Service Animal Accommodation Request Process
Service animals are defined by the ADA as dogs that are individually trained for specific disability-related tasks. The work or tasks performed by a service animal must be directly related to the individual’s disability. Students intending to have their service animal in campus housing with them are encouraged to complete the following steps:
- Register with Disability Services
- Read the Georgetown College Service, Assistance, and ESA Animal Policy, sign the policy acknowledgement form and return it.
- Provide emergency contact information should the handler be unable to care for the service animal.
- Provide documentation of up-to-date veterinary care, vaccinations, required licensure, and current flea-prevention treatment.
Disability Services will notify housing that the Service Animal is approved to live in student housing with the student once all above steps are completed.
Emotional Support Animal Accommodation Request Process
Georgetown College student housing follows the U.S. Department of Housing and Urban Development (HUD) guidelines regarding Emotional Support Animals (ESA). An ESA is prescribed, by a licensed professional who is qualified to diagnose and treat the related disability, to an individual with a disability as part of the individual’s treatment plan. It is deemed by the provider as necessary to manage the individual’s disability by alleviating one or more identified symptoms of the individual’s disability. An ESA may be a dog, cat, hamster, gerbil, fish, turtle, or other small domesticated animal that is traditionally kept in the home for pleasure. Under guidelines from HUD, reptiles (other than turtles), barnyard animals, monkeys, and other non-domesticated animals are not considered common household animals. Exceptions to these guidelines regarding animals serving as ESAs will be considered on a case-by-case basis.
ESA housing accommodation requests follow the process outlined below:
Submit documentation from a licensed professional qualified to diagnose and treat the related disability. The licensure of this professional must be current in the state of Kentucky or the student’s state of residence. The provider should have an established professional relationship with the student and prescribes the animal as part of the student’s comprehensive treatment plan after individualized assessment. Documentation should present the qualifying diagnosis and clearly demonstrate how the support animal mitigates the impact of the disability in order to provide the student with equal access to Student Housing. (Disability Services has an ESA Request Form for your convenience).
Note: Mental health disability related accommodation documentation should come from a licensed counselor or psychiatrist with whom the student already has an established therapeutic relationship. Letters purchased online will not be accepted.
Submit a short personal statement that describes the history of the student’s relationship with the animal, how the animal mitigates the impact of the disability, and the student’s plans to care for the animal’s needs (such as, feeding, handling, cage cleaning, adequate exercise, etc.), and the student’s plans to circumvent the potential negative impacts the animal could have on other residents. It should also include a description of the type, age, and size of the animal.
Note: Due to room sizes in Student Housing, the space available may not adequately meet the welfare needs of larger-sized animals and/or fit an appropriately-sized crate in the room. Requests for large-size assistance animals will be evaluated on a case-by-case basis.
Schedule an appointment with the Disability Services Coordinator to review the submitted documentation and address any questions the housing accommodation team may ask.
The housing accommodations team (comprised of representatives from Disability Services, Counseling, and Housing) will meet to consider the accommodation request.
The student will receive an email from the Disability Services Coordinator regarding next steps after HAT has considered the application.
If the request is approved the requesting student must provide the following:
Proof of an up-to-date exam for the animal from a licensed veterinarian that attests to the absence of communicable diseases and parasites to show that the animal does not pose a notable risk of zoonosis.
Submittal of up-to-date vaccination records as well as licensing, as required by Kentucky State law and Georgetown City ordinance. Vaccination tags should be attached to the harness or collar worn by the animal.
Verification of regular flea treatment for cats, dogs, and other animals as appropriate.
Name, Address, and Phone Number of an alternate off-campus caregiver who can take care of the animal in case of an emergency. Notify Residence Life Staff and Disability Services of any changes.
The completed and signed Georgetown College Service, Assistance, and ESA Animal Policy Acknowledgment Form to verify that the student has read, understood, and will abide by the guidelines as outlined in the policy.
Once all the above documentation has been received, the student and Housing will be notified via email of the animal approval by Disability Services. Approval for an Assistance Animal is generally for the current academic year. No animal is allowed in Student Housing prior to this approval.
- HAT will let the student know what further information is required if they are unable to make a determination at that time.
Privacy
Disability Services and the Housing Accommodation Team will not disclose information regarding diagnosis, treatment plan, or symptoms without explicit permission from the student. However, Disability Services will provide housing and campus safety with a list of approved service animals that includes name of student, room number, and type of animal. This allows staff to confirm animals are safely evacuated in the event of an emergency.
