Residence Accommodations

We encourage you to submit your residence accommodation request as soon as possible. This gives us appropriate time to review your request prior to room self-selection and gather any additional information as necessary. All residence health accommodation requests require a completed Residence Health Accommodation Form from a healthcare provider – please consider wait times to see your practitioner when determining an appropriate timeline for submission.

The deadline for incoming First Year students for the 2024/25 academic year to submit an accommodation request is June 3, 2024, at 4:00 pm ET.

You can submit accommodation requests related to health, gender identity expression, and/or creed/spirituality at any time after the deadline and throughout the academic year. However, given the time required to review requests and our historically high occupancy rate, if a request for an accommodation is provided later than the deadline of June 3, we may not be able to provide you with a space that meets your approved accommodation in time for self-selection and/or move-in. We will continue to offer relevant bedspaces as they become available throughout the year. Please note that because we typically have a high occupancy rate, room availability can be limited and we cannot guarantee what room types will become available during the year, or when.

We encourage all students who require an accommodation for reasons related to health, gender identity expression, and/or creed/spirituality to thoroughly read through this guide and the relevant form(s) (Residence Health Accommodation Form and/or Non-Health Accommodation Form) to understand the full expectations of submission and limits of the accommodation process. Residence Accommodation Forms are available through the Student Residence and Dining Portal after you have submitted your initial Residence application.

We are only able to accept Residence Health and Non-Health Accommodation Forms in PDF format which have been uploaded through the Student Residence and Dining Portal. We are unable to accept forms submitted via email.

You must complete your residence application before you can access the Residence Health or Residence Non-health Accommodation Form.

To complete your residence application log in through the Student Residence and Dining Portal

Residence Health Accommodations

1. Navigate to the Residence Health Accommodations page of the residence application.
2. Click “I plan to submit a health accommodation”.
3. Complete your residence application.
4. Go back to the home page of the Student Residence and Dining Portal.
5. Click on the “Health Accommodations” icon.
6. Download the Health Accommodations form (PDF).
7. Take the PDF to your healthcare provider and discuss your accommodation requirements for living in residence with them. Once you have done this, ask them to complete the form, sign it, and stamp it with their office stamp. It is your responsibility to ensure the form is completed in full by the healthcare provider and you understand the specific information and accommodations that have been identified on your form. If a stamp is not available you may upload a copy of the healthcare provider’s letterhead as an additional document.
8. Upload the PDF through the Student Residence and Dining Portal in the same place you downloaded it through the Health Accommodation icon. You may also choose to upload supporting documentation under the “Supporting Documentation” icon.
   1. Click “File”.
   2. Select the file you wish to upload from the place it is saved on your device/cloud.
   3. Click “Upload”.
   4. Your file is uploaded – to be sure, you should see the filename of the file you uploaded. You can log out and back in to make sure the file was uploaded.
   5. Please ensure your PDF is not password protected at the time of upload as it may impact the ability to read the document.

We are only able to accept Residence Health Accommodation Forms in PDF format which have been uploaded through the Student Residence and Dining Portal. We are unable to accept forms submitted via email.

Residence Non-Health Accommodations

1. Navigate to the Non-Health Accommodations page of the residence application.
2. Click “I plan to submit a non-health accommodation”.
3. Complete your residence application.
4. Go back to the home page of the Student Residence and Dining Portal.
5. Click on the “Non-Health Accommodations” icon.
6. Download the Residence Non-Health Accommodations form (PDF).
7. Complete the form.
8. Upload the PDF through the Student Residence and Dining Portal in the same place you downloaded it through the Non-Health Accommodation icon.
   1. Click “File”.
   2. Select the file you wish to upload from the place it is saved on your device/cloud.
   3. Click “Upload”.
   4. Your file is uploaded – to be sure, you should see the filename of the file you uploaded. You can log out and back in to make sure the file was uploaded.
   5. Please ensure your PDF is not password protected at the time of upload as it may impact the ability to read the document.

We are only able to accept Residence Non-Health Accommodation Forms in PDF format which have been uploaded through the Student Residence and Dining Portal. We are unable to accept forms submitted via email.

Gender Identity Expression

1. Indicate why you are requesting an accommodation. The more information we have, the easier it is for us to understand the nature of your request and provide you with an appropriate accommodation, however, you are only required to provide as much information as you feel comfortable sharing.
2. Gender identity expression requests may require follow-up information to ensure room placements fit specific needs. If this is necessary, the Residence Admissions team will contact you directly.

Creed/Spiritual

1. Indicate the accommodation need. We recognize that different people practice and experience faith and spirituality in different ways, and that commonly used labels do not always fully articulate the ways in which someone practices or observes their faith/spirituality. As such we do not make assumptions about specific needs based on what may to you be an obvious term (e.g., Christian, Muslim, Jewish). Instead, we invite you to share as much information relevant to your accommodation as you feel comfortable doing. The more information we have, the better we can understand the nature of your request.

