Policies & procedures

In accordance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act and Amendments (ADAA), the Disability Resource Center engages in an interactive process with an eligible student with a disability to determine reasonable accommodations. 

Interactive Process Steps

1. The Interactive Process begins when a student registers with the Disability Resource Center (DRC). 
2. Students will be assigned an advisor and be asked to schedule an intake meeting. 
3. Students may also provide Disability Documentation if further verification is needed. 
4. The student's DRC Advisor will then make an accommodation determination, which could include:
   1. Approve the requested accommodations. 
   2. Suggest alternative accommodation that may meet the needs verified throughout the process. 
   3. Determine if more documentation or information is needed before approving a requested accommodation. 
   4. Determine that the requested accommodation would fundamentally alter course outcomes or classroom environment which could result in an accommodation being altered or denied.*
5. Disability Resource Center staff will approve and record the student's eligibility for accommodations in DRConnect. 
6. Students will use DRConnect to independently request accommodations each semester. 
7. Disability Resource Center staff will send out an accommodation letter to faculty informing them of the approved accommodations. 

*There may be times that faculty and instructors will have questions about whether an accommodation will fundamentally alter their course. They will then engage in the "Fundamental Alteration Consideration" process. 

Fundamental Alteration Process

1. If, during the accommodation process, faculty or instructors believe that an accommodation would drastically alter the learning outcomes of the course or fundamentally alter the course, they will need to consult with the student's Disability Resource Center Advisor.
2. Faculty or instructors will describe how the accommodation fundamentally alters the course. Disability Resource Center staff will gather information to begin the consultation process and explore alternative ways to support the student.
3. Disability ResourceCenter staff may also consult with department chairs, college deans, the Office of Civil Rights and Compliance, UWS General Council, etc.
4. Disability Resource Center staff will make the final determination of the reasonable accommodation and communicate that determination with the faculty and student.

Disability Resource Center Documentation Philosophy

The Disability Resource Center utilizes multiple sources of information to determine a disability as defined by the Americans with Disability Act (ADA), its amendments, and Section 504. The ADA defines a person with a disability as someone who: 

• Has a physical or mental impairment that substantially limits one or more major life activities, 
• Has a history or record of such an impairment (such as cancer that is in remission), or 
• Is perceived by others as having such an impairment (such as a person who has scars from a severe burn).  

The Association on Higher Education and Disability (AHEAD) has provided guidance on how disability services, such as the Disability Resource Center, can determine whether someone has a disability as defined above. These areas include:  

• Student self-report 
• Disability service provider observation 
• Third-party reports (K-12 providers, healthcare providers) 

Utilizing this guidance, the Disability Resource Center believes that these three sources provide unique insight into the limitation(s) that students with disabilities may experience at UWL. In many cases, the Disability Resource Center will need a combination of all types of documentation to better understand the limitation and what accommodations may be useful. For example, if a student reported limitations related to testing and notetaking, the Advisor might also observe a substantial delay in processing information or answering questions but still need confirmation from a provider to verify the notetaking needs.   

Disability Resource Center Advisors will work in partnership with students and third-party observers to ensure that the appropriate documentation is collected and reviewed to make decisions regarding disability related accommodations.  

Documentation Policies 

Below are the Disability Resource Center policies regarding documentation storage, retention, and release of disability documentation.   

Documentation Storage and Retention 

In accordance with the University of Wisconsin-System General Records Schedule policy for Student Affairs, the Disability Resource Center will maintain student records either in paper or electronic format.  

Confidentiality Statement 

• Due to the highly sensitive nature of the documents maintained by the Disability Resource Center, confidentiality and privacy are our guiding principles. Disability Resource Center staff will utilize both the Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act of 1996 (HIPAA) to maintain confidentiality and privacy. 

Student Case Files 

• Student case files for students that actively utilized Disability Resource Center accommodations, meaning they attended an intake meeting and were assigned accommodation eligibility by Disability Resource Center staff will be defined in accordance with the UW-System General Records policy: 
  • Case files of students requesting disability services at an institution. Records may include, but are not limited to: medical or psychological documentation of a disability and statements of accommodations received in the past from either a high school or other secondary education facility, such as in the form of an IEP (Individual Evaluation Plan) or 504 Plan.  Also, records of accommodations provided, student class schedules, and other pertinent letters or documents.  
• Retention Statement: Disability Resource Center student case files will be maintained from the student’s last day of enrollment plus 7 years. Those records will then be destroyed confidentially.  

Student Case Files – Not Pursued 

• Student case files of students who submit records with the Disability Resource Center but do not attend an intake meeting and are not assessed for accommodation eligibility will be defined in accordance with the UW-System General Records policy:  
  • Case files of students requesting disability services at an institution but made inactive after the student failed to continue the application process or chose to not receive services.   
  • Files contain information on available disability services.  This includes general description of disability type, student ID# if student is currently enrolled, preliminary request forms, and some documentation sent in but not completed.    
  • Records identified during records review. 
• Retention Statement: These records will be maintained from the student’s last day of enrollment plus two years. Records will be destroyed confidentially.  

