Emotional Support Animal Policy and Procedures

Emotional Support Animal (ESA)
Process & Documentation Guidelines

An Emotional Support Animal (ESA) is an animal that provides a therapeutic benefit to its owner through companionship. The animal provides emotional support and comfort to individuals with diagnosed psychiatric and mental health conditions. The animal is not specifically trained to perform tasks for a person who has a diagnosed mood disorder. Unlike a Service Animal, an ESA is not automatically granted access to places of public access, including areas where residents are normally permitted to go (for example, commons areas, student lounges, laundry facilities, dining halls). The ESA policy is outlined below in its entirety.

To request the accommodation of an Emotional Support Animal (ESA) in residential living, the student must first self-disclose by completing the disclosure form and the ESA application located on Accommodate (OneLogin). The student must acquire a letter from a qualified third-party (e.g., psychiatrist, psychologist, or clinical licensed social worker) who is personally treating the student. The student is responsible for uploading letters from their treating providers into Accommodate. The student will then participate in the eligibility process, which includes an intake interview. The determination of eligibility is a prerequisite to any discussion or decisions regarding the ESA request.

Please note:

Each student’s request for a determination of disability is evaluated and considered individually.
It is the responsibility of the student seeking a determination of disability to provide appropriate documentation and engage in the interactive process.
The documentation submitted should indicate information on the nexus between the diagnosed condition and the accommodation being requested.
A diagnosis of a condition that rises to the level of a disability does not automatically imply the need for accommodation. Reasonable accommodations are provided when a condition creates a disability-related barrier that prevents a student from having equal access.

The deadlines established for the ESA process are as follows:

Current Students
- October 15th for consideration in the spring semester
- March 15th for consideration in the fall semester
Incoming First Year Students
- June 15th for consideration in the fall semester

Formatting of documentation:

It is recommended that the letter completed by a qualified provider be typed on official letterhead including date, signature, credentials and title of the provider. Please upload the letters in a PDF or word format for ease of access.

The letter should be completed by a provider with comprehensive training and experience in the relevant speciality and credentialed to evaluate and diagnose the disability.
The provider must be familiar with the history and functional limitations of the student’s condition.
The professional needs to be an impartial evaluator or diagnostician who is not a family member nor in a dual relationship with the student.

Generally, we accept documentation from providers in the state of Pennsylvania or the student’s home state who have personal knowledge of the student, consistent with their professional obligations. Letters purchased from internet websites for a set price rarely provide the information necessary to support an ESA request.

Specific information requested:

Documentation guidelines are available for the student to share with their provider in order to reference when formulating critical information to assist the Office of Disability staff with the eligibility process. This information is necessary when evaluating if the condition rises to the level of a disability based on the current impact of the condition, identify barriers to access and determine reasonableness of the requested accommodation.

Documentation Guideline specific to the mental health diagnosis:

Clearly state the diagnosis (DSM V, as appropriate) including diagnostic measures / evaluations
Age of onset and age of diagnosis
Explain how the student is substantially limited by the condition.
Describe previous and current treatment plans
Indicate the date of the your initial evaluation, as well as the length of time the student has received treatment from you
Frequency of appointments and format of sessions
Prescribed medications, including any current side effects
Current symptoms, severity and impact to daily function
Expected progression or stability
Identify the functional limitations as it relates to demands of academics and residential living within the college setting
Summary of clinical and observational data
Additional strategies being recommended and implemented
Recommendations for accommodations to be considered
Any relevant implications of existing co-morbid conditions

Documentation Guideline specific to the ESA accommodation:

Have you specifically prescribed the proposed Emotional Support Animal as part of the treatment for the student or is it a pet that you believe will have a beneficial effect for the student while in college housing?
What are the therapeutic goals and description of how the ESA is being incorporated into the treatment plan?
What symptoms do you anticipate being reduced or improved by having an ESA?
Is there evidence that the student used an Emotional Support Animal as an effective therapeutic tool previously?
What is the specific therapeutic impact you anticipate for the student having the Emotional Support Animal in campus housing?
In terms of disability symptomatology, how important is it for the student’s well being to have an ESA in college housing? What consequences may result if the accommodation is not approved?
What responsibilities associated with properly caring for this particular Emotional Support Animal have you discussed with the student? Will caring for the animal impact the student’s engagement in typical college activities and residing in campus housing?
Do you believe the care and responsibility of the proposed Emotional Support Animal might exacerbate the student’s symptoms in any way? Why or why not?

If there is additional clinical information that you believe is necessary for considering the student’s request, please include in the letter of support.

For further information, contact the Office of Disability Services at 484-664-3825 or [email protected].

Last Revised: 10/10/2025

Muhlenberg College is committed to providing reasonable accommodations and an accessible environment for qualified students with disabilities. The College complies with all applicable provisions of the Americans with Disabilities Act (ADA), as amended, Section 504 of the Rehabilitation Act of 1973, and the Fair Housing Act (FHA).

