and your requested housing accommodation.
• State the specific housing accommodation(s) being recommended and include any possible alternatives in case the primary request cannot be fulfilled.
• Provide evidence the provider is currently treating you for the condition for which the accommodation is requested.

In all cases, the university expects students to adhere to the treatment recommendations of the professionals helping them manage their care and updated documentation stating student progress may be required at the time of renewal requests.

Procedures for Requesting a Housing Accommodation

Once Accessibility Services receives the New Student Accessibility Application form and required documentation, it will be initially reviewed. If any additional information is needed or if documentation is incomplete, Accessibility Services will contact the student to address the missing information. Additionally, Accessibility Services will reach out to schedule a meeting (if needed) to discuss the requested housing accommodation and ensure the need and scope of the request are fully understood.

All submitted requests and documentation will be reviewed upon receipt. Please allow 7–14 business days for a response to your request.

Housing Appeal Process

If you believe Accessibility Services has not adequately addressed your concerns, please refer to the Grievance Procedures for detailed steps on how to proceed.

Emotional Support and Service Animals

Oglethorpe University is committed to providing reasonable and appropriate accommodations for qualified students with disabilities. The University complies with the Americans with Disabilities Act (ADA) and the Fair Housing Act (FHA). Oglethorpe University permits Emotional Support Animals (ESA) in campus residential housing as a reasonable accommodation after the student has met the guidelines under which approval of an Emotional Support Animal is determined, and the procedure for requesting housing accommodations has been completed and approved. Please note that if a student is found responsible for having an Emotional Support Animal without prior written approval, student will be subject to penalties that may include fines, housing re-assignment, residential suspension, or other appropriate disciplinary action as determined by Residence Life.

Oglethorpe University permits Service Animals in campus residential housing and in the classroom.

Procedures for Requesting an ESA

Submit a Formal Request

• A written request must be submitted to Accessibility Services by filling out the New Student Accessibility Application form and following the documentation guidelines below. Choose Housing Accommodation when filling out the form.
• As part of the interactive process, Accessibility Services may request a meeting with the student before or after reviewing the documentation.
• Requests should be submitted at least 30 days prior to the desired move-in date.

• Requests submitted later than 30 days in advance will be considered but are not guaranteed to be reviewed in time.

Required Documentation

Documentation must come from a currently treating physician, psychiatrist, or mental/medical health provider not related to the student and should include:

• A specific diagnosis of the student’s disability.
• Confirmation that the provider has seen the student within the past calendar year and is treating them for the disability requiring an ESA.
• Explanation of how the specific ESA alleviates symptoms and assists the student in campus housing.
• Confirmation that the provider is aware of the specific animal, its role, and its functional limitations.
• A clear, direct link between the disability and the ESA’s role as an accommodation.
• A statement explaining how the ESA supports the student’s ability to live on campus.
• The documentation must be on official letterhead and signed/dated within the last academic year.

Note: Oglethorpe University does not accept documentation from online-only service providers that cannot reliably attest to a disability-related need for an ESA. Virtual providers must demonstrate a clear, ongoing treatment relationship with the student.

ESA Health & Compliance Requirements

1. Vaccinations & Preventative Care

• ESAs must be vaccinated per local and state regulations (Georgia law requires all dogs and cats 3 months or older to have a rabies vaccination).
• Dogs and cats should wear vaccination tags.
• ESAs should receive routine flea and tick prevention (if applicable).

2. Veterinary Health Check

• Non-dog/cat ESAs must have an annual clean bill of health from a licensed veterinarian.
• The University may require veterinary attention for an ESA if concerns arise.

3. Registration Requirements

• DeKalb County law requires all dogs, cats, and ferrets to be registered, regardless of ESA status.
• Proof of registration is mandatory.

4. Documentation Maintenance

• The University may request records (e.g., vaccination, registration) at any time.
• Students must provide requested records within 48 hours if asked.

University Rights & Responsibilities

The University may contact the provider (with student consent) to verify documentation. If an ESA request is denied, Accessibility Services will work with the student to explore other reasonable accommodations.

If approved and all required documentation is received, including all ESA Health & Compliance Requirements outlined above:

• Residential staff will be notified of the ESA’s presence.
• Roommates/suitemates will be informed and asked to acknowledge the ESA’s approval.

Note: ESA approvals are valid for one academic year and must be renewed annually.