Request for Release of Documentation

1. Confidentiality and Privacy
   1. Due to the highly sensitive nature of the documents maintained by the Disability Resource Center, confidentiality and privacy are our guiding principles. Disability Resource Center staff will utilize both the Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act of 1996 (HIPAA) to maintain confidentiality and privacy. Disability Resource Center staff will work with students to explain their rights and responsibilities through electronic forms via DRConnect and meetings with students, wherever possible.   
2. Disclosure to University Staff and Faculty
   1. Disability Resource Center staff may provide information to other university officials with an educational reason to know that information (e.g., instructor of record of a course the student is taking, Residence Life staff). Wherever possible, Disability Resource Center staff will limit disclosure to a student’s status with the Disability Resource Center and accommodation eligibility. A student’s disability diagnosis will only be provided in extenuating circumstances (e.g., concern for the health and safety of the individual or others) or if the student provides permission for disclosure (see part D). 
3. Disclosure to Third-Party Requesters
   1. Disability Resource Center staff will not release information to third-party requesters without the specific permission of the individual whose records are being requested. Students may grant permission to Disability Resource Center staff to release information (see part D). 
4. Request to Disclose Records
   1. Current and former Disability Resource Center students can request to review and receive a copy of their student case file by submitting a request, in writing, to Disability Resource Center staff. Students may also give permission to Disability Resource Center staff to release information to a third party by completing and signing a Release of Information form. The requester may limit the types of files or grant a release of all information.  

FERPA and Student Privacy 

The Family Educational Rights and Privacy Act (FERPA) of 1974 is a federal law that protects the privacy of student education records. FERPA identifies the rights of students and their families with respect to student educational records kept by institutions. 

FERPA limits campus officials' ability to share educational records of individual students unless there is a legitimate educational purpose or concerns for health and safety. Universities do share directory information including names and dates of attendance, unless a student expressly limits that sharing. However, students may choose to have information limited for sharing  

Relevant UWL Policies and Information 

• UWL’s Disclosure of Education Records Policy 
• How FERPA applies to students 
• How FERPA applies to parents 

Disability Justice & Interdependence 

Central to the mission of the Disability Resource Center is to provide educational access and opportunities for disabled college students. Specifically, we aim to reduce barriers experienced by disabled college students. We know some college students with disabilities have worked closely with their parents, families, guardians, and/or support networks to create accessible educational opportunities in their K-12 educational careers. Disabled college students are often adept at coordinating vast networks of support to reach their educational goals and persist.  

Sins Invalid (2015) published the 10 Principles of Disability Justice, one of which is “Interdependence – We meet each others’ needs as we build toward liberation.” In fact, interdependence - the ability to be actively engaged of a community of support - is a cultural asset of many disabled college students. The Disability Resource Center recognizes and supports the cultural asset of interdependence and is committed to creating policies and procedures that celebrate disabled community assets while at the same time respects the privacy of students.  

Privacy and Community 

The Disability Resource Center works closely with disabled students and their support networks to determine the appropriate accommodations to ensure equal access to UWL. Support networks could include parents, families, guardians, K-12 administrators/teachers, school psychologists, and healthcare providers. Importantly, students must have reasonable assurances that their information is private and secure while at the same time there is no undue burden on information sharing. Balancing the needs of privacy and a community of support is essential in providing meaningful support for disabled college students.  

Release of Information

Disability Resource Center staff will not release information without the consent of students, unless otherwise specified in UWL’s Disclosure of Education Records Policy.

Release of Information Form

Students are encouraged to complete a Consent for Release of Confidential Information Form  if they would like the Disability Resource Center to disclose information to their support network or if they would like someone from their support network to share information to the Disability Resource Center. 

Student Testing Agreement for exams administered at the Disability Resource Center

An eligible student with a documented disability seeking a testing accommodation will sign an agreement with the below qualifications. 

• The student must meet with their instructor and complete an Alternative Testing Agreement with them.
• Student's understand that in order to receive alternative testing accommodations at The Disability Resource Center, the content of this Alternative Testing Agreement will be sent through email and must be verified by the course instructor.
• The Disability Resource Center desires to have the appropriate space and staffing for students registered with the office.
• To ensure The Disability Resource Center can facilitate these alternative testing accommodations, all exams, midterms, and quizzes and finals must be scheduled at least two (2) working days in advance.
• All tests will need to be completed within The Disability Resource Center hours of 7:45am-4:30pm.
• Final Exams should be scheduled at least five (5) days in advance and should be taken at the same time offered to the rest of the class.
• The Disability Resource Center will adhere strictly to the approved date and start times entered when scheduling. Late arrival will not extend the ending time of the exam beyond the scheduled exam end time.
• No unauthorized materials are permitted in the testing environment without instructor approval. (Note: Cell phones, purses, backpacks, and other personal items must be left in the lockers provided).
• The Disability Resource Center adheres to the UWL Code of Conduct and Student Handbook policies. Any disruptive behavior will be handled in accordance with the UWL Code of Conduct. Observed incidences of cheating will result in immediate confiscation of all exam materials, the observed actions documented, and the incident reported to the course instructor.

Scheduling Alternative Testing Exams

Please be aware that when modifying an exam date or time that the same rules apply as when originally scheduled:

• The Disability Resource Center desires to have the appropriate space and staffing for students registered with the office to ensure alternative testing accommodations.
• All regular exams and quizzes must be scheduled at least 2 working days in advance. All exams will need to be completed within The Disability Resource Center hours of 7:45am-4:30pm.
• All final exams must be scheduled at least 5 working days before the last day of classes. Exams should take place at the same time as the class final.
• Alternative testing accommodations administered through The Disability Resource Center offices will be taken at the course’s designated start time unless the testing accommodation(s) necessitate that the exam begin at a different date &/or time due to course overlap. In order for The Disability Resource Center to approve the exam scheduling appointment, alternative dates and/or times must be discussed & agreed upon with your instructor in the testing agreement. Any change to the information provided must be communicated in writing to The Disability Resource Center Testing staff.
• The Disability Resource Center will adhere strictly to the approved date and start times entered when scheduling. Late arrival will not extend the ending time of the exam beyond the scheduled exam end time.

