Policies and Procedures

The webpages below include more detailed policies and procedures related to the Disability Resource Center.

DRC Exam Policies and Procedures for Students 2023-24

All students granted testing accommodations must read and sign the following policies and procedures each academic year, either in person or by filling out the online acknowledgment form. Students will not be allowed to schedule exams in the Learning Center Testing Space until they have signed these policies. If a student has a question about these policies, please reach out by emailing drc@rockhurst.edu or in person in 200 Van Ackeren.

The Aylward-Dunn Learning Center provides a reduced-distraction testing space for those students who qualify for testing accommodations through the Disability Resource Center. Services are available (these times are subject to change):

Monday 8:00 a.m. - 4:30 p.m.
Tuesday 8:00 a.m. - 6:00 p.m.
Wednesday 8:00 a.m. - 6:00 p.m.
Thursday 8:00 a.m.- 4:30 p.m.
Friday 8:00 a.m.- 4:30 p.m.

The Learning Center will only provide the accommodations granted by the Disability Resource Center. If a student would like to request different or additional accommodations, they must meet with a DRC Coordinator prior to arranging their exams.

Being granted accommodations does not guarantee or require a student to take all exams or quizzes in the Learning Center. Students may always choose to take exams with the class or make alternate arrangements with the instructor. Students are responsible for following these procedures in order to take exams in the Learning Center.

In order to provide a reduced-distraction environment and a smooth process for all students who take exams in the Learning Center, the following policies have been put in place. These policies ensure that adequate staff is in place for scheduled exams and ensure the integrity of the exams for both the instructor’s assurance and the student’s protection. All students will be held to the same standards, so exceptions to these policies will not be made other than in the case of extreme emergency as determined by the professional staff.

Setting Up Exams

Students are responsible for setting up each individual exam.
- Students do have the option to set up all of their exams for a class at the beginning of the semester if exam dates are provided by the professor.
- Otherwise each individual exam should be requested by the student.
Exams must be scheduled by the student at least 48 business hours (two business days) in advance of the scheduled exam date. For example, if an exam is set for 8:00 a.m. on Monday, all arrangements need to be set up by the previous Thursday at 8:00 a.m. Exams that are not set up by the student at least 48 business hours in advance will not be administered. This is to ensure that we have the proper staff available and that the instructor has enough time to provide the Learning Center with the information necessary to proctor the exam.
For extenuating circumstances, each student will receive one waiver per semester for the 48-hour requirement at the discretion of Learning Center Staff.
If a student does not schedule an exam on time as outlined in this document, that student will be denied the opportunity to take the exam in The Learning Center. In order to receive their accommodations, the student will need to work with their instructor on an alternative. However, students will need to adhere to their instructors’ policies on requesting extra time and late requests may also be denied by instructors in the event of last-minute requests.
Due to high demand, finals must be scheduled at least 1 week in advance. Students will receive an email with further instructions when finals week scheduling is open.
All exams are scheduled on a first-come, first-served basis. Once all available spaces are all reserved for any given date/time, there will be no further exam appointments made. If the testing space is full, students should contact their instructor to make alternate arrangements.
Students should discuss their accommodations and their plan to take their exams in the Learning Center with their instructor before scheduling an exam.
Exams must be scheduled as close as possible to when the rest of the class is taking the exam. Any deviation from the scheduled class time greater than 1 hour may require instructor approval prior to exam scheduling.

To schedule an exam, a student should have the following information available:

Course and instructor
Exam date and time (in-class)
Date and time the student would like to take the exam in the Learning Center. If this date and time differ from the date and time for the rest of the class, be prepared to explain why the time is different and instructor approval may be needed.
The testing accommodation (e.g. time and a half)
Whether a computer is needed for the exam (optional)
Additional information as it pertains to the request

How to schedule exams in the Learning Center:

First (and Preferred) Option: Submit an Exam Scheduling Request via this form

Students must submit an Exam Scheduling Request at least 48 business hours in advance of their requested exam time.
Students should check their email multiple times daily for questions sent by the Learning Center.
Until the student hears back from the Learning Center staff via email with confirmation that your exam has been scheduled, they have NOT been scheduled.
After receiving confirmation via email, students should arrive at the Learning Center at the confirmed exam time and receive additional instructions.

Second Option: Email the Learning Center

Email learningcenter@rockhurst.edu with a request to schedule the exam at least 48 business hours before the exam time. Include the information noted above in the email.
Students should check their email multiple times daily for questions sent by the Learning Center.
Until the student hears back from the Learning Center staff via email with confirmation that your exam has been scheduled, they have NOT been scheduled.
After receiving confirmation via email, students should arrive at the Learning Center at the confirmed exam time and receive additional instructions.

Third Option: Call the Learning Center

Call the Learning Center at 816-501-4052 to schedule the exam at least 48 business hours before the exam time.
When the student calls, they will need the information noted above.
While on the phone, the Learning Center staff member should be able to confirm the exam time.
Arrive at the Learning Center at the confirmed exam time and receive additional instructions.

Fourth Option: Visit the Learning Center (Van Ackeren 200)

Students will also need the information noted above.

Because using the Learning Center is an optional accommodation resource, exams cannot be scheduled earlier or later than the hours of operation. If exams need to occur earlier or later than testing center hours, course instructors should either proctor the exam themselves or adjust the time of the exam to fit within the Learning Center’s hours of operation.

Students should check carefully so that the exam time, which is often extended, won’t interfere with their next class. Students cannot miss or be late to a class because they are taking an exam for another class.

