Housing Accommodations

Fall 2022 - Spring 2023 Housing Accommodations

Updated 3/20/22

The pre-selection deadline for disability housing accommodation requests was February 9th. The Housing Accommodation Request Form and the Appeals form have been paused at this time. The forms will become available after General Housing Selection is complete, Monday April 18th.

Updated 3/30/2022

Incoming First Year Students Class of 2026. The housing accommodation request process for incoming first year students has not yet started. The Office of Residential Life will send out communication to students about Housing later. Please feel free to review process information below.

Updated 3/9/2022

Change in the Housing Accommodation Request Process

Effective Spring 2022, the Division of Campus Life will implement an updated process for students with disabilities to request reasonable accommodations in their housing assignments and for students to request specific features in their housing assignment based on their religious beliefs, observances, and practices. The updated process is designed to increase clarity and create a simpler process for all students. Please read the following materials carefully.

Please read Residential Life's Housing Accommodation and Requests process and FAQs here.


What do I need to submit a housing accommodation request?

1. Housing Accommodations & Requests Form with details related to the student’s disability. You will use the Office of Residential Life's StarRez portal to submit your disability request for housing. There will only be one submission so please submit all forms and documentations together.

2.  Verification Form  or documentation provided by the student’s health care provider. You will need to submit all forms directly to the StarRez Housing Portal request form.

 3. If you are not already registered with SAS, please complete the  Information & Release Form which you can also upload to your StarRez portal.

  • Disability Accommodation Requests - Priority deadline for Fall 2022 is February 9, 2022
  • For additional information and FAQs, please visit the Housing Accommodations and Requests Process website.
  • For additional SAS-related information, please review FAQs below.

 

Disability Accommodation Request Appeals Process

You may appeal the decision of SAS or the Office of Residential Life in the following circumstances:

  1. Your request for an accommodation is denied by SAS;
  2. Your request for an accommodation is approved by SAS, but the accommodation approved by SAS does not meet your needs; or
  3. Your request for an accommodation is approved by SAS, but the housing assignment provided by the Office of Residential Life does not meet your approved accommodation(s).

We recommend appeals to be submitted within five (5) business days of notification of the accommodation decision or the notification of the housing assignment and should set forth the reason(s) for the appeal and any supporting materials; using the Disability Housing Accommodation Request Appeals Form. Appeals will be reviewed by the Director of Student Accessibility Services or their designee. 

You may appeal the decision based on one or more of the following grounds: (1) there is relevant new information that was not reasonably available at the time you submitted your request, and/or (2) a material procedural error by the University. The Director will review the original request and any additional information submitted in the appeal and determine whether to uphold or modify the decision. If the Director upholds the original decision, you may submit an appeal of the Director’s decision to the University's ADA/Section 504 Coordinator. Information on this appeal process is available at https://www.brown.edu/campus-life/support/accessibility-services/appeals.  The decision of the ADA/Section 504 Coordinator is final.

 

Can I get approved for off-campus housing through this process?


SAS does not have the authority to grant off-campus permission. Our role in housing is to review documentation and assess for reasonable accommodations. For example a single room, elevator access, first-floor access. If the Office of Residential Life determines that an approved disability accommodation request cannot be met in an on-campus residence hall, a student may be exempted from the on-campus housing requirement.

 

If I was approved for housing accommodations last year, do I have to submit a new request this year? 


Yes. Each academic year or housing cycle, all students requesting an accommodation must complete this process. There are lots of reasons why students may need accommodations one year and do not need them the next (e.g., student is taking leave, studying abroad, or requesting accommodation for a disability that is temporary) so it is important to complete the online housing accommodation request form for each academic year or housing cycle.

 

What if I already have documentation on file, do I have to resubmit my documentation?


If you have already submitted documentation for a chronic and permanent conditions, typically you do not need to resubmit.  If you were already approved for housing accommodations that meets your need, typically students with life-long, chronic or permanent conditions do not need to submit documentation every year. If there has been an update in diagnosis, severity, or a new condition, we recommend to submit updated documentation. Documentation Guidelines: you and your health provider should review these guidelines together to provide our office with the information we use to assess for accommodations. Documentation should be able to address the following questions.

  • What are the functional limitations of the disability?
  • How do the functional limitations impact the living environment?
  • What is the student unable to access or what is the barrier preventing the student from accessing their living environment?

What is the timeline for the housing accommodations request process?


Review of disability requests typically requires 2-4 weeks and is contingent upon the completeness of the request. All other requests are reviewed during the pre-selection phase of housing selection, which typically occurs in late January or early February. SAS will be unable to review incomplete requests. For acute and urgent requests (e.g. broken leg or emergency surgery), please connect with Student Accessibility Services as soon as possible by emailing [email protected] or calling 401-863-9588.

Spring 2022

The housing accommodation request deadline for Spring 2022 was Wednesday, December 15th. 

We are still accepting and processing requests. You may receive an approved housing accommodation, however, Residential Life cannot guarantee a placement after the December 15th deadline. You may still submit a request through this form: The online housing accommodation request form. 

This form is for Spring 2022 requests only. If you are looking for Fall 2022-Spring 2023 please refer to the new changes in the application process above.