End User Agreement for Alternative Format

An eligible student with a documented disability (eligible student) and the Publishing Company incur certain benefits, rights, and obligations to each other when the Alternative Formate electronic file materials are viewed and used. If the eligible student does not accept the terms of this End User agreement the eligible student should not view or use this material.

Eligible Student Rights: An eligible student enjoys non-exclusive rights to download the enclosed materials from the university library password protected site onto a single computer, and to use the files in conjunction with any application of the eligible student's choice designed to facilitate one of the following uses:

• print the text files in enlarged format for the eligible student's personal use
• translate the text files into Braille, then emboss them for the eligible student's personal use
• use the text files in conjunction with speech software to listen to the text as it is read or as the eligible student views it on the eligible student's computer
• make an audio copy of the synthesized text as it is read for the eligible student's personal use

There are limitations on the eligible student's rights:

• The eligible student or the University must have already purchased a printed copy of the textbook.
• In order to receive this file, the eligible student must be enrolled in a class where the textbook has been adopted.
• The eligible student acknowledges that the eligible student does not own this electronic text. The eligible student also acknowledge that the text is furnished “AS IS,” and contains copyrighted and/or proprietary and confidential information of Course Technology and its licensors
• The eligible student may not revise, convert, disassemble, or otherwise modify the text files.
• The eligible student may not sell, license, rent, loan, or otherwise distribute or network the text files.
• The eligible student must delete all downloaded files from any format the eligible student has created after the semester in which this agreement was signed has ended.

The text files are provided with RESTRICTED RIGHTS. Use, duplication, or disclosure by the Government is subject to restrictions as set forth in subdivision (c) (1) (ii) of the Rights in Technical Data and Computer Software clause at DFARS 25.277.7013 for DoD contracts, paragraphs (c) (1) and (2) of the Commercial Computer Software-Restricted Rights clause in the FAR (48 CFR 52.227-19) for civilian agencies, or in other comparable agency clauses.

Limited Warranty

Except as specifically provided above, the Publishing Company and The Disability Resource Center office make no warranty or representation, either expressed or implied, with respect to the file, including its quality or performance for a particular purpose. The product is not a substitute for human judgment. Because the software is inherently complex and may not be completely free of errors, you are advised to validate your work.

In no event will The Publishing Company or The Disability Resource Center be liable for direct, indirect, special, incidental, or consequential damages arising out of the use or inability to use the downloaded file correctly.

Agreement

This end user agreement is between the eligible student and The Disability Resource Center and the eligible student's rights and limited rights shall be enforced under Disability Resource Center policy and procedure.

The eligible student is responsible for their alternative media security for as long as they are using it as an accommodation.

UW-System Policy Regarding Classroom Recordings

Regent Policy Document 4-1: Copying and Recording of Instructional Materials or Lectures

Classroom Recording Terms and Conditions

By deciding to use a classroom recording accommodation eligible students agree to the following terms and expectations:

1. Faculty members have intellectual property rights in their class lectures and the ideas presented in class. Unauthorized distribution of recorded materials violates university policies and may constitute copyright infringement and violate state and/or federal law.
2. Recordings taken during class are for the eligible student's personal use only, to support their course-related learning, and may be used when studying for the course, either alone or with others.
3. The following uses of recordings are not authorized:
   
   
   • Duplicating or copying the recording for any purpose other than personal use.
   • Sharing the recording (or a copy) with any other individual.
   • Distributing or publishing the recording, including on social media or other online sites.
4. The above restrictions apply to comments/statements made by other students as well as the course instructor/professor.
5. Recorded material may be referenced in papers/essays and must be appropriately acknowledged and cited.
6. An instructor has the right to ask all students to cease taking notes at times when topics of discussion are considered sensitive in nature or when students are asked to share personal experiences. At these times recording of lecture/discussion should be stopped as well.
7. Instructors may implement principles of Universal Design in their class which result in no need for students to take notes in class (e.g daily class summary posted to Canvas by instructor, one designated note taker for the entire class, lecture capture of course, etc.) In these cases, the instructor may ask that students refrain from recording since other students are not taking notes either. Instructors should make contact with The Disability Resource Center to determine if these adjustments are adequate to ensure equal access to students with disabilities.

Assistive Technology and Equipment Checkout

The University provides assistive technology (e.g., SmartPens, FM Systems, etc.) for eligible students with documented disabilities. Students will meet with their advisor through the Interactive Process to determine eligibility. 

Each semester an eligible student can request their assistive technology as an accommodation through Disability Resource Connect. 

Equipment Checkout

Students requiring assistive technology can work with the Disability Resource Center to checkout any necessary equipment. Equipment can be checked out per semester or per academic school year. 

The Disability Resource Center will loan out assistive technology and the following conditions apply: 

• All borrowed equipment must be returned by the due date
• The borrower is responsible for any damage or loss of equipment
• Charges for the full replacement cost of any non-returned, lost, or damaged item will be billed to the borrower's student account

The Disability Resource Center will reach out to students who have borrowed equipment at the end of the semester. At minimum, the Disability Resource Center will attempt to outreach, via UWL email and text messaging, to request the outstanding equipment before charging the student's account. 