Should a student choose to schedule an exam knowing that they will not receive their full allotment of time (due to the center closing, another class beginning, etc.), the student may be asked to sign a waiver for each instance, acknowledging that they were advised that their exam time would be shortened. Scheduling an exam for a time shorter than allowed is highly discouraged.

Taking Exams

Students must arrive on time for their appointment. Extended time begins at the time of the scheduled appointment, even if the student arrives late.
No studying is allowed after the start time.
Students should be prepared to show their student ID prior to taking an exam.
All unnecessary clothing items such as hats, scarves, sunglasses, jackets and bulky clothing must be removed and stored. No hoods can be worn on the head while in the testing space. For religious or other exceptions, see the Disability Resource Center Coordinator.
All personal items must be left in a designated area outside of the testing space. This includes (but is not limited to) backpacks, purses, phones, electronics, smart watches, keys, hats or head coverings. Designated areas for belongings are provided but not guaranteed secure. The Learning Center is not responsible for any property left in designated areas.
No cell phones are allowed in the testing space. Cell phones must be turned off and left inside of a backpack or purse in the designated area. Cell phones may not be accessed for any reason during exams.
Books, notes, and other supplementary materials are allowed only if specified in advance by the instructor. These are supplied by the student, not the Learning Center.
Calculators are only permitted if approved in advance by the instructor. Calculators will be limited to the specific type (non-graphing, scientific, etc.) indicated as acceptable by the instructor. Staff may examine the calculator. Students must bring their own calculator that meets the requirements set by the instructor. Calculators will not be provided by the Learning Center.
Students who are able to use a computer during their exam should bring their own device if possible, as the Learning Center cannot always provide a device. They should also bring a laptop charger, as those are not provided by the Learning Center.
Only staff can provide scratch paper, which will need to be turned in at the end of the exam, whether used or not.
No changes will be allowed to the instructions provided by the instructor.
Use the restroom before the exam begins. Bathroom breaks are discouraged unless there is an associated accommodation or in the case of an emergency situation.
A water bottle may be allowed in the testing space in some circumstances, but food is not allowed.
All testing is observed via closed-circuit television.
There is no talking in the testing space except for talking quietly with the Learning Center staff if necessary.
If a student has questions for their instructor during the exam, they should write down the questions and may exit the exam room to speak with a DRC staff member who will facilitate contacting the professor.
- Staff members cannot answer questions about exams
- Instructors may not be available for questions during exams. If an instructor is not available, the student will write down their questions/concerns and those will be provided to the instructor, who may take them into account.
- Instructors can indicate whether they will answer questions via text, phone, or email. An immediate response may not be possible.
- NO additional time will be added to a student’s exam time to account for the time it takes to ask questions of a professor during the exam.
Upon expiration of the time allotted, students must surrender their exam, scratch paper and any additional items authorized by the instructor that were used during the exam that need to be returned to the instructor.
No time reminders or warnings are provided by the Learning Center staff unless specified in a student’s accommodations. There is a clock in the testing space and students are expected to manage their own time.
If a student is observed with unauthorized materials in the testing space (phones, note cards, writing on skin, etc.) that could be used to cheat on an exam, the staff will document the incident and notify the instructor and the DRC Coordinator immediately. In most cases, the student will be allowed to complete the exam, but staff may enter the room to remove the unauthorized materials. Taking further exams in the Learning Center will be suspended until a Disability Resource Center Coordinator has reviewed the concern and determined the process to be followed.
Civil behavior must be maintained by the student at all times. Uncivil behavior can include but is not limited to arguing, raising voices, using inappropriate language, asking for exceptions to the accommodations, a pattern of not setting up exams on time, or a pattern of not cancelling exams, etc. Such behavior will mean that a student must meet with the Disability Resource Center Coordinator. The student’s privilege of using the Learning Center for future testing will be evaluated. A warning may or may not be given, based on the level of concern about a student’s behavior.
Please direct any questions or concerns about these policies and procedures to the Learning Resource Center Director or the Disability Resource Center Coordinator. Should you believe that the Learning Center will not provide an acceptable testing environment for you, accommodations should be arranged with your instructor.

Starting an Exam

Students should inform a Learning Center staff member that they have arrived to take their exam.
The Learning Center staff member will do the following:
- Give the student all the exam and supplemental materials
- Give the student a folder or envelope to place the exam materials and supplies in upon completion of an exam.
- Discuss what items are allowed in the exam room and remind students to store all other materials
- Describe the time for the exam, accommodations, and other relevant information regarding the exam.
- Give instructions on what to do upon completing the exam.
After receiving this information, students will complete their exams in their assigned spots.

Upon Completion of an Exam

The exam materials and any additional materials that were given to complete the exam should be placed in the envelope provided.
Students should return the envelope to a DRC or Learning Center staff member after completion of the exam.
If an exam is online, students should return any scratch paper or supplemental materials and notify a staff member that they have finished their exam.
Students should retrieve their belongings from their cubby.
Students are free to leave the Learning Center after notifying a staff member that they are finished.

Acknowledgment

I have read the Exam policies and procedures and I understand that I am responsible for following these policies in order to take my exams in the Learning Center Testing Space. I acknowledge that failure to adhere to these policies may result in denial of testing accommodations.

Please click here to access the 2023-24 Agreement Form. This grants you access to start assigning tests in the Learning Center.

Faculty Procedures Regarding DRC Reduced-Distraction Testing Space

Monday 8 a.m. - 4:30 p.m.
Tuesday 8 a.m. - 6 p.m.
Wednesday 8 a.m. - 6 p.m.
Thursday 8 a.m. - 4:30 p.m.
Friday 8 a.m. - 4:30 p.m.

Being granted accommodations does not guarantee or require a student to take all exams or quizzes in the Learning Center. Students may always choose to take exams with the class or make alternate arrangements with the instructor.

