Requesting Services

In order to ensure there is ample time to process accommodation requests prior to the start of the semester, it is recommended that students initiate the process before August 1st for the Fall semester and December 1st for the Winter semester.  These dates are meant to be guidelines and not deadlines, as accommodation requests are accepted at any time.

Processing time for new accommodation requests is generally 2 weeks. Once approved, some types of accommodations (for example: peer note-taking and text in alternate format) may take several weeks to fulfill, so it is important to make the request as soon as possible.

Incoming and current Bates students with disabilities who have not previously registered with Accessible Education and Student Support and wish to request an accommodation should follow these steps:

1. Complete an application: You can do this through the Accessible Information Management Portal (AIM) on our website by clicking here: AIM Portal.

2. Submit documentation of disability: Specific guidelines regarding documentation requirements are provided. Students may submit documentation in advance through the AIM Portal or at the time of the initial appointment. Documentation may also be sent to:

Joel Copperthite
Director of Accessible Education
Bates College
Ladd Library G35, 48 Campus Avenue
Lewiston, Maine 04240
Fax: 207-786-8290
Email: accessibility@bates.edu

3. Schedule an appointment: Once students have submitted their application and documentation, they will then schedule a 30 minute initial appointment with Joel Copperthite, Director of Accessible Education. Appointments can be made by signing up for available appointment slots on BatesReach, via email at accessibility@bates.edu, or by phone at 207-786-6222.

4. What to expect in your initial meeting 

  • Your initial meeting with Accessible Education will typically last no longer than 30 minutes
  • We will work together to identify barriers to your Bates experience and implement accommodations to remove those barriers, as applicable
  • If you have received accommodations in the past, it is helpful for us to know what accommodations you received and whether they effectively removed any barriers you were encountering
  • Come prepared to share any questions or concerns that you might have.

5. Determination: Upon completion of the initial appointment and after documentation of disability and the request has been reviewed, students will be contacted with one of three notifications. In some instances, a subsequent meeting with Joel may be necessary:

  • Accommodations Approved: If a student’s request is approved, the student will receive written notification that includes instructions for how to register their accommodations.
  • Request for More Information: In some instances, more information may be needed to evaluate a request. Students will be notified as to what additional information is being requested and a meeting may be necessary.
  • Application for Services Not Approved: When an accommodation request is not approved based on the information submitted, the student have the opportunity to engage in a further dialogue with Carson before a final determination is made.

As part of our mission to foster diverse and inclusive learning and living environments, Bates College is committed to supporting students with documented disabilities. As a residential community, Bates prioritizes the residential experience as an essential part of our institutional commitment to educating the whole person.

All students admitted to Bates enjoy full access to its programs and services, including residence life. In accordance with Section 504 of the Rehabilitation Act and the Americans with Disabilities Act, Bates has established procedures to ensure students with documented disabilities receive housing assignments that reasonably meet their needs as required by law.

Students who encounter a disability related barrier to their dining experience should submit a dining accommodation request by following the instructions below.

A standard housing assignment is a two or three person sleeping room with bathroom facilities located on the same floor, but not in the room. Requests for particular housing assignments based on a student’s preference, rather than need, for a particular type of living environment, such as a certain type of room or location or desire for a quiet place to study will not be honored. Single rooms represent a small portion of available housing options and are granted as accommodations only in rare circumstances. Such requests will be reviewed on a case-by-case basis.

Housing & Dining accommodation requests are reviewed on an individual basis. It is important to note that students are not making a request for a specific housing assignment, but rather a request for an accommodation. The Housing Accommodation Review Committee, comprised of representatives from the Office of Accessible Education, Residence Life and Health Education, Health Services, Dining Services, and Counseling and Psychological Services (CAPS), reviews each request and determines an appropriate and reasonable housing accommodation.

Based on the type of request, other parties may need to be consulted and/or notified. Students will be notified, in all instances, prior to communication with other departments or individuals.

Please note that Bates College does not grant accommodations solely based on the recommendations of care providers.  The determination is made based on all information relevant to the documented functional limitations caused by the disability in relation to the residential program.

Incoming students who are requesting housing and/or Dining accommodations are encouraged to submit their requests by July 1.

Current Bates students are encouraged to submit their housing accommodation requests by February 1 for the following academic year. These dates allows the Housing Accommodation Review Committee adequate time to review requests prior to the complex lottery process, which begins in March. Current students with Dining Accommodation requests are encouraged to apply prior to August 1, for the Fall Semester, or January 1, for the Winter Semester.