Assistive Technology Training

The Disability Resource Center offers training and troubleshooting for all assistive technology. Students can request that training by contacting the Disability Resource Center at 608-785-6900 or by email drc@uwlax.edu. 

This section outlines the process of disability-related accommodation requests for remote access or alternative course delivery to in-person courses. Only requests for full-semester remote access requests will be considered through this process. Students should submit their requests at least two-weeks before the beginning of the semester they are requesting remote access to classes.  

Remote Classroom Access or Alternative Delivery Methods for in-person classes will consider the following factors: 

• The direct connection between the disability and the impact on in-person course participation; 
• The offered format of each course/section; 
• The essential learning objectives;  
• Course requirements and planned activities for each course.  

The Disability Resource Center will also consider other accommodations that could reduce the disability-related barriers experienced by in-person attendance. 

After engaging in the Interactive Process, the Disability Resource Center may approve the request, deny the request, and/or suggest alternative accommodations to meet the documented disability-related need. 

Interactive Process 

Disability Resource Center staff will follow an interactive process with a student requesting remote classroom access or alternative course delivery method. This process is initiated when a student registers for services with the Disability Resource Center or requests specific accommodation with their Disability Resource Center Advisor.  

Intake Meeting or Follow-up Meeting 

For new Disability Resource Center students, they will have an intake meeting with their advisor. During that meeting, students will share more about the disability-related needs they are experiencing within the learning environment. This meeting will be part of the information gathering process needed for the interactive process.  

Students who have already completed an intake meeting but are requesting new accommodations may need to have a follow-up meeting with their advisor if more information is needed to make an accommodation determination.  

Documentation Review 

During the documentation review process, the Disability Resource Center advisor must identify a direct connection between the disability and the impact on in-person course participation.  

If a direct connection is identified, the advisor will then move on to the Course Review Process section.  

If a direct connection is not identified, the advisor will inform the student that we have insufficient documentation and request further documentation.  

Course Review Process 

Students who have provided documentation that indicates a direct connection for a disability-related need will be eligible for Priority Registration to ensure they can register for online or hybrid formatted courses. Disability Resource Center staff are available to assist students in identifying online or hybrid courses.  

Course Format 

If a student has already registered for the courses, the Disability Resource Center advisor will examine the students' course schedule for the semester of the request and identify the course delivery method of each course.  

• Courses with online or hybrid sections 
• Disability Resource Center advisors will work with the Academic Advising Center or the college’s Academic Services Director to enroll the student in online course offerings.  
• Courses with in-person sections only 
• If a course only has in-person delivery methods, the Disability Resource Center advisor will move to the Fundamental Alteration Review Process.  

Fundamental Alteration Interactive Review (FAIR) 

For classes that only offer in-person course delivery methods, Disability Resource Center staff will follow the fundamental alteration process listed below:  

Disability Resource Center staff will contact the instructor and inquire whether:  

• In-person participation is essential to any of the learning outcomes of the course; 
• Any course requirements or planned activities require in-person participation (this can include tests, group discussions, etc.)  

If the instructor indicates that in-person participation is not essential to any learning outcomes and is not essential to any course requirements or planned activities, Disability Resource Center staff will then begin coordinating with the instructor to offer remote access to the course, see Remote Access Coordination.  

If in-person participation is essential for any learning outcome or is part of course requirements or planned activities, then the request will be determined to be a fundamental alteration of the course and will not be approved.  

Remote Access Coordination  

Disability Resource Center staff will work with the Registrar’s Office and with Information Technology Services to explore options to provide remote access. This may include, changing the course location to a room with ample technology or providing equipment for remote access.  

Denying a Request 

If after review, the Disability Resource Center advisor determines that there is no direct connection between a disability and the impact on in-person courses the request will be denied.  

If after a fundamental alteration review, the Disability Resource Center advisor determines that in-person participation is essential to learning outcomes, course requirements, or planned activities, the request will be denied.  

Grievance Procedure 

All students have the right to appeal decisions following the Disability Resource Center’s Grievance Procedure.   

Section I - Introduction and Background

The University of Wisconsin La Crosse ("UWL" or the "University") recognizes the importance of providing reasonable accommodations in its housing policies and practices where necessary for individuals with disabilities to fully participate in the University housing program. This Policy explains the specific requirements and guidelines which govern requests for reasonable accommodation in University housing. UWL reserves the right to amend this policy at any time as circumstances require. 

Section II - Procedure for Requesting Reasonable Accommodation (excluding requests for Service Animals under the Americans with Disabilities Amendments Act)

The ADisability Resource Center ("DRC") in conjunction with Residence Life is responsible for evaluating whether to grant or deny requests for reasonable accommodation in University housing. In evaluating the request, the Director of the Disability Resource Center or their designee will consult with the Office of Residence Life ("Residence Life"), the UWL Director of Civil Rights and Compliance, and/or the UWL Office of Counseling & Testing, UWL Student Health Center and/or Universities of Wisconsin Office of General Counsel, as necessary, to determine whether the requested accommodation is necessary and reasonable. Individuals with a disability who reside or intend to reside in University housing who believe they need a  reasonable accommodation must contact and register with the DRC. 

Accommodation requests may be reviewed by the Disability Resource Center and/or a committee comprised of broader UWL personnel as it relates to the type of request. 