Unapproved Animals
Any unapproved animal living in Student Housing violates the no-pets policy and will be subject to Residence Life response. Students who are found to violate this policy will have to resolve this issue and remove the animal from campus before HAT will begin or continue with the approval process.
Conflicting Disabilities
Conflicts between students with approved assistance animals and other students protected under the Americans with Disabilities Act will be addressed on a case-by-case basis. The needs of both parties will be considered in resolving the issue. Any student negatively impacted by the presence of an assistance animal should contact Disability Services and provide supporting documentation of their disability. In severe situations of allergic, behavioral, or medical reactions, temporary or interim accommodations may be arranged while addressing the matter.
Student’s Responsibilities
Students granted the accommodation of a service animal or ESA in their residence hall shall be subject to the following rules, in addition to any other College rules and regulations.
Any service animal or ESA must reside with the student for whom it was approved. Animals are approved for the assigned residence hall, townhouse, or apartment only. Service Animals must be with the student whom they assist at all times.
Unforeseen room maintenance or inspections can cause a disturbance in an animal’s daily routine. The student is responsible for ensuring that the animal and entering authorized personal are safe when the student is away from their room.
The student must keep their animal in a carrier or properly restrained by leash or harness when outside the student’s assigned living space.
An animal cannot unduly interfere with opportunities for other residents to enjoy shared spaces or with the routine activities of Student Housing.
Animals must be housebroken, when applicable. The student is responsible for the cleanup of the animal’s waste (both indoors and outdoors) in a prompt manner. Any waste must be disposed of in a safe and sanitary manner.
The student’s living accommodations may be inspected for fleas, ticks, or other pests if necessary. If fleas, ticks, or other pests are detected through inspection, the student will be billed for the expense of any pest treatment beyond standard pest management in Student Housing.
The student agrees to provide their animal with appropriate veterinary care and treatment. That includes but is not limited to up-to-date vaccinations, regular flea treatments, routine medications, and other requirements as outlined by local, county, and state law.
Animals may not pose a danger or threat to the health and safety of other students, staff, faculty, or guests.
The student assumes all responsibility for the animal’s actions. The student is solely responsible for any injuries to persons or damage to property caused by the animal. The student may be charged for any damage caused by the animal beyond reasonable wear and tear to the same extent that other students are charged for damages.
The student must ensure that their animal is treated humanely at all times and receives food, water, cleanliness, adequate exercise, etc. Should any evidence of neglect, mistreatment, or abuse be discovered, the College may contact animal control for immediate removal of the animal.
An animal may not be left unattended overnight or for extended periods. Animals, except for service animals, are generally not permitted on college-sponsored trips. Students should make appropriate arrangements and communicate those arrangements with Residence Life staff before departure. The college will contact animal control for immediate removal of any animals left in housing over breaks.
Should an animal no longer reside in Student Housing, the student is asked to notify Disability Services as well as Housing of this fact.
If it is necessary to replace an approved animal, the student must contact Disability Services prior to bringing another animal into Student Housing.
In the case of an emergency evacuation of a building:
The student is responsible for having an animal evacuation plan that:
ensures the animal is under their control and removed from the room by them or a trusted individual
Ensures the animal is crated to ensure safe and rapid evacuation of the animal by emergency services if the student is not present to remove the animal
Ensures the animal’s crate, litter box, bedding, or other materials is not obstructing a clear pathway into the room. This includes placing these materials onto a bed or desk before evacuation.
Campus Safety, housing staff, and emergency services has permission to evacuate an animal and ensure the needed access to the facility.
Exceptions
Georgetown College may require the student to remove the service animal or ESA from Student Housing when:
The animal poses a direct threat to the health or safety of others.
The animal is out of control and the student does not take effective action to control it.
The animal is not housebroken.
The animal causes a disturbance and the student does not take corrective measures to control it.
The animal is unclean or unkempt.
The animal is neglected, mistreated, or abused.
The animal has caused substantial property damage to the property of others, including the College’s property.
The presence of the animal results in a fundamental alteration of a College program.
The student does not comply with the student’s responsibilities set forth above.
The student will have up to 14 days to correct the situation or remove the animal from campus from the date that they have been notified by the College of a violation of this policy. In cases where the animal causes serious harm or poses a danger to the safety of others, the College may require immediate removal of the animal. The notification will be sent, in writing, to the student’s Georgetown email address.