 

Who Should Request Housing Accommodations 

Students with a disability-related need experiencing functional limitation which significantly impacts access in their living environment. Students are responsible for reaching out to our office within the appropriate deadline cycles. Please make sure you contact SAS as soon as possible to ensure the most effective accommodations can be in place.

Requests are granted specifically for the individual with a disability. In reference to the Office of Residential Life guidelines, it is not possible to place large groups, assign other students to space they are not eligible for based on semester level, etc. The SAS process cannot inherently grant additional accommodations for anyone other than the student with a disability and the Office of Residential Life determines room assignments and placements.

 

Helpful Information:

  • Each academic year or housing cycle all students must submit a request., and with this year's change, it will be through Housing Accommodations & Requests Form .  Similar to Residential Life's Intent form, we need to know if you require accommodations for the upcoming academic year.  There are many reasons why students may need accommodations one year and do not need them the next. Students could be taking leave, studying abroad, living off-campus, or the accommodation might have been for a temporary disability. Without this form, we will not be aware of your residential intentions or if you wish to include housing accommodations. This is why it is important to complete the online housing accommodation request form for each housing cycle or academic year.
  • Be mindful of housing deadlines, which are posted on the SAS website and located on the online housing accommodation request form.
  • Incomplete requests are unable to be processed.  Completed requests include all forms and current documentation BEFORE the deadline.
  • Please keep in mind that housing accommodations are only based on disability-related needs and are determined on a case-by-case basis. Housing accommodations are not meant to be a means to circumvent the general housing lottery process and are coordinated closely with the Office of Residential Life to make sure it's integrity is maintained as much as possible. Please know our priority is to find housing that fits the need of the student.
  • We approve the accommodations and then send the approved list of accommodations to Residential Life. We do not make any decisions on the student's housing assignments.

Housing Accommodation Policies and Procedures

In compliance with Section 504 of the Federal Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990, Brown University students with documented disabilities may request special housing accommodations within the context of current housing policies.

Room Assignments

SAS will not have your room assignment information. SAS approves housing accommodations and The Office of Residential Life determines the placements and room assignments. If you have any questions about your room assignment, please reach out directly to The Office of Residential Life 401-863-3500 or [email protected]

SAS does not have the authority to grant off-campus permission

SAS does not have the authority to grant off-campus permission. Our role in housing is to review documentation and assess for reasonable accommodations. For example a single room, elevator access, first-floor access. If the Office of Residential Life determines that an approved disability accommodation request cannot be met in an on-campus residence hall, a student may be exempted from the on-campus housing requirement.

 

DEEP: Disability Emergency Evacuation Program Enrollment Information

DEEP Enrollment Form

Fire Alarm Building Evacuation Procedures for Students with Disabilities Participating in DEEP

Registering with DEEP will help Brown Public Safety to be aware that in the event of an emergency you may be unable to evacuate, and may still be in the building.

If you are in your residence hall room and are unable to evacuate:

  1. Call Public Safety (401-863-4111). Make sure they are aware you are still in the building. If there is no answer, leave a message about the alarm, telling them who you are, where you are, and that you need assistance. If the line is busy, proceed to step 2 and call 911.
  2. If you think no one is aware of your presence, don’t hesitate to call
    the Fire Department (dial 9-1-1). Tell them:
    • A fire alarm is sounding in your Brown residence hall
    • That you have a disability and need assistance
    • The name of your building and your room number
  3. If it is necessary for you to get out of the building, the fire personnel can carry you right from your room or bed. Be prepared to explain the quickest way to disengage any equipment to facilitate the evacuation and give any other necessary instructions. Evacuation will occur only if necessary.

Note:  Public Safety will be provided the room numbers of students with disabilities registered with DEEP. The fire department will conduct the rescue or evacuation if necessary.

If you are in your own room and believe you can safely exit without using an elevator, feel your door before opening it.

  • If the door is hot, do not open it. If possible, place a towel under the door and wait by the window so you will be spotted by anyone attempting to see if the room is occupied.
  • Place a bright object in the window to attract attention but do NOT break the window.
  • If you are able to safely leave, please make sure Brown Public Safety is aware that you are okay and out of the building.
  • If the fire alarm is sounding, NEVER use the elevators, as they are not operational during fire alarm activations.

If you are not in your room and use a wheelchair or another mobility vehicle or device:

  • If you cannot safely reach a ground floor and exit, go to the nearest outside stairwell. Stay on the landing, off to the side.
  • As a last resort, go to the nearest interior stairwell.
  • If a fire alarm is sounding, NEVER use the elevators.
  • Establish a "buddy system" for your residence hall and each of your classes. Your "buddy" can assist you in evacuating quickly or notify emergency personnel of your location in the event that you cannot leave the building without additional assistance.

Notes On Outfitting of Residence Hall Rooms

Rooms are equipped with local smoke detectors---these are room specific and will not activate the system (building) fire alarm; the fire department will not be dispatched. A local smoke alarm consists of a high pitched squeal. If these alarms are accidentally triggered, open windows and fan smoke out of the room.

Local smoke detectors are equipped with a red or green light, which flashes to indicate that the battery is functioning. If the light is not flashing, the battery is dead. Please call Residential Life (401-863-3500)/Facilities Management (401-863-7800), and the battery will be replaced within 24 hours.