Requests for reasonable accommodation in University housing policies and practices are governed by the following requirements: 

1. Requesting a Housing Accommodation
   1. After registration with the Disability Resource Center, the individual requesting an accommodation must schedule an intake meeting with their assigned DRC advisor. The advisor will review and discuss the necessary documentation to move forward with the accommodation request. If the individual requires assistance in completing either the registration process or the Request Form because of their disability, the DRC will provide assistance in completing them.
   2. UWL will accept and consider requests for reasonable accommodation in University housing at any time. The individual making the request for accommodation should complete and provide disability documentation to the DRC as soon as practicably possible before moving into University housing. If the request for the accommodation is submitted to the DRC after initial room assignments have been made by Residence Life for the upcoming semester, before the individual intends to move into University housing, UWL cannot guarantee that it will be able to meet the individual's accommodation needs during the first semester or term of occupancy
   3. If the need for the accommodation arises when an individual already resides in University housing, they should contact the DRC and submit documentation as soon as practicably possible. UWL cannot guarantee that it will be able to meet the accommodation needs during the semester or term in which the request is received.
   4. The timeline of which reasonable accommodation requests are responded to varies based on the type of request, level of review necessary, and potential submission of additional required documentation. 
2. Information that May Be Requested for Housing-Related Reasonable Accommodation Requests
   1. The Disability Resource Center shall limit its requests for information to only the information necessary to verify whether the individual making the request has a disability and/or to evaluate if the reasonable accommodation is necessary to provide the individual an equal opportunity to participate in University housing
   2. Obvious Disability
      1. If the individual's disability and the necessity for the accommodation are obvious (e.g., an individual with a physical disability using a wheelchair needs an accessible room), the individual need only explain what type of accommodation they are requesting. No verification of disability and/or necessity is required under these circumstances. 
   3. Non-Obvious Disability/Neccesity
      1. If the disability is obvious but the need for the accommodation is not obvious, the Disability Resource Center may require the individual to submit further documentation including, the Reasonable Accommodation Verification for University Housing ("Verification Form") and designate a health care provider or other professional who can verify that the requested accommodation is necessary to provide the individual with an equal opportunity to participate in the Housing program.
      2. If the disability and necessity for the accommodation are not obvious, the DRC may require the individual to submit additional documentation that provides information outlined in the "Verification Form" and designate a health care provider or other professional (e.g., a physician, optometrist, psychiatrist, psychologist, physician's assistant, nurse practitioner, or nurse), who can verify that the individual has a disability and that the requested accommodation is necessary to participate in the Housing program. 
      3. If the third-party returns the Verification Form without sufficient information for the DRC to determine whether an accommodation is necessary, the Director the DRC or their designee will inform the individual in writing of the verification's insufficiency and may request additional information, including speaking directly with the individual supplying the third-party verification. 
      4. The individual making the request for accommodation must cooperate with The ACCESS Centerthe DRC in a timely manner in providing all information needed to determine whether the requested accommodation is necessary. 
3. Determination of Reasonableness
   1. The Disability Resource Center may deny the requested accommodation if it is unreasonable. The DRC shall consult with the Office of Residence Life to determine if implementing the requested accommodation is reasonable. 
4. Approval of Accommodation
   1. If the Disability Resource Center determines a requested accommodation is necessary and is not unreasonable, DRC Staff will contact the individual, in writing, and will describe steps to implement the accommodation. 
5. Denial of Accommodation/Appeal
   1. If the Disability Resource Center, in consultation with Residence Life, determine that a requested accommodation is necessary but unreasonable, the DRC will contact the individual, in writing, and engage in an interactive process with the individual to determine if there are alternative accommodations that might effectively meet the individual's disability-related needs. 
   2. If the individual is unwilling to accept any alternative accommodation offered by the DRC or there are no alternative accommodations available, the DRC will provide written notification to the individual of the denial, the reasons for the denial, the right to appeal the decision, and the procedures for that appeals process. 
   3. All appeals are reviewed by Office of Civil Rights and Compliance. If the appeal is denied, the Office of Civil Rights and Compliance, or their designee, shall provide written notification of the denial to the individual and a written explanation with all of the reasons for the denial. 
   4. An individual may also use the grievance procedure provided under the general University antidiscrimination policies. This grievance procedure can be found on the federal ADA website
6. Confidentiality and Recordkeeping
   1. In processing requests for reasonable accommodations, the University will take all steps required by federal, state, and/or local law to protect the confidentiality of any information or documentation disclosed in connection with the requests. Such measures may include limiting access to such information to individuals specifically designated to determine and implement requests for reasonable accommodations, who will disclose the information only to the extent necessary to determine whether to grant the request, determine if the request is unreasonable, and implement any request granted, keeping all written requests and accompanying documentation in a secure area to which only those designated individuals have access, except as otherwise required by law. 
7. Non-retaliation Provision
   1. UWL will not retaliate against any individual because that individual has requested or received a reasonable accommodation in University housing. 
8. Modification and Enforcement
   1. The university reserves the right to amend and enforce this policy at its discretion.

Updated January 2026

The University of Wisconsin La Crosse (“UWL” or “University”) recognizes the importance of “Service Animals” as defined by the Americans with Disabilities Act Amendments Act (ADAAA), and of Emotional Support Animals (ESAs), supported by the Fair Housing Act. 

