Accommodations

• Residential Space: Single rooms*, placement close to bathrooms, first-floor assignment, etc.

• Emotional Support Animals (ESAs)*: Guidelines and approval steps for having an ESA in your residence hall.

• Dietary & Dining: Custom meal-plan modifications coordinated with campus dining for severe allergies or medical conditions.

*Single room and ESA accommodations have their own request processes that differs from typical accommodation requests. Please see more information about these processes below.

Single Room Accommodations

Berea College values the shared residential experience as a core part of personal development. Single-room accommodations are granted only when professional clinical documentation clearly demonstrates that a separate living/sleeping space is essential for equal access (e.g., accommodating bulky, specialized medical equipment), rather than a preference for quiet study or a coping mechanism.

The 4-Step Request Process

To request a single room, follow these steps. Note: You must still participate in the standard housing selection process while your request is under review.

1. Register with DAS: If you aren’t registered yet, submit a New Student Application. If you are already registered, skip to Step 2.

2. Submit the Provider Form: Have your licensed healthcare provider complete our online DocuSign Single Room Request Form. It will route back to DAS automatically when signed.

3. Submit a Personal Statement: Share how a single room directly impacts your access to campus housing. Submit it via our Personal Statement Upload Link or email it directly to the Director.

4. Committee Review: Once all materials are received, the Housing Accommodations Team (comprised of DAS, Housing, and Counseling staff) reviews requests 1–2 times per month. You will be notified of the decision via email.

Important Reminders: Single rooms do not automatically renew; you must submit a renewal request each academic year. A diagnosis or doctor’s note does not automatically guarantee approval.

Common Concerns & Campus Alternatives

Many students request single rooms for reasons that can be successfully resolved using existing campus resources. If your request is for one of the following, consider these built-in alternatives:

• Need for Quiet Study: A residence hall bedroom is primarily a living space. Berea offers private library cubicles, reservable study rooms, and noise-canceling headphone resources.

• Decompressing & Self-Care: You do not need a single room to recharge. Students frequently utilize private nooks in academic buildings, the Seabury Center, and outdoor spaces like Alumni Fields.

• Security of Medications: DAS and Housing recommend utilizing a personal lockbox or small safe inside your shared room and keeping your door locked.

• Roommate Dynamics: Sharing space builds essential conflict-resolution skills. Residence Life staff are heavily equipped to mediate and support roommate relationships the moment issues arise.

ESA Accommodations

Under HUD guidelines, an Emotional Support Animal (ESA) is an accommodation, not a pet, prescribed to an individual with a significant, documented psychiatric disability to help them remain psychologically stable. ESAs are permitted only within the student’s assigned residence hall room and are not allowed in classrooms or other campus buildings.

The 4-Step Request Process

Do not bring an animal to campus before receiving formal approval. To initiate an ESA request:

1. Review the Guidelines: Familiarize yourself with the Berea College ESA Guidelines so you understand your responsibilities as an animal owner.

2. Register with DAS: If you are new, submit a New Student Application.

3. Submit the Provider DocuSign: Have your treating mental health professional complete the standardized DocuSign ESA Request Form. Alternative documentation must explicitly cover all questions on this form and be uploaded to AIM or emailed to the DAS Director, Holly Hatfield.

4. Submit an Optional Personal Statement: While optional, a short statement explaining your relationship with the animal provides vital context to the committee.

5. Committee Review & Finalization: The Housing Accommodations Team reviews 1-2 times per month. If approved, you must meet with your Area Coordinator to sign the ESA agreement and submit veterinary health/vaccination records and Madison County licensing tags. Health and vaccination records should be sent to Housing.

Berea College recognizes that temporary injuries or short-term medical conditions can cause sudden, unexpected barriers in academics, labor positions, or housing. DAS can provide limited, short-term adjustments to ensure continuity in your college experience.

What You Need to Do:

1. Notify Your Network Immediately: Reach out to your professors, labor supervisor, and residential staff right away to let them know about your injury and how it might temporarily impact your duties.

2. Submit Documentation: DAS requires professional verification to put short-term support in place. Have your treating physician complete our official Temporary Impairment Form detailing your specific physical or cognitive restrictions. (Note: Health summaries or prescription slips are not sufficient).

3. Schedule a Quick Chat: Contact DAS Specialist Linda Norton at 859-985-3327 or by email to discuss your immediate needs. Please note that temporary adjustments are not retroactive.

Mobility and Parking Support:

• Equipment Loans: DAS has a very limited inventory of battery-powered scooters and knee walkers available for short-term loan on a first-come, first-served basis if supported by your documentation.

• Temporary Parking Pass: If your injury severely limits walking, provide your medical documentation to DAS. We will coordinate with Public Safety to request a temporary campus parking pass (granted at Public Safety’s discretion).

• Note: Berea College cannot issue official state-level accessible parking placards. Those must be obtained through the Kentucky Transportation Cabinet and our Case Manager, Leila Hunter is available to help you navigate the process.

Accommodations are designed strictly to ensure equal access, not to manage general academic challenges, time management, or study habits. When barriers fall outside the scope of the ADA, they often require building new internal skills. In those cases, we will connect you with specialized campus partners who can help you develop targeted coping and learning strategies. We also collaborate closely with these offices as they implement reasonable accommodations throughout the Berea community.

• Academic Support: Student Success Central, Math Lab, Writing Studio, instructor office hours, TA hours.
• Campus Life and Basic Needs: Campus Case Manager, Campus Christian Center, Housing, HEART (Health Education Advocacy Resource Team)
• Health and Wellness: Counseling Services, Student Health, Thrive!
• Other Campus Partners: Labor Office, Financial Aid, Registrar, Public Safety

It is your responsibility to notify your professors of your accommodations every single semester. Accommodations are never retroactive, so you should complete this process as soon as classes begin.

We use a data management system called AIM to make this quick and easy. Follow these four steps to send your formal Letters of Accommodation:

Step 1: Sign Your Consents

Before you can send any letters, you must give DAS permission to share your accommodations with your instructors.

1. Log into the AIM Student Portal using your Berea credentials.

2. On the left-hand menu under My Accommodations, click on Information Release Consents.

3. Read and electronically sign the form. Once signed, your approved accommodations will unlock.

Step 2: Select Your Classes

1. On the left-hand menu, click on List Accommodations.

2. You will see a list of your current courses. Click the checkboxes next to each specific class where you want to use your accommodations.

3. Click the button at the bottom: Step 2 – Continue to Customize Your Accommodations.

Step 3: Choose Your Tools

1. For each class you selected, a list of your approved accommodations will appear.

2. Check the boxes next to the specific accommodations you actually need for that specific course (for example, you might need extra testing time in Math, but not in a physical education or labor seminar).

3. Click Submit your Accommodation Request.

Step 4: Check Your Email

• What happens next: AIM automatically generates a formal accommodation letter and emails it directly to your professors.

• Your copy: A copy of this email will be sent to your Berea inbox for your records.

• Note: If your schedule changes or you add/drop a class, you will need to log back into AIM and repeat this process for your new courses.

Step 5: Talk to Your Professors

Sending an accommodation letter is part of the DAS process. The letter officially notifies your professor of your approved accommodations. How an accommodation works in a lecture class may look very different in a lab class.

It is important to contact your professors to confirm that the letter was received and discuss how your accommodations will work in each course. A brief email may be enough for straightforward accommodations. Testing, attendance, assignment flexibility, or other arrangements should support a more detailed conversation.

How to Talk to Professors About Accommodations

Do & Don’t, Email Example, Scripts, and How to Follow-up

DO:

Send the accommodation notifications through AIM first, then follow up in person or during office hours. Even if you’re comfortable using your accommodations, it’s best practice to always reach out to your professors and make sure there are no questions.

Use your accommodation letter as a starting point for the conversation.

Be direct but respectful; you don’t have to overshare or disclose your diagnosis.

Stick to logistics, not medical info or specific details.

Ask questions about how your accommodations will apply specifically in their class.

Document your meeting and any agreements. We suggest sending a quick summary email to the professor to document the conversation, especially if any changes or clarifications are made.

DON’T:

Don’t wait until the last minute (especially for tests or deadlines). Accommodations are not retroactive.

Don’t assume professors know what each accommodation means. There is a description of each accommodation on the notification letter. You can use that as a guide and reach out to DAS if there are any questions.

Don’t assume a professor will bring up your accommodations first. It’s a student’s responsibility to reach out for conversation. Professors don’t know your comfort level and they’re juggling a number of other accommodation requests at the same time. Take the lead.

Sample Intro Email

Subject: Accommodations for [Course Name]

Dear Professor [Last Name],

My name is [First Name], and I’m in your [Course Name] class this term. I’m registered with DAS and have sent you my accommodation notification through AIM. I’d like to briefly connect to make sure we’re on the same page and discuss how my accommodations might work in your class.

Please let me know if you prefer if I stop by during office hours, should schedule a meeting, or if email is best.

Thank you,
[Your Name]

Scripts by Accommodation Type

Extended Time / Reduced Distraction Test Setting

“Hi Professor, I wanted to talk about test accommodations. I get time-and-a-half and I prefer to test closer to instructors. Is there an empty conference or study room that I can use? Can you or someone in the department proctor the exam for me or, should I schedule to take my exams in the DAS Testing Center?”

Leave Class Briefly

“One of my accommodations allows me to step out of class briefly if I need to. I just wanted to let you know I’ll try not to disrupt anything, and I’ll come back quietly. Can I ask you for any material that I missed, or should I ask someone in the classroom?”

Use of Laptop

“I have an accommodation to use a laptop for note-taking, even if it’s not typically allowed. Let me know if there’s anything I should be aware of about using this in your class.”

Flexibility with Short-Term Deadlines

“I have an accommodation for flexibility with short-term assignment deadlines. DAS has a Late Work Template for us to use as we talk through how things will look for your class if I need to use this.”

Preferential Seating

“One of my accommodations involves seating preference, especially in lower-stimulation areas. I’ll plan to grab a spot near the front/side. I just wanted to give you a heads-up.”

Use of Earplugs / Headphones (not connected to devices)

“I sometimes use earplugs or noise-dampening headphones to reduce distractions. They’re not connected to anything, I just wanted you to know so it doesn’t seem like I’m using something that’s not allowed.”

Access to Phone for Medical Device

“I use my phone to monitor a medical condition, and it acts like a medical device. If there’s ever a concern about phone use during class or tests, I’m happy to talk through how I can keep it visible and accessible, but not disruptive to the class.”

If You’re Nervous or Don’t Know What to Say

“I’m still getting used to using and talking about accommodations. I have my letter from DAS and I’d like to make sure I understand how my accommodations work in your class. Can we talk through it?”

Optional (But Recommended) Follow-Up Email After Meeting

Subject: Accommodation Meeting Follow-Up

Dear Professor [Last Name],

Thank you for taking the time to meet with me today. Just to confirm, we agreed that:

[Example: You will proctor my exams and I will test with you at: __________ ]

[Example: You prefer I email you within 4 hours of the deadline if I need an extension, if possible]

[Example: I will place a recorder on the table in class that’s closest to you so I can get clearer audio and I will delete any personal information another student shares in discussion]

Let me know if I missed anything. I appreciate your support.

Best,
[Your Name]

Accommodations are a collaborative partnership. To ensure a smooth experience, students and faculty members share distinct responsibilities throughout the semester.

Student Responsibilities:	Faculty & Staff Responsibilities:
Request Accommodations: Request your letters through AIM at the start of each semester.	Maintain Privacy: Keep all student disability and accommodation information strictly confidential.
Initiate the Conversation: Reach out to your professors to discuss how your specific accommodations will be implemented in their class. See How To: Talk to Your Professors About Accommodations	Implement Approved Support: Provide the specific accommodations as outlined in the official DAS letter within the unique essential aspects of each course’s design.
Keep DAS in the Loop: Notify our office immediately if an accommodation isn’t being met or if your barriers change.	Partner for Accessibility: Collaborate with DAS to ensure course design, materials, and environments remain fully accessible.

• Q: Will my professors know the specific details of my diagnosis?

  A: No. Your medical information is kept strictly confidential within DAS. Your professors only receive an official letter stating the specific accommodations you are approved to use in their class.

• Q: Do I have to use my approved accommodations for every assignment or exam?

  A: Not at all. Accommodations are completely voluntary tools. You choose which accommodations you want to activate, and you can decide to use them in one class but not another based on your individual needs.

• Q: Can I request a new or modified accommodation later in the semester?

  A: Yes. If you encounter new environmental barriers or if your condition changes, you can always reach out to DAS to re-engage in the interactive process. Please note that newly approved accommodations cannot be applied retroactively to past grades or assignments.

• Q: What if I don’t have official documentation yet, but I am struggling right now?

  A: Don’t wait to reach out. We encourage you to schedule a meeting with DAS anyway. We can talk through what you are experiencing, guide you on how to request documentation from a provider, and discuss short-term campus resources or temporary support options to help you stabilize.

Clear communication between students, faculty/staff, and DAS is vital to a successful partnership. If an accommodation request is denied, or if you believe an approved accommodation is not being properly implemented, you have clear options to seek a resolution:

1. Informal Resolution (The Recommended First Step)

We always encourage resolving concerns through direct, collaborative conversation first.

• Eligibility Decisions: If you disagree with a decision made by DAS regarding your documentation or eligibility, contact the DAS Director immediately (hatfieldh2@berea.edu | 859-985-3327| 0247 Hutchins Annex). We will gladly set up a meeting to review any new information or clarify misunderstandings.

• Implementation Issues: If a professor or department is not providing an approved accommodation, reach out to them directly to discuss the friction. If you cannot reach a solution, notify the DAS Director right away so we can intervene, clarify the policy, and advocate for your rights.

• Escalated Concerns: If your concern involves the DAS Director or cannot be resolved at this level, contact Tréon McClendon, Executive Director of Student Success and Transition (mcclendont@berea.edu).

2. Formal Grievance Process

If informal efforts do not resolve the issue, you have the right to file a formal complaint.

• Submit a written grievance to Berea College’s Section 504/ADA Coordinator, Joslyn Glover (006 Lincoln Hall | 859-985-3606 | gloverj@berea.edu).

• What to Include: A detailed description of the issue, dates, individuals involved, and a summary of your efforts to resolve it informally.

• Timeline: The Coordinator will investigate and issue a written decision with findings and any required remedial actions within fifteen (15) calendar days.

3. Formal Appeal Procedure

If you are unsatisfied with the Section 504/ADA Coordinator’s formal decision, you may request a final institutional review.

• Presidential Review: Submit a written appeal to the President of Berea College within five (5) calendar days of receiving the Coordinator’s decision for a final, binding institutional determination.

• External Civil Rights Options: You always retain the right to file a formal complaint of discrimination directly with the U.S. Department of Education’s Office for Civil Rights (OCR.Philadelphia@ed.gov | 215-656-8541).