• For confidentiality reasons, we require that students complete the Authorization to Release Information to a Third Party (PDF, 617 KB) form prior to Housing and Residence Life being able to release any personal or financial student information to parents or guardians. This form is different from the academic release form.
• We understand that these processes may seem complicated, but it’s important to know that once a student accepts their Residence Agreement, those terms are legally binding.   
• The Residence Agreement deadlines and the Academic deadlines are not the same. The Housing Agreement termination deadline occurs 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 are seeking to live in residence and require support or adaptive measures for an existing disability or medical condition must submit all supporting medical documentation prior to 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 for the purpose of assessing needs and adaptive measures required to live in residence. It is important to understand that making a request and providing this information does not necessarily mean that you may be able to stay in residence if your needs for support and adaptive measures exceed the resources available within the residence community.

It also helps the Housing and Residence Life team assign you to a residence or room that is suited to your needs.

Room assignment and accommodation limitations

Submitted medical documentation does not guarantee that Housing and Residence Life will be able to accommodate your room preferences or your specific residence request. For example, each year, we receive many medical documents that recommend or request accommodation in a single room. Unfortunately, this may not be something we can always accommodate for everyone, especially when demand may exceed availability and depending on the date that the request is received. Room assignment is an ongoing process that begins as soon as the residence application is launched each year.

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’s webpage regarding service animals.

Steps to obtain approval for a support or service animal

As University of Ottawa residences are areas that are closed to the public, you must obtain written approval from Housing and Residence Life prior to bringing a service or support animal into residence. Requirements and obligations regarding service and support animals can also be found in the Residence Agreement, Code of Conduct and Disciplinary Procedure.

Should you require further information or have questions regarding service or support animals in residence, do not hesitate to contact us by email at [email protected].

Here are the steps you need to take to obtain approval for a support or service animal before bringing the animal into residence.

Step 1 – Provide information in the Housing Portal

In the housing portal during the application process, on the “About You” page, under the section titled “Condition requiring special accommodations or adaptation needs,” select “Support animal” from the drop-down menu. You can provide additional details in the open text box.

Step 2 – Send medical documentation

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.

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. Your pet also needs to be registered 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. It is important to also include Housing and Residence Life in your email to your roommates.

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

Please send the required documentation to [email protected].

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.