Dining Accommodations

Oglethorpe University requires a dining plan for all undergraduate residential and commuter students as part of its model of a vibrant educational community (see Oglethorpe University Bulletin 12.1.5 for more information.).  As a result, the university does not grant exemptions from the dining requirement.

In specific instances, students may request a dining accommodation. While a dining accommodation may change elements of the dining requirement, Campus Dining strives in all cases to meet a student’s dining needs as determined through the interactive process.

• For religious accommodations, please contact Mr. Austin Rayford at [email protected].
• For allergy/disability related accommodations, please register with Accessibility Services.  Please start this process well before the start of your dining plan, as you will need to gather documentation from a medical provider in support of your request.

Accommodations are not available for concerns related to finances or personal preference.  For assistance with these issues, please contact the Office of Financial Aid or Campus Dining Services to 1) learn about potential resources to manage your cost of attendance or 2) share your food preferences with Campus Dining, which utilizes student feedback in developing the program.

If you would like to speak further about the dining requirements with a staff member, please visit the TLCC Student Commons (first floor).

Food Allergy Policy

The purpose of this policy is to establish a procedure to alert the University to the existence of food allergies on campus, to emphasize the importance of keeping students with food allergies safe, and to notify students of the measures available to accommodate food allergies.

A food allergy occurs when the body’s immune system sees a certain food as harmful and reacts by causing reactions and symptoms. Some individuals with food allergies have a disability as defined by Americans with Disabilities Act (ADA), particularly those with more significant or severe responses to certain foods. This would include individuals with celiac disease and others who have autoimmune responses to certain foods, the symptoms of which may include difficulty swallowing or breathing, asthma, or anaphylactic shock. The ADA defines a disability as a mental or physical impairment that substantially limits a major life activity, such as eating. Major life activities include major bodily functions, such as the functions of the gastrointestinal system. Oglethorpe is committed to providing reasonable accommodations to students with food allergy disabilities.

Student participation in an Oglethorpe meal plan is required, with specific plans depending on a student’s residential status. We have numerous resources to assist students in selecting foods that fit their diet, and we work together to provide reasonable accommodations so that each member of our campus community may achieve a safe and enjoyable dining experience. Oglethorpe will engage in an ongoing assessment of review of food safety policies and procedures to ensure compliance and remedy mistakes so that they can be avoided in the future.

Procedures for Requesting a Dining Accommodation

Students with food allergies who would like to request an accommodation should notify Accessibility Services by completing the New Student Accessibility Application form and choosing Dietary Accommodation.

Medical documentation and medication information relevant to the condition is required. It is essential, as with other conditions, that the documentation supports the need for accommodation/modification as defined by the ADA. The documentation must be from a physician noting the student has a food allergy and outlining the dietary restrictions due to the allergy.  

Upon receipt of the request form and medical documentation, Accessibility Services will review for necessary requirements and engage in an interactive process with the student. The process may involve coordinating accommodations with other offices on campus. All accommodations will be determined on a case-by-case basis.

Accessibility Services will provide documentation of any plan to the student, dining services, residential life staff, campus safety, as well as athletics staff when applicable. Any protocols for individualized emergency response will be included in the plan.

Confidentiality

As with other medical information, information about a student’s dietary restrictions due to an allergy or medical condition will only be shared with those staff members directly involved in the implementation of accommodations, or in the emergency plans for these students. A student will be asked to waive any applicable privacy protections for the information to be shared appropriately among those involved with implementation and emergency plans.

Student Safety & Responsibilities

Students are responsible for informing the Accessibility Services of their need to develop a plan to accommodate their food allergy, for reviewing any labeling and ingredient information available on the dining website and in the dining halls, and inquiring if there are no labels, to make safe food choices. Students are responsible for carrying on their person any prescribed medication to treat the effects of food allergies and information for individualized emergency response plans. Students should also notify roommates about their food allergies.

Staff Emergency Procedures

When a student is suspected of having an allergic reaction, a staff member should call 911. The staff member should provide information relating to the allergic reaction and location of the student. After calling 911, the staff member should immediately inform campus safety 404-504-1998. A staff member will stay with the individual until medical help arrives. If the situation is deemed to be a medical emergency a staff member may accompany the student at the hospital. If a student has an individual emergency plan on file, additional outlined steps should be followed such as the administration of epinephrine.

Food services and residence life staff are trained on these procedures.