If a need for a housing or dining accommodation arises outside of the above timelines, students should still follow the same application process. The Housing Accommodation Review Committee will review post-deadline requests and the college will make every attempt to implement approved accommodations based on current availability.

Housing accommodation requests generally take three to four weeks to process but may vary depending on the request.

  1. Complete an application: You can do this through the Accessible Information Management Portal (AIM) on our website by clicking here: AIM Portal
    • Incoming students who have not received their Bates email address will not yet have access to the AIM portal can still apply. In these situations, students are encouraged to email accessibility@bates.edu to begin the application process.
  2. Submit the Housing Accommodations Request Form. Please note that in some instances, information or documentation in addition to this form may be required. Learn more about documentation guidelines here.  The request form and subsequent documentation can be uploaded to the AIM portal or can be emailed, faxed, or mailed using the following information: Joel Copperthite, Director of Accessible Education, Office of Student Affairs, Bates College, Ladd Library G35, 48 Campus Avenue, Lewiston, ME 04240; Fax: 207-786-8290; Email: accessibility@bates.edu
  3. Schedule an appointment. You will need to schedule an initial appointment with Joel Copperthite, Director of Accessible Education. Current students may do this through BatesReach. Joel’s office hours will be listed. Incoming students should contact the office by email or phone to schedule an appointment. During the summer, intake appointments will be conducted over Zoom. If you need further assistance feel free to contact us through email at accessibility@bates.edu or call 207-786-6222.
  4. Upon completion of the initial appointment, and after the request and documentation have been reviewed by the Housing Accommodation Review Committee, students will be contacted with one of three notifications. A subsequent meeting may also be required in some instances:
  • Accommodations Approved: If the Housing Accommodation Review Committee approves an accommodation, students will receive notification of the approved accommodations and connected with Residence Life. For some types of housing accommodations, a subsequent meeting may be required with the student to discuss implementation and review student rights and responsibilities.
  • Request for More Information: In some instances, more information may be required for the committee to make a determination regarding an accommodation request. In this instance, the student will be notified as to what additional information is required and an additional meeting with Joel will be scheduled.
  • Application for Accommodation Not Approved: When the Housing Accommodation Review Committee concludes that it cannot approve an accommodation based on the information submitted, the student have the opportunity to engage in a further dialogue with Joel before a final determination is made. Students whose housing accommodation requests are not approved may request to be placed on a waitlist to transfer to a location that better meets their preferences through the established procedures. Students who wish to do so may contact reslife@bates.edu.

Returning students with previously approved housing accommodations will need to be prepared to provide current information concerning their disabilities and the appropriateness of their housing accommodations for the next academic year.  In January, Carson Dockum will contact each student regarding accommodations for the following academic year.  Please contact Carson with questions at any time.

The following policy and procedure pertains to the presence on the Bates College campus of animals providing reasonable accommodations to students with disabilities. There are multiple state and federal laws that come into play. It is important to understand that there is a basic distinction between service animals, which do work or perform tasks for a person with a disability, and emotional support animals, which have been determined necessary to mitigate the effects of a physical or mental disability.  Service animals are primarily an accommodation for attendance at Bates, while emotional support animals are primarily an accommodation for living in college housing. A third definition, of assistance animals, is also used in the housing context and applies to both service and emotional support animals. Definitions, policies, and procedure can be found by using the drop-down menus below.

A pet is any animal kept for ordinary use and companionship. As described in the Bates College Residence and Dining Regulations, small fish are the only pets allowed in residence halls. Assistance animals are not considered pets.

An assistance animal is defined under the Maine Human Rights Act as (A) an Emotional Support Animal, an animal that has been determined necessary to mitigate the effects of a physical or mental disability by a physician, psychologist, physician assistant, nurse practitioner or licensed social worker; or (B) a Service Animal, an animal individually trained to do work or perform tasks for the benefit of an individual with a physical or mental 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.” Examples of such work or tasks include guiding people who are blind, alerting people who are deaf, pulling a wheelchair, alerting and protecting a person who is having a seizure, reminding a person with mental illness to take prescribed medications, calming a person with Post Traumatic Stress Disorder (PTSD) during an anxiety attack, or performing other duties. The work or task performed must be directly related to the person’s disability (Department of Justice, 2010).

Service animals are limited to dogs, and in some cases miniature horses. Other species of animals, whether wild or domestic, trained or untrained, are not considered service animals.

An Emotional Support Animal (ESA) is an animal selected to play an integral part in the treatment process for a person with a mental health or psychiatric disability and is prescribed by a mental health or other qualified healthcare professional. The U.S. Department of Housing and Urban Development (HUD) defines an ESA as “an animal that provides emotional support that alleviates one or more symptoms or effects of a person’s disability.”