Setting Up Exams

Students are responsible for setting up each individual exam.
Students must schedule exams at least 48 business hours (two business days) in advance of the scheduled exam date.
For extenuating circumstances, staff will maintain reasonable flexibility with the 48-hour policy at the discretion of the Learning Center Staff, DRC Staff, and the course instructor.
All exams are scheduled on a first-come, first-served basis. Once the testing spaces are all reserved for any given date/time, there will be no further exam appointments made. If the testing room is full, students should contact their instructor to make alternate arrangements.
Once the student has scheduled the exam with the Learning Center, the instructor will receive an email from the Learning Center with additional instructions on submitting the exam and materials. All exam materials and instructions should be submitted electronically by the instructor, at least four business hours in advance of the exam time preferably 24 hours before. More information about the electronic submission form will be in the email sent to instructors when the exam gets scheduled.
Occasionally, the student will schedule their exam during a time/day that deviates from the time/day the rest of the class is taking the exam. Generally, the Learning Center makes every effort to ensure the exam is taken at the same time as the class, however, other circumstances may prevent that from happening. It is the instructor’s responsibility to express concerns about the scheduled exam time to the Learning Center staff when they receive the initial email from the Learning Center.
Because the Learning Center is an optional exam accommodation resource, exams cannot be scheduled earlier or later than the hours of operation. For exams that need to occur earlier or later than operational hours, the course instructors should either proctor the exam themselves or adjust the time of the exam to fit within the hours of operation.
Please refer to the Student Procedures Regarding DRC Reduced-Distraction Testing Space for information on how students should schedule their exams.

Instructor Responsibilities

Once an exam is scheduled, the instructor should receive an email from learningcenter@rockhurst.edu with additional instructions on submitting the exam and materials. If there are any concerns about the exam details listed in that email, the instructor should contact the Learning Center as soon as possible.
Submit the electronic Exam Submission Form and attach any other materials necessary for the Learning Center to proctor the exam. If the instructor is unable to use the online form, they may download and fill out the Word document version and email it, along with any other materials necessary for the Learning Center to proctor the exam, to learningcenter@rockhurst.edu. Please note, Learning Center student workers will have access to check the above email address. If faculty would prefer that an exam to be seen only by professional staff, please use the Exam Submission Form. Student workers are trained on the importance of confidentiality, exam integrity and FERPA.
Instructors should complete the Exam Submission Form thoroughly, as all proctoring and accommodations are based on the information provided on that form. Books, notes, and other supplementary materials are allowed only if specified in advance by the instructor. These are supplied by the student, not the Learning Center.
After the exam has been completed, the Learning Center staff will scan and send the completed exam within two business days via email.
If the instructor would like the paper exam returned along with any materials provided, they should reach out to Learning Center staff and it will be sent via campus mail.
The Learning Center will hold onto the exam and materials in a secured location until the completion of the semester, after which they will dispose of the exam and materials in a secure manner.

Other Notes

Calculators are only permitted if approved in advance by the instructor. Calculators will be limited to the specific type (non-graphing, scientific, etc.) indicated as acceptable by the instructor. Calculators or other supplementary materials must be supplied by the student or instructor and will not be provided by the Learning Center.
Exams that are not delivered on time by the instructor may not be administered. The Learning Center staff will typically make every effort to obtain a copy of the exam, but if the instructor is unreachable at the time of the exam, staff will ask the student to make alternate arrangements with their instructor.
The Learning Center is NOT the only option for students with testing accommodations. Students are NOT required to take exams in the learning center and can choose to take their exams/quizzes in class or make other arrangements with their instructors. If the instructor or student doesn’t believe that the Learning Center will be an acceptable option for their exam, instructors should make arrangements directly with the student to meet that student’s accommodations.
Each exam is administered and monitored by a Learning Center professional staff member through closed-circuit television.
If a staff member observes a student with unauthorized materials in the exam room (phones, notes, writing on the skin, etc.) or has other reason to suspect academic dishonesty, staff will document the incident and notify both the course instructor and the DRC Coordinator. In some cases the student will be allowed to complete the exam, but staff may enter the room to retrieve the prohibited item or discuss the issue.
Extended time is based on scheduled class time unless the instructor states that students in class are provided more or less time to complete the test. It is not typically acceptable for an instructor to give a student unlimited time unless the rest of the class will also have unlimited time.
An Internet-accessible computer is available for computer-based exams.
Finals week exams need to be scheduled at least one week in advance. Students are provided with information on how to schedule finals. Instructors are asked to deliver all final exams at least 24 hours in advance due to the volume of exams during that week. All final exams are scheduled for either 3 hours (for students with 1.5 time) or 4 hours (for students with double time). Instructors should indicate if a student should receive less time than the full period, but we are not able to provide more time than allotted during finals week.
All exams that are not requested to be sent to an instructor by the time grades are posted, will be shredded.
If you would like to see a copy of the Policies and Procedures provided to students, please contact the Learning Center.
Questions and comments regarding these procedures should be directed to the Learning Center at learningcenter@rockhurst.edu. You may also contact the Disability Resource Center at drc@rockhurst.edu with any questions or concerns.

Emotional Support Animal Policy for Rockhurst University Students

I. Statement of Policy

Rockhurst University is committed to allowing emotional support animals (ESA) necessary to provide individuals with 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. Rockhurst University reserves the right to amend this policy as circumstances require. This policy applies solely to emotional support animals which may be necessary in University housing. It does not apply to service animals as defined by the Americans with Disabilities Act (ADA).

This policy sets forth the process for evaluating requests for emotional support animals, including the process for determining whether or not the ESA is necessary because of the individual’s disability to afford the individual an equal opportunity to use and enjoy University housing and if the presence of the animal otherwise complies with requirements of this policy. Even if an individual with a disability establishes the necessity for an ESA and it is allowed in University housing, an ESA is not permitted in other areas of the University (e.g. dining facilities, libraries, academic buildings, athletic building and facilities, classrooms, labs, individual centers, etc.).

Those with questions about the use of emotional support animals should refer to this policy and/or contact the Disability Resource Center (DRC) in Van Ackeren 200 or drc@rockhurst.edu.

II. Definitions

Emotional Support Animal (ESA) is a companion animal that provides therapeutic benefit, such as alleviating or mitigating symptoms of a person’s disability. Emotional support animals are not service animals. ESAs will be permitted in residential facilities with prior approval from the Disability Resource Center, pursuant to the procedures and standards outlined below.
Owner: A student who has an approved emotional support animal in University housing.

III. Specific Procedures

Students
- Students who wish to bring an emotional support animal into University housing as an exception to the “no pet” policy must go through the reasonable accommodation process with the DRC. While accommodation requests will be accepted and considered at any time, requests should be made as far in advance as is reasonably possible before the student intends to bring the animal to campus in order to ensure timely consideration. An ESA will not be allowed on campus until formal approval has been received from the Disability Resource Center.
  1. Upon receipt of a request for an ESA, the Disability Resource Center will engage in communication with the student to determine if the use of the animal is a necessary and reasonable accommodation. This is an individualized assessment and determinations will be made on a case-by-case basis.
  2. The University needs certain information from a student in order to evaluate a student’s request for an ESA. A disability for purposes of fair housing laws exists when a person has a physical or mental impairment that substantially limits one or more major life activities. Students and health care professionals should consult the following information to understand what information is needed to support an accommodation request. The University relies on health care professionals to provide accurate information to the best of their knowledge, consistent with their professional obligations, and relying on their personal knowledge of the student as their patient/client.
  3. Documentation to determine the necessity of an ESA as a reasonable accommodation should be from a professional health care provider and generally include the following information:
    - A current diagnostic statement that identifies the disability, including date of initial and most current diagnosis, any evaluations/testing that support the diagnosis, and a description of the functional limitation of the disability. This statement should include whether the patient has a physical or mental impairment, and whether the patient’s impairment(s) substantially limits at least one major life activity or major bodily function;
    - Information regarding the relationship between the disability and the relief the animal provides;
    - The type of animal for which the reasonable accommodation is sought; and
    - Information that demonstrates the animal is necessary in order for the student to use and enjoy his/her living arrangement.
    - Health care professionals should include professional licensing information and sign and date documentation provided.
    - The full list of documentation guidelines are located on the DRC webpage.
    - If the student requests approval of an animal other than a small, domesticated animal that is traditionally kept in the home, the University may seek additional information supporting the request.
  4. Rockhurst University may consider the following factors, among others, as evidence in determining whether the presence of the animal is reasonable, and/or when making housing assignments for individuals with ESAs:
    - The size of the animal is too large for available housing space;
    - The animal’s presence would force another individual from housing (e.g., serious allergies);
    - The animal’s presence otherwise violates individuals' right to peace and quiet enjoyment;
    - The animal is not housebroken or is unable to live with others in a reasonable manner;
    - The animal's vaccinations are not up-to-date; or
    - The animal poses or has posed in the past a direct threat to the owner or others such as aggressive behavior towards or injuring the owner or others.
    - Rockhurst may need to engage with students to discuss particular housing options based on the factors above, but the University will not automatically limit room assignment to any particular residence hall or other housing facility because the individual with a disability needs an ESA.
Visitors
- Visitors may not bring emotional support animals onto campus.

IV. Responsibilities of Owner

Laws, Ordinances, and Policies - Owners are responsible for complying with all current city, county, and state ordinances, laws, and/or regulations pertaining to licensing, vaccination, and other requirements for animals. It is the individual’s responsibility to know and understand these ordinances, laws, and regulations. Owners are subject to all University policies and guidelines regarding Residence Life.
Caring for the Emotional Support Animal - The cost of care, arrangements and responsibilities for the well-being of the animal are the sole responsibility of the owner at all times. Rockhurst will accept no responsibility for the care of any animal covered by this policy.
- Animals must be well groomed (residential facilities such as showers, tubs, sinks, and the like may not be used for this purpose).
- Animals cannot be left unattended overnight at any time. If the owner must be away, they must either take the animal with them or make arrangements for them to be cared for elsewhere off campus.
- Animals cannot be confined to a vehicle, tethered or abandoned at any time.
- Regular and routine cleaning of floors, kennels, cages, etc. must occur. The odor of an animal emanating from the residence hall room or house is not acceptable.
- Flea treatment and prevention is a part of caring for the animal. A flea infestation may result in immediate removal of the animal. Additional information regarding fleas can be found in Section V of this policy.
- The owner is required to ensure the animal is well cared for at all times. Any evidence of mistreatment or abuse may result in the immediate removal of the animal.
Access - The animal must be contained within the assigned residence (e.g., room, house,) except to the extent that the owner is taking the animal out for natural relief or exercise. When the animal is outside the assigned residence, the animal should be on a leash, harness, or confined within an animal carrier at all times. ESAs are not allowed in any University facilities (including residence hall common spaces) other than the residence to which the owner is assigned.
Dominion and Control - The 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 may be immediately removed from University housing.
Waste Disposal - Cleaning up after the animal is the sole responsibility of the owner. In the event that the owner is not physically able to clean up after the animal, it is then the responsibility of the owner to hire someone capable of cleaning up after the animal. It is the owner’s responsibility to immediately remove feces from University grounds, dispose of it in a plastic bag, and then place that bag in an outside garbage receptacle. Animal feces may not be disposed of in any indoor trash receptacle or through the sewer system inside any building at Rockhurst University.
Proper Identification- All dogs, cats and ferrets must be licensed and have a collar and identification tags per the requirements outlined in Chapter 14 of the Kansas City Code of Ordinances. Other animals are strongly encouraged to have identification tags.
Health and Vaccination- Animals must be immunized against diseases common to that type of animal. All vaccinations must be current, and vaccination documentation must be provided to the DRC. Animals must have an annual clean bill of health from a licensed veterinarian. Documentation with a veterinarian's statement regarding the animal's health must be submitted to the DRC.
Spayed/Neutered- All emotional support animals must be spayed or neutered and a copy of the veterinarian’s report indicating such must be on file with the DRC.
Observing Good Animal Etiquette- To the extent possible, the owner should ensure that the animal does not display behaviors or make noises that are disruptive or frightening to others. The animal must possess friendly and sociable characteristics.
Other Conditions and Restrictions- In response to a particular situation, Rockhurst reserves the right to impose other reasonable conditions or restrictions on the use of emotional support animals as necessary to ensure the health, safety, and reasonable enjoyment of University housing.

