Disability Services ESA Approval Process

ESA intake file must be completed a minimum of six (6) weeks before the student intends to move into College housing in order to allow for arrangements to be made for the ESA.

Important note: After all information and forms are received and reviewed, the student’s intake file will be considered complete. If any information is missing, no further action will be taken. It is the student’s responsibility to determine if all forms, records and documentation have been provided to ODS. Please keep in mind ODS and Housing deadlines.

I.The student will need to complete the following:

  1. Housing Application 
  2. ESA Questionnaire and provide copies of all vaccinations (if applicable), health records, certification of spay/neuter, certification of health, and license number 
  3. College Housing Service/Support Animal Agreement
  4. Email a photo of your ESA in its crate or home to ODS@westmont.edu.

II. The student”s mental health provider will need to complete and return the following two forms to ODS (both are required): 

  1. Psychological Disorder Documentation Form
  2. ESA Provider Form

Once the intake file is complete, the student will be contacted by ODS to schedule an appointment with the Director for an interactive intake meeting. During this meeting, the student's ESA accommodation will be considered. A determination will be made about whether the request is reasonable and necessary for the student’s use and access to College housing.

Once a student has an approved disability accommodation for an ESA, ODS will notify the Director of Housing and/or Residence Life Staff by sending an accommodation letter. 

Although a student may be approved for an ESA as a disability accommodation, there are some restrictions on the kinds of animals that can be approved for College residences. Determinations about whether the presence of specific animals in College housing are made on a case-by-case basis. 

Students may appeal decisions made pursuant to this policy under the ODS Grievance Procedure.

 

If ODS determines the requested ESA accommodation is necessary, then the Director of Residence Life, in collaboration with the Director of Housing, will determine if the specific animal is approved in College housing. At this time, the housing assignment process will begin. This is a lengthy process and must be started in advance of deadlines.

The student and Housing/Residence Life staff will meet to discuss housing options. Housing/Residential Life staff will confer with possible roommates/suitemates to obtain feedback regarding any potential issues sharing housing space with an ESA.

Please note: College housing is unique in several aspects including the mandatory assignment of roommates for most students, and the sharing of a floor or suite in most College residence halls. To ensure that the presence of an ESA is not an undue administrative burden or fundamental alteration of College housing, Westmont reserves the right to assign an individual with an ESA an alternative housing assignment, including a single room without a roommate.

Once a housing assignment is obtained, the student will be provided with the approved move-in date. This will normally be the same as regular student check-in. Students are not allowed to bring an ESA on campus without this approval. 

ODS will notify Residence Life, Campus Safety and other necessary departments that an ESA has been approved for campus housing.

Possible reasons for not approving a specific animal or requiring the removal of an approved animal include:

  • The size of the ESA is too large for available assigned housing space
  • The ESA’s presence would displace another individual from housing (e.g. serious allergies)
  • The ESA’s presence otherwise violates individuals’ right to peace and quiet enjoyment
  • The ESA is not housebroken or is unable to live with others in a reasonable manner
  • The ESA’s vaccinations are not up-to-date
  • The ESA 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
  • The ESA causes or has caused excessive damage to housing beyond reasonable wear and tear
  • Dangerous, poisonous, over-sized, and/or illegal animals are not permitted, as these would not be considered reasonable