Policy:

Aligned with the Fair Housing Amendments Act of 1988 and Section 504 of the Rehabilitation Act of 1973, Clarkson College (hereafter referred to as "College") recognizes the importance of Emotional Support Animals (ESA) in providing emotional support to individuals with disabilities. Clarkson College is committed to allowing ESAs, when necessary, to provide individuals with documented disabilities an equal opportunity to use and enjoy Student Housing. Approval of an ESA in Student Housing requires: 1) the individual has a disability, 2) the animal is necessary to afford the individual an equal opportunity to use and enjoy a dwelling, and 3) there is an identifiable relationship between the documented disability and the support the animal provides.  

No ESA may be kept in College housing at any time before the student receives approval for an ESA. Any student who brings an animal into the residence hall without the requisite approval will be subject to penalties under Clarkson College’s SW-18 Code of Conduct policy. Generally, only one ESA will be approved to fulfill the intent of the Fair Housing Act (FHA) requirements for providing support to a student with a documented mental health disability.  

To have an ESA reside in campus housing, the student must first contact the Accommodations Coordinator and complete the required documentation (e.g., Student Release, ESA Student Application, Healthcare Provider Verification Form, Veterinarian Verification Form, ESA Contract, Roommate Contract, Residence Hall Lease Agreement).  

Procedure:

Definition of Emotional Support Animal

An ESA pertains to a category of animals that provides necessary emotional support to an individual with a disability, such that this support alleviates one or more identified symptoms of an individual’s disability. Unlike a Service Animal, an ESA does not need to be trained to perform a task and does not always accompany a disabled person. Fair Housing regulations only apply to housing facilities; therefore, ESAs are not permitted in other areas of Clarkson College (e.g., libraries, academic buildings, student center, classrooms, labs, lobbies, etc.). 

Guidelines and Requirements for ESA’s

Approval is based on the consideration that an animal's behavior, size, noise, odor, and waste do not exceed reasonable standards for a well-behaved animal and that these factors do not create an unreasonable living environment or frequent disruptions for other residents. If the noise (crying, barking, meowing, etc., especially when the student is not around) is excessive, as determined by residence life staff, it is grounds for rescinding permission for the specific ESA to reside in campus housing. The following factors (among others) are used as evidence in determining whether the presence of the animal is reasonable:

• The size of the animal is too large for the available assigned housing space (according to the Animal Welfare Act Regulations). 
• The animal’s presence would force another individual from their assigned housing (e.g., serious allergies). 
• The animal’s presence otherwise violates individuals’ right to a quiet living environment. 
• The animal is not housebroken or is unable to live with others in a reasonable manner. 
• The animal’s vaccinations and licensing are not up to date. 
• The animal poses or has posed a direct threat to the individual or others, such as aggressive behavior towards or injuring the individual or others, or the potential of transmission of zoonotic diseases. 
• The animal causes or has caused excessive damage to the residence hall space beyond reasonable wear and tear. 

Care and Supervision of Emotional Support Animal

The individual with the disability who has requested an ESA accommodation and received approval for said accommodation is the “owner.” The care, supervision, and custody of the ESA are the sole responsibility of the owner. The owner must ensure the animal is well cared for. Any evidence of mistreatment or abuse may result in the immediate removal of the animal and/or disciplinary action against the owner. The owner must always be in full control of the ESA. The ESA must be maintained (e.g., kept clean and free of fleas and/or ticks) by its owner and may not pose safety hazards to other people.  

The owner must abide by current city, county, and state ordinances, laws, and regulations pertaining to animal licensing, vaccination, care, leashing, and other requirements. It is the owner’s responsibility to know and understand these ordinances, laws, and regulations. Clarkson College has the right to require documentation of compliance with such ordinances, laws, and regulations, which may include a vaccination certificate. Clarkson College reserves the right to request documentation showing the animal has been licensed.   

The owner must clean up after the animal and properly dispose of its waste in a safe and sanitary manner. Clarkson College retains the right to designate a specific area for the ESA to relieve itself and/or dispose of its waste. 

The student or legal guardian, not Clarkson College, is financially responsible for all actions by the animal that result in bodily injury or property damage. This includes, but is not limited to, any replacement of furniture, carpet, window, or wall covering as well as cleaning costs considered above normal and reasonable for the living facility. The student is strongly encouraged to maintain liability insurance coverage for the ESA to protect the student from significant legal and financial liability. The student will, in all cases, be held financially responsible for the actions of the ESA, including in any incident where the ESA causes bodily injury to another person, regardless of whether the ESA has obtained insurance coverage. 

If a student chooses to replace an existing ESA with a different one, the student must file a new request and comply with all specified terms and conditions.    

The owner may not leave an ESA overnight in student housing for care by anyone other than the owner. The owner is responsible for ensuring that the ESA is contained, as appropriate, when the owner is not present during the day while attending classes or other activities. The owner is responsible for ensuring that the ESA is appropriately contained when environmental services, facilities, and/or residence hall staff are present in the residence. The owner must provide the name and contact information of a person willing and able to take the ESA in an emergency.    

Visitors in Student Housing

Clarkson College’s responsibility for ESAs applies only to currently enrolled students. All other personnel or individuals (e.g., guests) are not allowed to bring ESAs into residence halls. This includes day visits, overnight stays, or weekend visits.  

Request for Emotional Support Animal in Student Housing

Students must obtain approval for an ESA from the Accommodations Coordinator before bringing their animal to campus. Therefore, Clarkson College requests that the student provide as much advanced notice as possible prior to the desired move-in date so that Clarkson College can best accommodate the student and the animal.  

Deadline for submissions by semester:  

• October 1, for the Spring semester move-in 

• April 1, for the Summer semester move-in 

• July 1, for the Fall semester move-in 

Students who wish to begin the ESA Request process should contact the Accommodations Coordinator.  

The Accommodations Coordinator will send the student the following attachments along with instructions. 

• The Student Release Form: The student must complete and return to the Accommodations Coordinator. 
• Student Appliation: The student will submit it to the Accommodations Coordinator. Failure to provide complete/accurate information may delay the processing of a request. 
• A ESA – Healtcare Provider/Doctor Verifcation Form: This form must be completed and signed by a licensed health care provider attesting to the diagnosis and need for the ESA animal. The ESA – Healthcare Provider Verification Form must be submitted directly by the health care provider to the Accommodations Coordinator. Note: the ESA – Healthcare Provider Verification Form will not be accepted from students. 
• Additional documentation may be requested, i including, but not limited to, educational records, letters from educators, diagnostic reports, letters from health care providers, records of past accommodation, letters or records from local, state, or federal agencies, and/or VA records. 
• The student will include the completed Veterinarian Verification Form and any Vaccination records.  The student will also need to include a photograph of the ESA.
•  The “Roommate Contract” & “Residence Hall Lease Agreement” will be completed after the request is approved. These forms will be reviewed and completed during the meeting with the Student Life & Academic Success Coordinator.  

Once the required documentation is received, the Accommodations Coordinator will meet with the student to review the application and discuss the details of the Healthcare Verification Form.  If the Accommodations Coordinator reviews and approves the student's request, they will notify the ESA Review Committee.  This committee includes the Director of Student Affairs, the Student Life & Academic Success Coordinator, and a Facilities member. A meeting will be scheduled to review documentation and determine if the College Campus and Residence Hall can physically accommodate the ESA.   If necessary, additional members of the Clarkson College community may be included. 

Additional documentation may be requested by the Accommodations Coordinator during review, including, but not limited to, diagnostic reports; additional information from health care providers; records from the animal’s veterinarian, records of past accommodations; letters or records from local, state, or federal agencies, and/or VA records. 

If approved, the Accommodations Coordinator will notify the student. The Student Life & Academic Success Coordinator will contact the students to schedule a meeting and discuss additional details. During this meeting, the student will complete the remaining ESA paperwork (Roommate-Housing Agreement Forms (there are two forms regarding roommates and responsibilities), Residence Hall Lease Agreement) and review the student’s other housing preferences and/or needs in order to make a Student Housing assignment.  