V. Cleaning and Damages

Owners are personally responsible for any damage or injuries caused by their ESAs and must take appropriate precautions to prevent property damage or injury. The owner will be required to pay for any damages caused by the animal.
- Any flea infestation must be attended to promptly by a professional extermination company coordinated by the University at the owner’s expense. Owners are expected to promptly notify the Physical Plant and arrange for extermination when a flea problem is observed. Animal owners may take some precautionary measures such as: flea medications prescribed by veterinarians, flea and tick collars, and/or taking the animal to the veterinarian for flea and tick baths. Because not all the precautions listed here can prevent flea and tick infestations, the owner is responsible for extermination costs after vacating their residential area if fleas or ticks are found to be present anywhere in the residence.
When an owner moves out of their residential facility or no longer owns the ESA, the residence will be assessed to determine if damage to University property can be attributed to the animal. The University maintains the right to conduct facility inspections for the purpose of assessing damage caused by the animal or otherwise determining the owner’s compliance with this policy.
The owner has an obligation to make sure that the residence is as clean as the original standard, except for normal wear and tear. If the residence has carpeting, this also includes regular vacuuming and spot cleaning. Damages caused by the ESA that require extraordinary cleaning are the financial responsibility of the owner and may require professional cleaning by a vendor approved by the Physical Plant. Replacement or repair of damaged items will also be the financial responsibility of the owner. All other conditions of the housing agreement relating to damages remain in effect.

V. General Standards for the Removal of Emotional Support Animals

Decisions to remove an emotional support animal will be made on a case-by-case basis, taking into account all surrounding circumstances. 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 damages an animal may cause. Any removal of the ESA will be done in consultation with the Office of Residence Life. The following general standards reflect reasons why an ESA may be removed:

The animal poses a direct threat to the health or safety of others. (e.g. the animal displays vicious behavior towards others or has a serious illness.)
The animal causes or would cause substantial physical damage to the property of the University and other community members, including but not limited to students, faculty, staff, and visitors.
The animal is out of control and the owner does not take effective action to control it. If the out-of-control behavior happens repeatedly, the owner may be prohibited from bringing the animal into University housing until the owner can demonstrate that significant steps have been taken to mitigate the behavior.
The owner does not abide by their responsibilities as outlined in Section IV of this policy.

Where an animal is properly removed pursuant to this policy, Rockhurst will work with the owner to determine reasonable alternative opportunities to enjoy University housing, while still fulfilling the student’s housing obligations outlined in the housing contract.

VII. Additional Matters

Roommates - Upon approval of an emotional support animal, the student’s roommates will be notified by the DRC that the approved animal will be residing in shared assigned living space and solicit their acknowledgment through a roommate agreement.
- All roommates of the owner must sign an agreement allowing the approved animal to be in the residence with them. In the event that one or more roommates do not approve, either the owner and ESA or the non-approving roommates, as determined by the Office of Residence Life, may be moved to a different location.
- If at a point later in time there is a conflict between roommates regarding the ESA that cannot be resolved amongst the parties, the Office of Residence Life or the DRC should be contacted. Appropriate parties will be consulted in order to reach a solution.
Animal No Longer Necessary - The Disability Resource Center should be notified when an animal covered by this policy will no longer be in residence or no longer needed as an accommodation.
Conflicting Disabilities - Some people may have allergic reactions, asthma, respiratory diseases, etc. to animals that are substantial enough to qualify as disabilities. Rockhurst will consider the needs of both persons in meeting its obligations to reasonably accommodate all disabilities to resolve the problem as equitably, efficiently and expeditiously as possible. Students requesting allergy accommodations should contact the DRC.
Concerns - Concerns regarding an animal covered by this policy can be brought to the attention of the Office of Residence Life or the DRC.
- Owners should understand that having an animal in a residence may raise issues with other residents. The owner should be receptive to these concerns and, if necessary, contact the Office of Residence Life or DRC for assistance in resolving the situation.
- Other residents with minor concerns about an ESA in their residence hall may discuss the matter with the owner or talk with a representative of the Office of Residence Life. Major concerns should immediately be brought to the attention of the Office of Residence Life or DRC.
- Visitors may also raise concerns about this policy with the Disability Resource Center.
Grievances - If the decision is made to deny a request for or remove an animal covered by this policy, a student may informally discuss the situation with the Disability Resource Center in order to reach a resolution or a formal written appeal may be filed with the Dean of Students.

Service Animal Policy for Rockhurst University Students

I. Statement of Policy

Rockhurst supports the use of service animals on campus by those with disabilities in appropriate circumstances and in accordance with this policy. Those with questions about the use of service animals should refer to this policy and/or contact the Disability Resource Center (DRC) at Van Ackeren 200 or drc@rockhurst.edu.

II. Definitions

Handler: The person with a disability whom a service animal assists OR a personal care attendant who handles the animal for the person with a disability.
Service Animals are defined under the Americans with Disabilities Act (ADA) as dogs that are individually trained to do work or perform tasks for people with disabilities. Service animals are working animals, not pets. The work or tasks performed must be directly related to the individual’s disability. Dogs whose sole function is to provide comfort or emotional support do not qualify as service animals.
- Examples of work or tasks that service animals perform include, but are not limited to:
  1. assisting individuals who are blind or have low vision with navigation
  2. alerting individuals who are deaf or hard of hearing to the presence of people and sounds
  3. pulling a wheelchair or providing physical support and assistance with balance and stability to individuals with mobility disabilities
  4. assisting an individual during a seizure
  5. alerting individuals to the presence of allergens or a sudden change in blood sugar levels
  6. retrieving items such as books or a phone
  7. preventing or interrupting impulsive or destructive behaviors for persons with psychiatric and neurological disabilities
- Miniature horses may also be considered service animals in certain situations.

III. Specific Procedures

Students
- Students with disabilities who wish to bring a service animal to the Rockhurst campus – including campus buildings, classrooms residential areas, meetings, dining areas, recreational facilities, activities and events – may do so without prior approval. However, Rockhurst students are strongly encouraged to reach out to the Disability Resource Center on campus to ensure they have a smooth experience bringing the animal to campus. Additionally, students with service animals who plan to live in residential facilities are also strongly encouraged to inform the Office of Residence Life and Campus Dining Services that they plan to have a service animal living with them. Advance notice of a service animal for residential facilities may allow more flexibility in meeting a student’s needs.
Visitors
- Visitors are permitted to bring service animals into campus buildings, classrooms residential areas, meetings, dining areas, recreational facilities, activities and events without prior approval. Visitors will still be subject to the standards outlined below.

IV. Permitted Inquiries Regarding Service Animals

In general, members of the Rockhurst community should not ask about the nature or extent of a person’s disability. However, as permitted by the ADA, if it is not obvious that the animal is required because of a disability, the handler may be asked the following two questions:

Is the animal required because of a disability?
What work or task has the animal been trained to perform for you?

The handler should not be asked for documentation, such as proof that the animal has been certified, trained, or licensed as a service animal. Generally, Rockhurst community members should not make inquiries about a service animal when it is readily apparent that an animal is trained to do work or perform tasks for an individual with a disability (e.g., if the dog is observed guiding an individual who is blind or has low vision, pulling a person's wheelchair, or providing assistance with stability or balance to an individual with an observable mobility disability).

V. Areas Off Limits to Service Animals

While service animals are generally allowed to go anywhere on campus that the handler is allowed to go, there are certain areas where the presence of a service animal fundamentally alters the nature of a program or activity or is disruptive. Examples of the areas that are off-limits to service animals include:

Research Laboratories: The natural organisms carried by dogs and other animals may negatively affect the outcome of the research. At the same time, the chemicals and/or organisms used in the research may be harmful to service animals.
Mechanical Rooms/Custodial Closets: Mechanical rooms, such as boiler rooms, facility equipment rooms, electric closets, elevator control rooms and custodial closets, are off-limits to service animals. The machinery and/or chemicals in these rooms may be harmful to animals.
Food Preparation Areas: Food preparation areas are off-limits to service animals per health codes.
Areas Where Protective Clothing is Necessary: Any room where protective clothing is worn is off-limits to service animals. Examples impacting students include chemistry laboratories, a kiln, wood shops and metal/machine shops.
Areas Where There is a Danger to the Service Animal: Any room, including a classroom, where there are sharp metal cuttings or other sharp objects on the floor or protruding from a surface; where there is hot material on the floor (e.g., molten metal or glass); where there is a high level of dust; or where there is moving machinery is off-limits to service animals.

Questions regarding areas that are off limits to service animals should be directed to the Disability Resource Center, or in the case of a laboratory setting, to the laboratory instructor. Exceptions may be granted in some circumstances.