UWL is committed to allowing Emotional Support Animals, necessary to provide individuals with mental health disabilities an equal opportunity to use and enjoy University housing. This Policy explains the specific requirements applicable to an individual’s use of an ESA in University housing. This policy applies solely to ESAs that may be necessary in University housing. It does not apply to “Service Animals” as defined by the ADAAA, and whose presence on campus is explained in the UWL Service Animal Policy. 

Although it is the policy of UWL that individuals are generally prohibited from having animals  of any type in University housing, UWL will consider a request by an individual with a disability for reasonable accommodation from this prohibition to allow an ESA that is reasonable and necessary because of a mental health disability. However, no ESA may be kept in University housing at any time prior to the individual receiving approval as a reasonable accommodation pursuant to this Policy. 

Definitions

1. Emotional Support Animal
   1. An Emotional Support Animal (ESA) is an animal that provides therapeutic emotional support for an individual with a diagnosed mental health disability. Unlike service animals that are trained to perform specific tasks that are important to the independence or safety of their disabled handler, ESAs are generally not trained to perform disability-specific tasks. Their therapeutic support is a function of their presence and interaction with the person with a disability. ESAs are not pets, but they typically are animals commonly kept in households as pets. An ESA may be a dog, cat, small bird, rabbit, 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.
   2. The question in determining if an ESA will be allowed in University housing is whether or not the ESA is necessary because of the individual’s mental health disability to afford the individual an equal opportunity to use and enjoy University housing and its presence in University housing is reasonable. However, even if the individual with a disability establishes necessity for an ESA and it is allowed in University housing, that ESA is not permitted in other areas of the University (e.g., dining facilities, libraries, academic buildings, athletic buildings and facilities, classrooms, labs, individual centers, etc.). The Emotional Support Animal is, also, not allowed in other areas in University housing buildings (e.g., common lounges, bathrooms, other residential rooms).
2. Owner
   1. The “Owner” is the individual who has requested the accommodation and has received approval to bring an Emotional Support Animal into University Housing.
3. Disability Services Office
   1. The Disability Resource Center (“Disability Services Office”) collaborates with individuals, faculty, and staff to ensure that individuals with disabilities have equal access to all UWL programs and activities.

Procedures for Requesting Emotional Support Animals in University Housing

The procedure for requesting Emotional Support Animals follows the general procedures set forth in the Reasonable Accommodation Policy for University housing (“Reasonable Accommodation Policy”) and the requirements set forth below. However, to the extent the requirements and procedures in this Policy conflict with the Reasonable Accommodation Policy, this Policy shall control. The Disability Resource Center will provide the student information on the policy and documentation requested. The student will return the completed forms to the Disability Resource Center for the ESA requested. The Disability Resource Center will present the information to the Housing Accommodations Review Committee and communicate the committee's decision to the student. If the request is approved, the Disability Resource Center will notify the student and direct them to meet with a Residence Life staff member before final approval. Until this final step is completed with Residence Life, the ESA is not allowed to be brought to campus. All approvals for ESAs in university housing are subject to review prior to each fall semester. 

Approval timeline varies based on the following factors: submission date, available housing occupancy, review of submitted documentation and necessary animal verification. Approval of an Emotional Support Animal does not guarantee immediate housing placement. 

If an ESA is denied the owner is afforded the right to appeal the decision. See Section VII. 

Criteria for Determining If Presence of the Emotional Support Animal is Reasonable 

1. University housing is unique in several aspects including the mandatory assignment of roommates for many individuals and the mandate that individuals must share a room or apartment in certain residence halls. To ensure that the presence of ESAs is not an undue administrative burden or fundamental alteration of University housing, UWL reserves the right to move the individual with an ESA to another room or building.
   
   Further, host roommate(s) desires and needs will be factored into the decision regarding an Emotional Support Animal. Roommate(s) allergies and other considerations may result in a reassignment of an owner seeking an Emotional Support Animal accommodation. ESA owners living in apartment or suite-style residence halls must keep their ESA in their own bedroom when not present in room unless agreed upon by roommates to do so.
2. For all requests for Emotional Support Animals, the Disability Resource Center shall consult with Residence Life in making a determination on a case-by-case basis of whether the presence of an Emotional Support Animal is reasonable. A request for an Emotional Support Animal may be denied as unreasonable if the presence of the animal: 
   1. imposes an undue financial and/or administrative burden;
   2. fundamentally alters University housing policies; and/or 
   3. poses a direct threat to the health and safety of others or would cause substantial property damage to the property of others, including University property; 
   4. is deemed a non-domesticated animal. 
3. The animal must meet all recommendations advised by the UWL University Veterinarian, which includes but is not limited to: the animal must be certified and in good health by a Wisconsin licensed Veterinarian and meet (and be up to date on) county and state vaccination and health requirements including: rabies and other congregate living vaccinations, flea and tick preventative, and de-wormer.
   
   In accordance with the UWL University Veterinarian, the following animals require additional, specific, vaccinations beyond those listed in the aforementioned paragraph:  
   1. Rabbits: Rabbit Hemorrhagic Disease (RHDV2)
4. The animal cannot pose health risks from zoonotic diseases or safety concerns regarding containment that cannot be sufficiently mitigated for inclusion in the communal living setting. The ESA owner is required to notify UWL of any infectious disease throughout their time on campus.
   