Next Steps

1. You will receive an automated email to let you know that we have received your Residence Accommodation Form. The Residence Admissions team will assess your request. Our team may reach out to ask for more information or clarification.
   1. If you do not receive an automated email within 20 minutes please check your junk mail and then contact residencesupport@queensu.ca
2. You will receive an email from the Residence Support Coordinator when your accommodation request has been reviewed. The email will let you know what accommodation(s) you have been approved for, or ask for additional information.
3. If a Queen’s email has been assigned you will be contacted at your Queen’s email address.
4. You will receive an email in early July indicating your self-selection date.
5. Room self-selection will take place the week of July 15. You will have access to rooms that meet your approved accommodation.

For incoming First Year students starting in Fall 2024

If your Residence Accommodation Form (health and/or non-health) was submitted by June 3, 2024, at 4 pm ET, you will receive a response from our office no later than June 28, 2024.

If your Residence Health Accommodation Form was submitted after June 3, 2024, at 4 pm ET we will attempt to review your form prior to self-selection, however this cannot be guaranteed.

The timeline for response to accommodation requests can vary depending on time of year. We ask that you be patient during the process.

Health accommodations: require a completed Residence Health Accommodation Form available through the Student Residence and Dining Portal.

You will need to have your Residence Health Accommodation Form filled out by your healthcare provider (e.g., family doctor, psychologist, etc.). It helps us to better understand your needs when your healthcare provider provides examples of how the functional impact of your disability or condition is specifically addressed by the requested accommodation. Please note that disclosure of a diagnosis is optional and is not necessary to receive accommodations in residence.

We are unable to review requests that don’t include the Residence Health Accommodation Form (for example, requests that include supporting documentation only).

We review accommodation requests that are required to meet specific functional impacts stemming from your health condition. Needs must be explicitly identified and the Residence Admissions team will identify which rooms in our inventory can meet your requirements.

Gender identity expression requests: we rely on students to self-report. You may choose to submit information from a healthcare provider, but this is not mandatory.

Creed/spiritual accommodation requests: we rely on students to self-report. You may choose to submit documentation from a faith leader etc., but this is not mandatory.

I am not sure if I need to submit an accommodation form.

Please connect with our Residence Support Coordinator. If in doubt, submit a request.

Please note: to be eligible for a long bed you must be 6’ 4” or taller and you must submit the Residence Health Accommodation Form.

How will my accommodation request be reviewed?

We review all accommodation requests. If we are unable to approve the accommodation based on the provided documentation, we may ask for more information. We do not guarantee that all requests will be approved – for example, but not limited to, if you miss the deadline, the functional impacts are not adequately specified, and/or the provided information is incomplete.

What happens if I submit my accommodation request after the application deadline?

We will review all accommodation requests regardless of when they are submitted. However, we cannotguarantee in the case of late submissions that we will be able to process your request prior to self-selection or that you will have access to a room that meets your approved accommodation prior to move-in, or at any later point. We will continue to offer relevant bedspaces as they become available throughout the year. Please note that because we typically have a high occupancy rate, room availability can be limited and we cannot guarantee what room types will become available during the year, or when.

I am requesting a single room with a semi-private washroom and would like to share the washroom with my friend.

Single Plus rooms are not considered multi-occupancy rooms and so you cannot create a roommate group for Single Plus rooms. This extends to students requesting to share a washroom in the context of an approved accommodation.

Can I submit an Individual Education Plan (IEP) or Psychoeducational Assessment?

No. Please do not submit IEPs or Psychoeducational Assessments. We will not review these documents. If you require academic accommodations, please contact Queen’s Student Accessibility Services by emailing qsas.intake@queensu.ca. Any requirement for accommodation specific to the residence living environment must be submitted on the appropriate residence forms.

What do I do if I have a Service Animal?

If you have a Service Animal you must register it through Queen’s Student Accessibility Services (QSAS) in accordance with the Service Animals on Campus Policy. Once you have registered your Service Animal through QSAS you will need to complete and sign the Service Animal Residence contract. Please review the Residence Service Animal Guidelines for more information. You do not need to complete the Residence Health Accommodation Form.

In support of accessibility, the University may allow Service Animals in training on campus. However, Service Animals in training are not approved to live in Residences until their training is complete. To request permission to bring a Service Animal in training to campus, please contact the Department of Environmental Health and Safety.

What washroom types are available?