Annually, the Accommodations Coordinator will review the approved ESAs.  To continue receiving this accommodation, the student must complete the Student Renewal Application for continued ESA Accommodation form and schedule a meeting with the Accommodations Coordinator.  

A request for an ESA may be denied if:

1) There is no determination of necessity for the presence of an ESA to create equal opportunity to use and enjoy a dwelling

2) There is no relationship identified between the disability of the individual and the support the animal provides

3) The presence of the animal imposes an undue financial and/or administrative burden on Clarkson College

4) The presence of the animal fundamentally alters student housing policies, and/or 

5) The presence of the animal would pose a direct threat to the health and safety of others or would cause property damage.  

If the ESA Request is denied, the Accommodations Coordinator will notify the student in writing of the denial, outlining the Committee’s reasons for denial.   

The student may appeal this decision with the Accommodations Coordinator.

• The student must submit a Petition to Appeal ESA Request Decision Form to the Accommodations Coordinator within five (5) business days of receipt of the denial of the ESA Request. See Appendix G: Appeal Accommodations Decision Form.  
• Within two (2) business days of receiving a Petition to Appeal, the Accommodations Coordinator will then forward the petition to the Accommodations Appeals Committee for review.   
• The Accommodations Appeal Committee is an ad hoc committee consisting of the Program Director of the academic program the student is enrolled/intending to enroll in, the Vice President of Enrollment and Retention, the Vice President of Administrative Services, a faculty member representative, and a Student Support representative. The Accommodations Coordinator will chair the committee, and the Accommodations Coordinator, Vice President of Administrative Services, and Vice President of Enrollment and Retention are considered non-voting members.   
• Within five business days of receipt, the Accommodations Appeal Committee will convene to review the Petition to Appeal an ESA Request Decision.   
• When a decision has been reached, the Accommodations Committee will complete the Petition to Appeal an ESA Request Decision Form and submit it to the Accommodations Coordinator.  The Accommodations Coordinator will subsequently notify the student of the decision of the Accommodations Committee. 
• The decision of the Accommodations Appeal Committee is final.

Clarkson College will not ask for or require the owner to pay a fee or surcharge for an ESA. However, the owner may be charged for any damage caused by the ESA beyond reasonable wear and tear to the same extent that other individuals are charged for damages beyond reasonable wear and tear. The owner’s living accommodations may also be inspected for fleas, ticks, or other pests, if necessary, as part of Clarkson College’s standard or routine inspections. If fleas, ticks, or other pests are detected through inspection, the residence will be treated using approved fumigation methods by a Clarkson College-approved pest control service. The owner will be billed for the expense of any pest treatment above and beyond standard pest management in Student Housing.    

Violation of Policy

The owner must fully cooperate with Clarkson College personnel to comply with this policy and develop procedures for the care of the ESA. Clarkson College may require the owner to remove the animal from Student Housing if: 1) the animal poses a direct threat to the health and safety of persons at Clarkson College, 2) the animal causes physical damage to property, 3) the presence of the animal fundamentally alters the nature of College operations, 4) the animal creates an unmanageable disturbance or interference with Clarkson College community, and 5) the owner does not comply with the owner responsibilities set forth in this policy. Any removal of an ESA will be done in consultation with the Accommodations Coordinator and may be appealed through Clarkson College grievance procedures.  

---

Appendices:

• Appendix A: Clarkson College Emotional Support Animal Student Housing Agreement
• Appendix B: Student Request Form for ESA Accommodation in Student Housing
• Appendix C: Emotional Support Animal In Student Housing
• Appendix D: Roommate Acknowledgement
• Appendix E: Clarkson College Petition to Appeal Accommodations Decision
• Appendix F: Petition to Appeal Accommodations Decision - Appeal Meeting Guidelines
• Appendix G: Petition to Appeal Accommodations Decision Form
• Appendix H: Appeal Committee Hearing Guidelines