An ESA may be viewed as a reasonable accommodation under the Fair Housing Act (FHA) if it would allow a person with a disability an equal opportunity to use and enjoy a dwelling, in this case college housing. This policy applies solely to ESAs which may be necessary in the residential setting and not “Service Animals” as defined under the Americans with Disabilities Act (ADA). ESAs are not permitted in any Bates College Facility or in any residential dwelling outside of a student’s assigned housing.

Based on the FHA, in order for a student to have an ESA in Bates College housing, the following must apply:

  1. The student must have a disability as defined by the ADA, and;
  2. The animal must be necessary to provide the student with a disability an equal opportunity to use and enjoy a dwelling, and;
  3. A relationship exists between the assistance the animal provides and the disability of the student.

Service Animals on Bates College Campus:

In alignment with regulations under the ADA, service animals are generally permitted to accompany a person with a disability in all areas of the Bates College’s campus, including residence halls and academic buildings, where students, members of the public, and other participants in services, programs, or activities are allowed to go.

Bates College does not require documentation, such as proof that the animal has been trained, certified, or licensed as a service animal. The College may not ask about the nature or extent of a person’s disability to determine whether an animal qualifies as a service animal. However, staff may make two inquiries to determine whether a dog qualifies as a service animal:

  1. Is the dog a service animal required because of a disability?
  2. What work or task has the dog been trained to perform?

A service animal must be housebroken. It must be kept under the control of its handler by a harness, leash, or other tether, unless the person is unable to hold those, or it interferes with the work or task the dog is trained to perform. In such instances, the service animal must be kept under control by voice, signal, or other effective means. Bates College has the right to exclude or remove an animal that constitutes a threat to the health and safety of others, is not housebroken, or creates an unreasonable disturbance.

In the event that a service dog will reside with a student in a residence hall on campus, the Office of Accessible Education and Student Support may need to notify relevant parties on campus of the need to have the dog in the living space, including but not limited to, roommates/suite-mates, Residence Life, Security, Health and Safety, and Facilities.

Requests for use of miniature horses will be assessed on an individual basis. Individuals requesting a miniature horse should contact the Office of Accessible Education and Student Support.

Bates College is not responsible for the care or supervision of service animals. The student owner is responsible for the care, cost, and supervision of a service animal including:

  • Compliance with requirements and ordinances pertaining to dogs, including licensing, vaccination, and owner identification in Lewiston, ME (Androscoggin County);
  • Keeping the dog under control and taking immediate and effective action if an animal becomes out of control or disruptive;
  • Feeding and walking the dog;
  • Maintaining the animal’s health and keeping it free from fleas and ticks;
  • Disposing of the dog’s waste. Students will be asked to consult with the custodian in their residence hall within the first week of having the animal on campus regarding a plan for waste removal;
  • Bringing the animal with them if they leave campus overnight or for any extended period of time. Service animals may not be left in the care of another student for any period of time. Students are solely responsible for transport of the animal (for example: emergency veterinarian visit, travel during break times, etc).

The student is financially responsible to Bates College for any damage caused by the animal including but not limited to, damage to carpets, furniture, or walls. The student must agree to waive any claims against Bates College for, to defend and indemnify Bates and its employees, officers, and agents against, and to be responsible for any damages arising out of claim of harm caused by the animal.

Students accompanied by a service animal must comply with the same college rules and code of conduct as all students, including but not limited to, noise, safety, disruption, and cleanliness.

Bates College may pose some restrictions on an animal under certain circumstances. Any animal may be excluded from an area in which it was previously authorized if:

  • The animal is out of control and immediate and effective action is not taken to control it;
  • The animal causes an unreasonable disruption or disturbance;
  • The animal’s behavior, noise, odor, or waste exceed reasonable standards for a well-behaved animal;
  • The animal is not housebroken;
  • The owner fails to maintain the cleanliness of their room;
  • The animal poses a direct threat to the health or safety of others.

The Office of Accessible Education and Student Support, in conjunction with the Office of Student Support and Community Standards, will make a determination if restrictions should apply. In considering whether an animal poses a direct threat to the health and safety of others, or causes an unreasonable disturbance/disruption, Bates College will make an individualized assessment based on reasonable judgement. Depending on the circumstances, a student may be required to meet together with the Assistant Dean of Accessible Education and Student Support and the Associate Dean of Students for Student Support and Community Standards.