If you require a washroom accommodation this must be specified on the Residence Health Accommodation Form, with appropriate supporting medical documentation. There are four washroom types across our 18 buildings:

• Private – washrooms are located within the bedroom space for exclusive use.
• Single-user – private washrooms that are not attached to the bedroom and are shared between all students on the floor. Only one student uses a private toilet or shower room at a time.
• Semi-private – washrooms are located between two single plus rooms and are shared between those two students only.
• Communal – washrooms are shared by a floor or wing. Multiple private shower and toilet stalls and communal sinks are shared between all students.

What rooms will I see during self-selection?

Students approved for an accommodation will typically take part in a separate self-selection. Our priority is for you to have access to a space that meets your approved accommodation. This means:

• You will not necessarily see all room types.
• You will see rooms in a range of residence buildings that can meet your approved accommodation. 

In some cases, we may need to manually place students with complex accommodation requirements. We will notify students if this is the case. 

I want to be in a specific building as it is near my classes.

Students approved for an accommodation will be provided with access to rooms that meet their approved accommodation. We do not grant requests to be in/near certain residence/campus buildings. 

If you are requesting an accommodation for mobility reasons, please ensure your healthcare provider has completed the relevant section of the Residence Health Accommodation Form. 

How are accommodations determined?

Residence health accommodations are determined based on the provided documentation outlining functional impacts.

Gender identity expression requests are determined based on your first-person experience of your identity. 

Creed/spiritual accommodations are determined in consultation with the Office of Faith and Spiritual Life as necessary.

Accommodations are assessed on a case-by-case basis. 

How does the role of the parent/supporter/caregiver change from High School to post-secondary?

The role of the parent/supporter/caregiver changes from leading to supporting. Parents don’t need to be involved in the accommodation process. This is an opportunity for the student to self-advocate for their needs and as such we encourage parents/supporters/caregivers to empower their student to take the lead in the accommodations process. Our team is able to speak with you only if your student has given their direct consent for us to speak with you about their accommodation request.

How do I know my information will be kept private?

Residence Admissions maintains student confidentiality. Information obtained will not be released without your consent, with the exception of cases where there is a concern of potential harm to self or others. Information provided to Residence Admissions will remain between you and the office. Residence staff may be informed of the required accommodations, not the reason for which you are receiving those accommodations, to aid them in the execution of providing support to you.

Personal information collected from applicants will be held and used in accordance with the Freedom of Information Protection of Privacy Act (FIPPA) and other applicable legislation, including the European Union’s General Data Protection Regulation (GDPR) and is used for the purpose of university activities. More information on our privacy policy, including tracking of web interactions, can be viewed on the Records Management and Privacy Office website. 

If I indicate my faith on the residence application, will I be considered for an accommodation?

You must specify what accommodation you are seeking and provide a rationale for the requested accommodation. If you only indicate your faith and do not provide any additional information you will not automatically be considered for an accommodation. Requesting an accommodation is not a guarantee that it will be met.

My request does not fall under health/gender identity expression and/or creed/spirituality. What should I do?

Please contact the Residence Support Coordinator at residencesupport@queensu.ca

What do I do if I have a dietary requirement and does this impact my space in residence?

All residence dining halls, (Ban Righ and Leonard on main campus and Jean Royce on west campus) can accommodate students with dietary needs. Students with dietary requirements must complete the Food Allergy and Dietary Need Form, accessed through the Student Residence and Dining Portal

Campus/building-specific requests or preferences cannot be accommodated. If you require a room accommodation for health reasons you may submit a Residence Health Accommodation Form through the Student Residence and Dining Portal.

Questions about dietary accommodations can be directed to dietitian@queensu.ca.

What health conditions are listed on the Residence Health Accommodation Form?

• Brain Injury (concussion, stroke, etc.).
• Chronic Medical Condition (epilepsy, diabetes, chronic pain, autoimmune, migraines, etc.).
• Sleep Disorder (sleep apnea, sleep walking, sleep talking, severe snoring, night terrors, insomnia, etc.).
• Neurodevelopmental Disorder (ADHD, Autism, Tourette’s, tics, etc.).
• Mental Health Disability (mood/anxiety disorder, bipolar affective disorder, PTSD, etc.).
• Learning Disability or specific Learning Disorder.
• Allergies (anaphylaxis, scent).
• Mobility related Disability or Injury (paraplegia, muscular dystrophy, cerebral palsy, injury necessitating the use of crutches or wheelchair, etc.).
• Sensory Disability (hearing impairment, deaf, hard of hearing, blind or low vision, etc.).
• Height (taller than 6ft 4 in).
• Diagnosed health condition requiring a washroom accommodation such as Crohn's Disease, IBS, Colitis, etc.
• Diagnosed health condition (e.g. phobia or allergy) that would impact living in proximity to a Service Animal.