   UWL has determined that the University residential setting, in most cases, is not an appropriate environment in which to raise a young animal. 
   1. Dogs: Generally, dogs must be twelve (12) months of age and must be spayed or neutered. Exceptions to this requirement are rare but considered based on extenuating circumstances. 
   2. Cats: Generally, cats must be at least 6 months of age and must be spayed or neutered. Exceptions to this requirement are rare but considered based on extenuating circumstances. 
   3. For other ESA animals, guidance may be provided. 
5. UWL may consider the following factors, among others, as evidence in determining whether the presence of the animal is reasonable or in the making of housing assignments for individuals with Emotional Support Animals: 
   1. The space needed for the average expected fully grown animal’s cage/crate in which the animal will be housed is too large for available assigned housing space; 
   2. The animal's presence would force another individual from individual housing (e.g., serious allergies); 
   3. The animal's presence otherwise violates individuals' right to peace and quiet enjoyment; 
   4. The animal is not housebroken or is unable to live with others in a reasonable manner; 
   5. The animal's vaccinations are not up-to-date; 
   6. The animal poses or has posed in the past a direct threat to the individual or others such as aggressive behavior towards or injuring the individual or others; or 
   7. The animal causes or has caused excessive damage to housing beyond reasonable wear. 
6. UWL may limit room assignments for individuals with Emotional Support Animals to specific floors, houses, cubes, or wings in order to separate any animals from students with known allergies
7. UWL may consider any previously documented ESA policy violations and/or related University policy violations of the ESA Owner or situations where an ESA Owner had an ESA or animal removed from campus, specifically where an ESA policy violation and/or University policy violation or ESA or animal removal has occurred due to negligence on the part of the ESA Owner. 

Access to University Facilities by Emotional Support Animals 

1. Emotional Support Animals 
   1. An Emotional Support Animal must be contained within the Owner’s privately assigned individual living accommodations (e.g., room, suite, apartment) except to the extent the individual is taking the animal out for natural relief. When an Emotional Support Animal is outside private individual living accommodations, it must be in an animal carrier or controlled by a leash or harness. Emotional Support Animals are not allowed in any University facilities other than University residence halls (e.g., dormitories, suites, apartments, etc.) to which the individual is assigned. In addition, Emotional Support Animals are not allowed in other areas in University housing buildings (e.g., common lounges, bathrooms, other residential rooms). 
2. Dominion and Control
   1. Notwithstanding the restrictions set forth herein, the Emotional Support Animal must be properly housed and restrained or otherwise under the dominion and control of the Owner at all times. No Owner shall permit the animal to go loose or run at large. If an animal is found running at large, the animal is subject to capture and confinement and immediate removal from University housing.
      
      Emotional Support Animals must be caged/crated when Owner is not present in individual living accommodation.
      
      ESA Owners will take all reasonable precautions to protect individuals who may come in contact with the Emotional Support Animal, as well as the property of the University and other students/residents. All liability for the actions of the Emotional Support Animal (bites, scratches, odors, etc.) is the sole responsibility of the Owner and is financially responsible for any losses or damage caused by their Emotional Support Animal. 

Owner’s Responsibilities for Assistance Animal 

If the University grants an Owner’s request to live with an Emotional Support Animal, the Owner is solely responsible for the custody and care of the Emotional Support Animal and must meet the following requirements:

1. General Responsibilities 
   1. The Owner must abide by current city, county, and state ordinances, laws, and/or regulations pertaining to licensing, vaccination, and other requirements for animals. It is the Owner’s responsibility to know and understand these ordinances, laws, and regulations. The University has the right to require documentation of compliance with such ordinances, laws, and/or regulations, which may include a vaccination certificate. The University reserves the right to request documentation showing that the animal has been licensed. 
   2. The Owner is required to clean up after and properly dispose of the animal’s waste in a safe and sanitary manner and, when provided, must use animal relief areas designated by UWL. 
   3. The Owner is required to ensure the animal is well cared for at all times. Any evidence of mistreatment or abuse may result in immediate removal of the Emotional Support Animal and/or discipline for the responsible individual. 
   4. UWL will not ask for or require an individual with a disability to pay a fee or surcharge for an approved Emotional Support Animal. 
   5. An individual with a disability may be charged for any damage caused by the Emotional Support Animal beyond reasonable wear and tear to the same extent that it charges other individuals 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 the University’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 University-approved pest control service. The Owner will be billed for the expense of any pest treatment above and beyond standard pest management in the residence halls. The University shall have the right to bill the Owner’s account for unmet obligations under this provision. 
   6. The Owner must fully cooperate with University personnel with regard to meeting the terms of this Policy and developing procedures for care of the animal (e.g., cleaning the animal, feeding/watering the animal, designating an outdoor relief area, disposing of feces, etc.). 
   7. Emotional Support Animals may not be left overnight in University Housing to be cared for by any individual other than the Owner. If the Owner is to be absent from his/her residence hall overnight or longer, the animal must accompany the Owner. The Owner is responsible for ensuring that the Emotional Support Animal is contained, as appropriate, when the Owner is not present during the day while attending classes or other activities.
      