Under the Fair Housing Act (FHA) and Section 504, individuals with a disability may be entitled to keep an Emotional Support Animal (ESA) as a reasonable accommodation in campus housing facilities that otherwise impose restrictions or have prohibitions on non-service animals in residence. In order for a student with a disability to qualify for such an accommodation, professional documentation of a mental health condition that rises to the level of a disability must be submitted. Documentation must establish the therapeutic need of the animal that is directly connected to the individual’s disability, and must establish that the ESA is necessary to afford the individual with a disability an equal opportunity to use a dwelling or to participate in the housing program. For the complete Emotional Support Animal Policy, see below:

Policy

Muhlenberg College will consider requests for an Emotional Support Animal as a reasonable accommodation to provide students with disabilities with equal opportunities to use and participate in the campus housing. If an ESA is approved through the Office of Disability Services process, the ESA may reside in Muhlenberg College housing, specific to the student’s residential assignment. Students must receive approval prior to bringing the animal to campus.

Requests are considered on a case-by-case basis by the Housing Committee. In order for requests to be considered, students must complete all components of the application process listed below. The student must also submit documentation from the treating medical providers, which complies with the documentation guidelines outlined. Completion of the application process does not guarantee approval of the proposed ESA.

Application Process:

The student will need to complete the application components listed below in order for the Housing Committee to review the student’s request.

The student must complete all components of the application process prior to the deadlines outlined below:

Current Students
- October 15th for consideration in the spring semester
- March 15th for consideration in the fall semester
Incoming First Year Students
- June 15th for consideration in the fall semester

The Committee will consider completed applications once the relevant deadline has passed for new conditions or extraordinary circumstances.

Step 1) Completion of the Determination of Eligibility Process to be determined eligible for accommodations and services.

Complete the Disclosure Form and the ESA application located on Accommodate (OneLogin).
The student provides the treating medical providers with the documentation guidelines. The student then uploads the documents into Accommodate.
The student and an ODS staff member will meet to complete the intake interview.
The ODS staff will review all information to complete the determination of eligibility.
A letter will be emailed to the student and available within Accommodate.

Step 2) If the student qualifies, an additional intake will be scheduled to review the ESA accommodation request. The ODS staff member will then present the request to the Housing Committee for review. The decision will be provided to the student by an email and available on Accommodate.

Step 3) If the ESA accommodation is approved, the student and ODS staff member will review the policy.

Prior to bringing the animal into residential living, the student must submit current vaccination records, and provide a picture of the ESA to ODS.
The student must consult the local and state ordinances and laws and comply with any laws pertaining to animal licensing, vaccination and owner identification outlined by the City of Allentown Animal Control.

Procedures related to Housing and Residential Life (HRL):

If an ESA is approved, the student may bring the ESA to campus on the “move in” date set by HRL for the following semester.
A Residential Services staff member will contact the student to discuss the residential life options based on the approved accommodation.
Students should be aware that housing options may be limited, as Muhlenberg College balances appropriate accommodations to students with disabilities with needs of other student residents who may have allergies and/or animal fears.

Additional Information:

The student with the approved ESA accommodation will need to complete the Housing Accommodation Request application every year that the student expects to have the ESA in campus residential housing. The application will be available on Accommodate with deadlines outlined.
The student will need to provide ODS with an updated vaccination record yearly.
If the student proposes to bring a different ESA than the one that was approved, the student must complete the entire application process again, including providing updated documentation specific to the new proposed ESA.

Student Responsibilities for Approved Emotional Support Animals:

The student is required to ensure the animal is well cared for at all times. Any suspected or observed issues related to animal abuse or neglect will be reported to the proper authorities and may subject the student to Muhlenberg College disciplinary action. Any evidence of mistreatment or abuse may result in immediate removal of the ESA.

The College retains the right to remove the animal, at the owner’s expense, should the animal become a direct threat to the health and safety of others or if a violation occurs from the requirements listed below:

The cost of care, arrangements and responsibilities for the well-being of the animal are the sole responsibility of the student at all times.
The ESA is an accommodation for the student in the assigned residential placement and is not allowed in other areas of the residential space or in other buildings (academic or non-academic) on campus.
The ESA is an accommodation specific to the student requesting the accommodation. Roommates or friends are not responsible for the care of the ESA and are not considered the handler.
The student is responsible for designating an alternative caregiver for the animal if the event student (handler) becomes ill or an emergency occurs.
The name and contact information must be kept updated with the Office of Disability Services.
The ESA must be maintained and in good health, kept clean, free from fleas or ticks, free of illness, and crated when left in the residential room alone.
To the extent possible, the ESA should be unobtrusive to other students within residential living.
The student must be in full control of the ESA at all times. ESAs may not pose a direct threat to the health and safety of persons on the college campus, cause physical damage to property, or fundamentally alter the nature of the College operations.
The student, not Muhlenberg College, is responsible for any damage or injuries to self or others caused by the ESA and must take appropriate precautions to prevent property damage or injury.
The College retains the right to designate a particular area for the ESA to relieve itself and/or for the disposal of its waste.
The communal bathrooms are not to be used for bathing ESAs.The student is expected to fulfill the housing obligations for the remainder of the
housing contract in the event that the ESA is removed from the premises.