• For confidentiality reasons, we require that students complete the Housing form entitled “Authorization to Release Information to a Third Party" (PDF, 617 KB) before Housing and Residence Life can release any personal or financial information to a student's parents or guardians. This form is not the same as the release form for academic information.
• We understand that these processes may seem complicated, but it’s important to know that once a student signs their Residence Agreement, the terms of the agreement are legally binding.
• Residence Agreement deadlines and academic deadlines are not the same. The deadline to terminate a Housing Agreement is prior to the start of the academic year. See the Important residence dates and deadlines page for more information.

When to submit medical documentation

Students who wish to live in residence and require support or adaptive measures for an existing disability or medical condition must submit all supporting medical documentation before or during the residence application process. The documentation must be completed and signed by the specialist or health-care provider who has treated the specific condition.

Why is medical documentation necessary?

Documentation is required to assess the student’s needs and the adaptive measures they will require to live in residence. Students must keep in mind that submitting a request and providing this information does not necessarily mean that the student will be able to live in residence: the student’s needs for support and adaptive measures may exceed the resources available within the residence community.

This documentation also helps the Housing and Residence Life team assign the student to a residence or room that is suited to their needs.

Room assignment and accommodation limitations

Students should understand that submitting medical documentation does not guarantee that Housing and Residence Life will be able to accommodate their room preferences or their request for a specific residence. For example, each year, we receive many medical documents that recommend or request accommodation in a single room. Unfortunately, we may not always be able to accommodate everyone, especially when demand exceeds availability and depends on the date the request was received. Room assignment is an ongoing process that begins as soon as the residence application is launched each year. We can also offer students guidance, orientation and advice in finding housing off campus when on-campus housing is not available.

Definitions

An animal is a “service animal” for a person with a disability if, as outlined in Regulation 191/11: Integrated Accessibility Standards (IASR) under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA):

• the animal can be readily identified as one that is being used by the person for reasons relating to the person’s disability, as a result of visual indicators such as the vest or harness worn by the animal; or
• the person provides documentation from one of the regulated health professionals listed in the Integrated Accessibility Standards, confirming that the person requires the animal for reasons relating to the disability.

A “guide dog” means a dog trained as a guide for a blind person and having the qualifications prescribed in Regulation 58: Guide Dogs under the Blind Persons’ Rights Act, 1990. A guide dog is also considered a service animal under the AODA.

Emotional support animals and comfort animals that meet the IASR service animal definition and requirements are considered service animals. Emotional support animals and comfort animals that do not meet these requirements are considered pets and cannot be brought into residences. Please see the University policy on service animals.

Steps to obtain approval for a support or service animal

Because University of Ottawa residences are closed to the public, you must obtain written approval from Housing and Residence Life before bringing a service or support animal into residence. You will also find the requirements and obligations regarding service and support animals in the Residence Agreement, Code of Conduct and Disciplinary Procedure.

Should you require further information or have questions about service or support animals in residence, feel free to send us an email.

Here are the steps you need to take to have a support or service animal approved before the animal can be brought into a residence.

Step 1 – Provide information in the Housing Portal

When login into the Housing portal to apply for residence, go to the “About You” page.Under the section titled “Condition requiring special accommodations or adaptation needs,” select “Support animal” from the drop-down menu. Provide additional details in the open text box.

Step 2 – Send medical documentation

In order for the Housing and Residence Life team to evaluate your request for a support or service animal, send supporting documentation signed by your regulated health professionals listed in the Integrated Accessibility Standards, confirming that you require the animal for reasons relating to the disability. Please send the required documentation to [email protected].

Step 3 – Register your animal with the City of Ottawa

The University must follow City of Ottawa regulations; therefore, we require a health check and/or documentation from your veterinarian to ensure that the animal is in good health and that all vaccinations are up to date. You can find the types of vaccines required on the Ontario SPCA website. You must also register your support or service animal with the City of Ottawa.

Step 4 – Inform your roommates

If applicable, you must notify your roommates (once you know who your roommates are) of the presence of your animal in the unit. You must also include Housing and Residence Life in this email to your roommates.

Important: In the event that one of your roommates has an allergy to an animal, Housing and Residence Life will look at assigning another room if possible. Unfortunately, we cannot guarantee that you will be assigned another room in the same residence or style of unit.

Step 5 – Sign the Service or Support Animal Agreement

If you receive approval for your service or support animal, you will need to sign and comply with the “Service or Support Animal Agreement.” The agreement will be shared with you by email following approval.