Housing Accommodations and Meal Plan Adjustments

Olin Hall

The Disability Services and Medical Advisory BOARD (DSMAB) will review requests for housing accommodations and meal plan adjustments for students with disabilities.  If reasonable housing accommodations cannot be immediately satisfied due to capacity, facility design, availability, etc., the Office of Residence Life will prioritize these requests before handling others.

Application and documentation

Students should download and complete the Special Needs Housing/Meal Plan Request Form available here:

Special Needs Housing/Meal Plan Request Form

Page one should be completed by the student, and page two should be completed by the student’s practitioner.  Students and practitioners are welcome to attach additional information/documentation if needed, but incomplete applications will not be considered. 

The DSMAB evaluates all requests for housing accommodations and meal plan adjustments carefully.  The following factors are considered with evaluating requests:

Students in Estes

Severity of the Condition

  • Is the impact of the condition life threatening if the request is not met?
  • Is there a negative health impact that may be permanent if the request is not met?
  • Is the request an integral component of a treatment plan for the condition in question?
  • What is the likely impact on academic performance if the request is not met?
  • What is the likely impact on social development if the request is not met?
  • What is the likely impact on the student's level of comfort if the request is not met?

Timing of the Request

  • Was the request made before April 1st (returning students) and June 1st (new students)?
  • Was the request made as soon as possible after identifying the need? (Based on date of diagnosis, receipt of housing assignment, change in status, etc.)

Feasibility and Availability

  • Are there other dining options or housing configurations that would achieve similar benefits as the requested adjustment/accommodation?
  • Is space available that meets the student's needs?
  • Can space be adapted to provide the requested configuration without creating a safety hazard?
  • How does meeting this request impact housing commitments to other students?

Rooming with or near Friends

If a student would like to request to be housed with or near friends or in a specific location on campus, s/he may submit a request separately to Residence Life.  Please keep in mind DSMAB decisions are only for the student making the request, are based on disability-related needs,  and are determined on a case-by-case basis.  DSMAB determinations do not include students without disabilities, and do not circumvent the regular housing selection process.


Appeal Process

A student who is dissatisfied with the decision of the DSMAB as to the requested accommodation(s) or housing exemption (i.e. does not believe that the housing assignment or denial of exemption accommodates the student’s disability or in some way endangers the student’s safety or health) may file a written appeal to:

Dr. Grant Azdell
Vice President for Student Affairs/Dean of Students
Randolph-Macon College
P.O. Box 5005
Ashland, VA 23005

Be sure to include any supporting documentation. Said appeal shall be filed with the Vice President for Student Affairs/Dean of Students within ten (10) days from the date of receipt of the original decision by the DSMAB. The Vice President for Student Affairs/Dean of Students shall make a written determination within thirty (30) days from the date the appeal is received. The decision of the Vice President for Student Affairs/Dean of students shall be final.