VI. Responsibilities of Handlers

Laws, Ordinances, and Policies - Handlers are responsible for complying with all current city, county, and state ordinances, laws, and/or regulations pertaining to licensing, vaccination, and other requirements for animals. It is the individual’s responsibility to know and understand these ordinances, laws, and regulations. Handlers are subject to all University policies and guidelines regarding Residence Life.
Caring for the Service Animal - The cost of care, arrangements and responsibilities for the well-being of the animal are the sole responsibility of the handler at all times. Rockhurst accepts no responsibility for the care of any animal covered by this policy.
- Animals must be well groomed (residential facilities such as showers, tubs, sinks, and the like may not be used for this purpose).
- Animals cannot be left unattended overnight at any time. If the handler must be away, they must either take the animal with them or make arrangements for them to be cared for elsewhere off campus.
- Animals cannot be confined to a vehicle, tethered or abandoned at any time.
- Regular and routine cleaning of floors, kennels, cages, etc. must occur. The odor of an animal emanating from the residence hall room or house is not acceptable.
- Flea treatment and prevention is a part of caring for the animal. Additional information regarding fleas can be found in Section V of this policy.
- 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 animal.
Keeping the Animal Under Control - The animal should respond to voice and/or hand commands at all times and be fully controlled by the handler.
Leash Requirements - The animal should be on a leash at all times, unless the owner is unable to use a leash due to a disability or the use of the leash would interfere with the animal’s ability to perform duties.
Waste Disposal - Cleaning up after the animal is the sole responsibility of the handler. In the event that the handler is not physically able to clean up after the animal, it is then the responsibility of the handler to hire someone capable of cleaning up after the animal. It is the handler’s responsibility to immediately remove feces from University grounds, dispose of it in a plastic bag, and then place that bag in an outside garbage receptacle. Animal feces may not be disposed of in any indoor trash receptacle or through the sewer system inside any building at Rockhurst University.
Proper Identification - All dogs must be licensed and have a collar and identification tags per the requirements outlined in Chapter 14 of the Kansas City Code of Ordinances.
Health and Vaccination - Animals must be immunized against diseases common to that type of animal. All vaccinations must be current and the animal must wear a rabies vaccination tag. Animals living in university housing must have an annual clean bill of health from a licensed veterinarian.
Observing Good Animal Etiquette - To the extent possible, the handler should ensure that the animal does not display behaviors or make noises that are disruptive or frightening to others, unless it is part of the service being provided to the handler (e.g. barking to alert the handler of danger). The animal must possess friendly and sociable characteristics.
Spayed/Neutered - We recommend that all service animals be spayed or neutered.
Other Conditions and Restrictions - In response to a particular situation, Rockhurst reserves the right to impose other reasonable conditions or restrictions on the use of service animals as necessary to ensure the health, safety, and reasonable enjoyment of University programs and activities by others.

VII. Cleaning and Damages

Handlers are personally responsible for any damage or injuries caused by their animal and must take appropriate precautions to prevent property damage or injury. The handler will be required to pay for any damages caused by the animal.
- Any flea infestation must be attended to promptly by a professional extermination company coordinated by the University at the handler’s expense. Handlers are expected to promptly notify the Physical Plant and arrange for extermination when a flea problem is observed. Handlers may take some precautionary measures such as: flea medications prescribed by veterinarians, flea and tick collars, and/or taking your animal to the veterinarian for flea and tick baths. Because not all the precautions listed here can prevent flea and tick infestations, the handler is responsible for extermination costs after vacating their residential area if fleas or ticks are found to be present anywhere in the residence.
- When a handler moves out of their residential facility or no longer owns the animal, the residence will be assessed to determine if damage to University property can be attributed to the animal. The University maintains the right to conduct facility inspections for the purpose of assessing damage caused by the animal or otherwise determining the handler’s compliance with this policy.
The handler has an obligation to make sure that the residence is as clean as the original standard, except for normal wear and tear. If the residence has carpeting, this also includes regular vacuuming and spot cleaning. Damages caused by the animal that requires extraordinary cleaning are the financial responsibility of the handler and may require professional cleaning by a vendor approved by the Physical Plant. Replacement or repair of damaged items will also be the financial responsibility of the handler. All other conditions of the housing agreement relating to damages remain in effect.

Decisions to remove a service animal will be made on a case-by-case basis, taking into account all surrounding circumstances. However, the following general standards reflect reasons why an animal may be removed:

The animal poses a direct threat to the health or safety of others. (e.g. the animal displays vicious behavior towards others or has a serious illness.)
The animal causes or would cause substantial physical damage to the property of the University and other community members, including but not limited to students, faculty, staff, and visitors.
The animal is out of control and the handler does not take effective action to control it. If the out-of-control behavior happens repeatedly, the handler may be prohibited from bringing the animal into university facilities until the handler can demonstrate that significant steps have been taken to mitigate the behavior.
The animal is not housebroken.
The animal poses an undue financial and administrative burden to the University.
The animal would fundamentally alter the nature of University housing and/or general operations.
The handler does not abide by their responsibilities as outlined in Section VI of this policy.

Where an animal is properly removed pursuant to this policy, Rockhurst will work with the handler to determine reasonable alternative opportunities to participate in the service, program, or activity without having the animal on the premises.

IX. Additional Matters

Roommates - If a student intends to have a service animal in residential housing, the student’s roommate(s) will be notified by the Disability Resource Center that the approved animal will be residing in the shared assigned living space and solicit their acknowledgment through a roommate agreement.
- All roommates of the handler must sign an agreement allowing the approved animal to be in the residence with them. In the event that one or more roommates do not approve, either the handler and animal or the non-approving roommates, as determined by the Office of Residence Life, may be moved to a different location.
- If at a point later in time there is a conflict between roommates regarding the service animal that cannot be resolved amongst the parties, the Office of Residence Life or the DRC should be contacted. Appropriate parties will be consulted in order to reach a solution.
Animal No Longer Necessary - The Disability Resource Center should be notified when an animal covered by this policy will no longer be in residence.
Conflicting Disabilities - Some people may have allergic reactions, asthma, respiratory diseases, etc. to animals that are substantial enough to qualify as disabilities. Rockhurst will consider the needs of both persons in meeting its obligations to reasonably accommodate all disabilities to resolve the problem as equitably, efficiently and expeditiously as possible. Students requesting allergy accommodations should contact the DRC.
Service Animals in Training - A service animal being trained generally has the same rights as a fully trained service animal when accompanied by a trainer and identified as such in any place of public accommodation. However, handlers of service animals in training must also adhere to all of the requirements for service animals above and are subject to the removal policies as outlined in this policy.
Concerns - Concerns regarding an animal covered by this policy can be brought to the attention of the Office of Residence Life or the DRC.
- Handlers should understand that having an animal in a residence may raise issues with other residents. The handler should be receptive to these concerns and, if necessary, contact the Office of Residence Life or the DRC for assistance in resolving the situation.
- Other residents with minor concerns about a service animal in their residence hall may discuss the matter with the handler or talk with a representative of the Office of Residence Life. Major concerns should immediately be brought to the attention of the Office of Residence Life or the DRC.
- Visitors may also raise concerns about this policy with the Disability Resource Center.
Grievances - If the decision is made to deny a request for or remove an animal covered by this policy, a student may informally discuss the situation with the Disability Resource Center in order to reach a resolution or a formal written appeal may be filed with the Dean of Students.

Faculty Procedures for "Consideration of" Accommodations

"Consideration Of" Accommodations

Many students who engage in the accommodations process live with medical or mental health conditions that, at times, can affect their ability to engage with their academics. These may not be complete barriers, but often they make participation in our academic programming more difficult. The “consideration of” accommodations is meant to highlight our responsibility to explore adjustments to classroom expectations for students; the outcomes of those conversations will be varied.

There are distinct "consideration of" accommodations. Students may be approved for one of the following, or others as determined through engaging in the interactive process:

Consideration of Missed Classes

Consideration of Flexible Deadlines

When this accommodation is approved:

Before determining that a “consideration of” accommodation is appropriate, DRC staff reviews clinical documentation provided by the student that has been completed by a licensed medical or mental health professional with knowledge of how the student is affected by their disability. The DRC then begins the interactive process with a student to determine whether or not an accommodation like this is necessary to increase access to our academic programs. Although it may be determined that additional missed classes, modified assignment deadlines, or modified participation are appropriate, there are limitations to those modifications beyond which a student cannot be reasonably accommodated.

Students should continue to be held responsible for meeting course objectives and showing proficiency in learning outcomes.

What it is not:

A “consideration of” accommodation is not a blanket adjustment, such as an allowance to miss unlimited classes or to turn in homework whenever a student feels like it. Consideration of these modifications to course policies is not intended to, nor should it, fundamentally alter the course learning objectives. This modification is not a guarantee that a student can be successful in a course.

What it is:

Expectations within participation, class attendance, and homework vary widely across our academic programs. When a student presents you with a “consideration of” accommodation, the student and faculty member should engage in a dialogue about the course objectives to determine whether or not additional flexibility is possible without fundamentally altering the student’s experience of the course. Appropriate coordination of this accommodation includes new and concrete expectations that are clear to both the student and course instructor.

Broadly, we expect that some amount of extra flexibility will be possible given the student’s needs, but to what degree that flexibility is reasonable is a conversation best suited for the instructor.

Conversations about this modification should include:

How much flexibility can be expected...
...in the number of days that a student may miss class
Are follow-up meetings with the instructor necessary to discuss material that was missed during the absence?
...in different course elements that are missed
What happens if a student misses a test or lab, rather than a lecture or discussion?
...in how much longer a student may have to turn in an assignment
Or to what degree their participation may be different than their peers’
How a student will notify an instructor of the need to use this accommodation:
Will a student be expected to contact the instructor if they are going to miss extra class periods? Using what method?
Limitations to the flexibility
What learning objectives are threatened by missing too much class?
Does flexibility apply differently to different course elements (lecture/ discussion/ lab/ testing?)
Why are modified deadlines set the way they are?
What are the essential elements of classroom participation that cannot be modified?

Special note for consideration of alternative participation:

This accommodation is especially rare. Instructors are not expected to engage in an exploration of an adjustment to the course modality through this accommodation; the intention is to discuss targeted adjustments, when appropriate, to individual aspects of class participation. Though the conversation is expected to be individualized to the student’s needs, examples may include the following: Can a group project be completed individually?; Could a class presentation be pre-recorded?; Could a student offer to proactively offer insight in class rather than being called on unexpectedly?

As the instructor, you are best positioned to understand the pedagogical design of the course. If you need help navigating this discussion with your student, please reach out to the DRC immediately.

Examples of considerations:

A lecture-focused class allows a specific number of absences a semester for all students. There is little peer interaction and in-class participation is minimal.

After discussion with this student, the instructor may determine that the student will not be unreasonably affected if they miss 2 additional classes beyond the published course policy. If they are able to stay up-to-date with course readings and come to office hours after a missed class to discuss the lecture material, this would seem to be acceptable.

A writing-intensive course expects students to submit weekly reflections at the beginning of class so they can be discussed later that same period within a peer-review experience.

A student with “Consideration of Flexible Deadlines” may find that this is not a reasonable modification to this part of the course; delaying the submission of the assignment would fundamentally alter the peer-review component of the learning experience. The instructor of this course may want to consider whether they can provide topics ahead of time to this student so they can begin this assignment earlier. If there are other assignments that are not limited in the same way, flexible deadlines may be appropriate for some course assignments, but not all.

A laboratory-focused course does not allow any absences for that component. Lab materials take considerable care to set up and specialized training is needed to handle setup and take-down.

A student with “Consideration of Missed Classes” may still be expected to attend all of these lab components. Without an opportunity to visit the lab at another time, missing this experience would mean the student was never exposed to essential learning experiences.

A course with few writing assignments has an expectation that a 15-page paper will be due at a predetermined date.

A student with “Consideration of Flexible Deadlines” has already met with the faculty member as early as possible during the semester for general discussion about this accommodation. The assignment deadline is approaching and the student alerts the faculty member to a flare-up of their condition. The assignment was supposed to be due on a Friday at 7 p.m., but the instructor had no intention of beginning to grade them until the next week. An extension until Monday morning would likely be appropriate.

For Faculty FAQs regarding "Consideration of" accommodations, please visit Faculty FAQs.