      The Owner must provide an emergency contact (name, address, and phone number) who does not reside in University housing, who would be able to remove the ESA from University housing in case of an emergency. It is the expectation that the emergency contact responds to phone calls from the university and picks up the animal immediately upon request. If the emergency contact is unreachable or unable to perform the expected responsibilities, UWL Residence Life will call La Crosse County Animal Control for detainment of the animal. Any fees or fines incurred for this service or retrieval of the animal will be the responsibility of the Owner.  
   8. The Owner agrees to abide by all equally applicable residential policies that are unrelated to the individual’s disability such as assuring that the animal does not unduly interfere with the routine activities of the residence or cause difficulties for individuals who reside there. 
   9. The animal is allowed in University housing only if it is necessary because of the Owner’s disability. The Owner must notify the Disability Resource Center in writing if the Emotional Support Animal is no longer needed or is no longer in residence. To replace an Emotional Support Animal, the new animal must be necessary because of the Owner’s disability and the Owner must follow the procedures in this Policy and the Reasonable Accommodation Policy when requesting a different animal. 
   10. UWL personnel shall not be required to provide care or food for any Emotional Support Animal including, but not limited to, removing the animal during emergency evacuation for events such as a fire alarm. Emergency personnel will determine whether to remove the animal and may not be held responsible for the care, damage to, or loss of the animal. 
   11. The Disability Resource Center and Residence Life staff will disclose information regarding the request for and/or presence of the Emotional Support Animal to those individuals who may be impacted by the presence of the animal including, but not limited to: Residence Life personnel, roommates/neighbors, facilities, and university police personnel. Such information shall be limited to information related to the animal and shall not include information related to the individual's disability. 

Removal of Emotional Support Animal 

The University may require the individual to remove the animal from University housing if: 

1. the animal poses a direct threat to the health or safety of others or causes substantial property damage to the property of others;
2. the animal’s presence results in a fundamental alteration of a University program; 
3. the Owner does not comply with the Owner’s Responsibilities set forth above; or 
4. the animal or its presence creates an unmanageable disturbance or interference with the University community. 

The University will base such determinations upon the consideration of the behavior of the particular animal at issue, and not on speculation or fear about the harm or damage an animal may cause. Any removal of the animal will be done in consultation with the Disability Resource Center Director and may be appealed to the University of Wisconsin La Crosse’s Director for Civil Rights and Compliance following the procedure set forth in Paragraph 5 of the Reasonable Accommodation Policy. The Owner will be afforded all rights of due process and appeal as outlined in that process. All behavioral concerns and conversations with the Owner about the Emotional Support Animal will be documented by Residence Life personnel and shared in writing with the Owner. Access to these documents will be shared with the Disability Resource Center and the Office Civil Rights and Compliance personnel if the removal of the animal is in question. 

Should the Emotional Support Animal be removed from the premises for any reason, the Owner is expected to fulfill his/her housing obligations for the remainder of the housing contract. 

Non-retaliation Provision 

UWL will not retaliate against any person because that individual has requested or received a reasonable accommodation in University housing, including a request for an Emotional Support Animal. 

Appeal Procedures 

A decision to deny approval of an emotional support animal or to remove a previously approved emotional support animal as well as a student with a disability believing they have been discriminated against because of their disability may be appealed to the Office of Affirmative 

Action. Appeals must state a specific reason(s) for why the owner believes the request should be reconsidered. The College officials may consider records and information relevant to the owner’s appeal, whether submitted by the owner or obtained from any university office or staff person. 

A decision on emotional support animal appeals shall be issued by the Office of Civil Rights and Compliance in writing and shall be the final administrative action of the university.  

Should the decision be upheld to remove the currently approved Emotional Support Animal, the owner may begin the request for a replacement animal and will be subject to all steps of the request/approval process. 

Modification and Enforcement 

The university reserves the right to amend and enforce this policy at its discretion. 

Below you will find UWL's Service Animal Policy. 

UWL Service Animal Policy

Grievance Policy

The University of Wisconsin-La Crosse is committed to providing equal educational opportunities for all students. Students who have disabilities are offered a variety of services to ensure that both facilities and programs on campus are accessible.

While the Disability Resource Center attempts to work with every student to provide reasonable accommodations that can be mutually agreed upon by the student and their advisor, there may be times when a student does not receive their requested accommodation and disagrees with this decision. In this case, the student may request that the Director of the Disability Resource Center review their case and make a determination on the accommodation request. If the student disagrees with the decision of the Disability Resource Center Director, they can appeal to the Office of Civil Rights and Compliance (OCRC).

Reasonable Accommodation Decision Grievance Process

1. Students can appeal a decision regarding a reasonable accommodation made by their Disability Resource Center advisor directly to the Director of the Disability Resource Center.
2. Appeals should include necessary documentation and a written statement regarding the grievance/disagreement and, if applicable, why a reasonable accommodation is needed. 
3. The Disability Resource Center Director will collect all necessary information to make a determination regarding the reasonable accommodation.
4. The Disability Resource Center Director will communicate their decision to all involved parties within 30 days. 
5. If the student disagrees with the decision of the Disability Resource Center Director, they can appeal, in writing, to the OCRC.
   1. If the student's advisor is the Director of the Disability Resource Center. Appeals will start with the OCRC.
6. OCRC will review all information regarding the disagreement and make a final decision within 30 days of receiving a written appeal/grievance. The OCRC will be final. 

Accommodation Implementation Grievance Process

If a DRC student is not receiving an accommodation that has been approved by DRC staff and requested to a university official (staff or instructor) a student can follow the following procedure.

1. Notify their DRC advisor that the accommodation is not being met
2. The DRC advisor will outreach to the student to develop a remediation plan to ensure the accommodation is implemented
3. The DRC advisor may:
   
   1. Inform the University Official about the unmet accommodation
   2. Inform the University Official's direct supervisor about the unmet accommodation
   3. Coordinate University resources to ensure the accommodation is met
4. After the accommodation has been implemented, the DRC advisor will document the steps taken to remediate the accommodation