Emotional Support Animals on Bates College Campus:

Emotional Support Animals (ESA) are governed by the Fair Housing Act , Section 504 of the Rehabilitation Act of 1973, and the Maine Human Rights Act. Students for whom a physician, psychologist, physician assistant, nurse practitioner or licensed social worker has determined that an animal is necessary to mitigate the effects of a physical or mental disability are eligible to have an ESA in compliance with this policy.

Students wishing to request an ESA accommodation should follow these steps:

  1. Schedule a meeting with the Director of Accessible Education by emailing accessibility@bates.edu, or calling 207-786-6222.
  2.  Submit the Emotional Support Animal Application, including a letter from a mental health or other qualified healthcare professional (please see information requested on the application).
  3. Once an application is complete it is reviewed by the Housing Accommodations Review Committee, which determines if the request is reasonable.
  4. The Director of Accessible Education meets with the student to discuss the Committee’s decision.
  5. If approved, a recommendation will be made to the Office of Residence Life and Health Education to provide an exception to the policy regarding animals in college housing.
  6. If approved, the student will be asked to complete the following and submit to the Office of Accessible Education and Student Support. Until received, the student will not be able to bring their approved ESA to campus.
  7. If the approved ESA is a dog, the student must provide proof of license in the municipality of Lewiston, Maine within three weeks (21 days) of bringing the animal to campus. Licensing information can be found on the Lewiston website.

Important Notes:

  • Requests for housing accommodations, including ESAs, generally take 3-4 weeks to process.
  • Within one week of approval, the Office of Accessible Education and Student Support will notify relevant parties on campus, including but not limited to, roommates/suite-mates, Residence Life staff, Security, Health & Safety, and Facilities. In making such notification, information related to the student’s disability will not be disclosed, other than the need to have the animal in the living space. An animal is not permitted on campus until this notification has occurred.
  • The following apply to students using ESAs on campus:
  1. Bates College is not responsible for the care or supervision of ESAs. The student is responsible for the cost, care, and supervision of the animal.
  2. An ESA is restricted to the student’s room or suite, except when entering/exiting the building, and is not permitted in any other part of the residence hall or in any other facilities on campus. Exceptions may be made on a case-by-case basis.
  3. The owner must be in full control of the ESA at all times and take immediate and effective action if an animal becomes out of control or disruptive.
  4. An animal’s behavior, noise, odor, and waste must not exceed reasonable standards for a well-behaved animal. These factors should not create unreasonable disruptions for other residents (for example: uncontrolled barking, jumping on other people, or running away from handler).
  5. Students who have an ESA as an accommodation must comply with the same college rules and code of conduct as all students, including but not limited to, noise, safety, disruption, and cleanliness.
  6. The student is responsible for disposing of the animal’s waste.
  7. The student must bring the animal with them if they leave campus overnight or for any extended period of time. Animals may not be left in the care of another student on campus for any period of time.  Students are solely responsible for transport of the animal (for example: emergency veterinarian visit, travel during break times, etc).
  8. The student is responsible for maintaining the animal’s health and safety. When applicable (usually dogs and cats) the animal should be kept free of fleas and ticks.
  9. The student is financially responsible to Bates College for any damage caused by the animal including but not limited to, damage to carpets, furniture, or walls.
  10. The student must agree to waive any claims against Bates College for, to defend and indemnify Bates and its employees, officers, and agents against, and to be responsible for any damages arising out of claim of harm caused by the animal.
  11. The student must notify the Office of Accessible Education in the event the approved animal is no longer needed or is no longer in residence. If the animal needs to replaced, the student is responsible for registering and providing the required information for the new animal and getting approval before bringing it to campus.
  12. The student must provide written evidence of up-to-date required vaccinations and license, if applicable, at the time of compliance.

Bates College may pose some restrictions on an ESA under certain circumstances. Any ESA may be excluded from an area in which it was previously authorized, or a student may be required to remove their ESA, if the animal:

  • Poses a direct threat to the health or safety of others
  • Would result in substantial physical damage to the property of others
  • Would substantially interfere with the reasonable enjoyment of others of their occupancy of college housing.

The foregoing determinations must be made on a case-by-case basis, based on the behavior of the particular animal in question and not based on traits like breed or size.

The Office of Accessible Education and Student Support, in conjunction with the Office of Community Standards, will make a determination if restrictions should apply. In considering whether an animal poses a direct threat to the health and safety of others, or causes an unreasonable disturbance/disruption, Bates College will make an individualized assessment based on reasonable judgment. Depending on the circumstances, a student may be required to meet with the Director of Accessible Education and Student Support and/or the Assistant Director for Community Standards.

For information on the accommodations request process, guidelines for documentation, and Bates’ policy for temporary conditions and injuries, please use the links below: