Accessibility & Accommodations

What We Do

• Review health, gender identity, gender expression, and/or creed/spirituality accommodation requests submitted with necessary and required documentation. See our FAQ at the end of this document for more information about what health conditions may be considered in the residence health accommodations process.
• Meet, as necessary, with students to gain more insight into their residence related requirements and guide/direct students to applicable resources in residence.
• Consult, as necessary, with healthcare providers and other resources to gain insight into requested accommodations and functional impact.
• Provide students with access to a bedspace that meets their approved accommodation needs.
• Register Service Animals that will be in residence only and will not accompany students outside of residence.

What We Don’t Do

• Provide students with bedspaces based on preferences – requests must be based on functional impact related to health, gender identity, gender expression, and/or creed/spirituality.
• Approve accommodation requests for a specific roommate and/or person to share a washroom with.
• Guarantee specific environments beyond room and washroom style (e.g., noise levels).
• Provide academic accommodations. For information on registering with Queen’s Student Accessibility Services (QSAS) please review the QSAS Intake Guide.
• Provide academic advising (e.g., course selection, program requirements). Please see an Academic Advisor in your faculty/school.
• Review and/or manage dietary requirements. Please see the Allergy and Dietary Needs webpage for more information. The information you provide on your residence application with respect to dietary requirements is shared directly with our Hospitality team.

We encourage you to submit your residence accommodation request as soon as possible. This gives us appropriate time to review your request prior to room self-selection and gather any additional information as necessary. All residence health accommodation requests require a completed Residence Health Accommodation Form from a healthcare provider – please consider wait times to see your practitioner when determining an appropriate timeline for submission.

The deadline for incoming First Year students for the 2025/26 academic year to submit a completed accommodation request is June 2, 2025, at 4:00 pm ET.

You can submit accommodation requests related to health, gender identity, gender expression, and/or creed/spirituality at any time after the deadline and throughout the academic year. However, given the time required to review requests and our historically high occupancy rate, if a request for an accommodation is provided later than the specified deadline, we may not be able to provide you with a space that meets your approved accommodation in time for self-selection and/or move-in.

We will continue to offer relevant bedspaces as they become available throughout the year. Please note that because we typically have a high occupancy rate, room availability can be limited, and we cannot guarantee when a change will be possible or what room types will become available during the year. Please note that during peak times, there may be a delay in response and the team appreciates your continued patience.

We encourage all students who require an accommodation for reasons related to health, gender identity, gender expression, and/or creed/spirituality to thoroughly read through this guide and the relevant form(s) (Residence Health Accommodation Form and/or Non-Health Accommodation Form) to understand the full expectations of submission and limits of the accommodation process. Residence Accommodation Forms can be accessed through the Student Residence and Dining Portal after your residence application has been submitted.

Residence Health Accommodations

If your accommodation request is due to a disability or health condition, you must fill out a Residence Health Accommodation Form (including requests for long beds – taller than 6’ 4”). You will need to have your form filled out by your healthcare provider (e.g., family doctor, psychologist). It helps us to better understand your needs if your healthcare provider can provide examples of how the functional impact of your disability or condition is specifically addressed by the requested accommodation. Please note that disclosure of a diagnosis is optional and is not necessary to receive accommodations in residence.

Residence Non-Health Accommodations

Requests based on gender identity and/or gender expression

We are committed to supporting all students in feeling safe and welcome in their residence community and will support students with requests based on gender identity and/or gender expression. Most residence buildings and floors are open to students of all gender identities.

Creed/spiritual based requests or needs

Creed/spiritual based requests or needs will be considered by our Residence Admissions team. It helps us to better understand your needs if you can provide as much information as possible about why the requested accommodation meets your need/functional impact. If there is any additional information required based on what you have provided, we will contact you via your Queen’s email.

You must complete your residence application before you can access the Residence Health or Residence Non-health Accommodation Form.

To complete your residence application, log in through the Student Residence and Dining Portal

Residence Health Accommodations

1. Navigate to the Residence Health Accommodations page of the residence application
2. Click "I plan to submit a health accommodation"
3. Complete your residence application.
4. Go back to the home page of the Student Residence and Dining Portal.
5. Click on the "Health Accommodation Form" icon.
6. Download the Health Accommodations form (PDF).
7. Take the PDF to your healthcare provider and discuss your accommodation requirements for living in residence with them. Once you have done this, ask them to complete the form, sign it, and stamp it with their office stamp. It is your responsibility to ensure the form is completed in full by the healthcare provider and you understand the specific information and accommodations that have been identified on your form. If a stamp is not available, you may upload a copy of the healthcare provider’s letterhead as an additional document.
8. Upload the PDF through the Student Residence and Dining Portal in the same place you downloaded it through the Health Accommodation Form icon. You may also choose to upload supporting documentation under the “Supporting Documentation” icon.
   1. Click "File"
   2. Select the file you wish to upload. Please ensure your PDF is not password protected at the time of upload as we will not be able to open the document.
   3. Click "Upload"
   4. Your file is uploaded
   5. Click "Finish" to submit the documentation

We are only able to accept Residence Health Accommodation Forms in PDF format which have been uploaded through the Student Residence and Dining Portal.

Residence Non-Health Accommodations

1. Navigate to the Non-Health Accommodations page of the residence application
2. Click “I plan to submit a non-health accommodation”
3. Complete your residence application.
4. Go back to the home page of the Student Residence and Dining Portal.
5. Click on the “Non-Health Accommodation Form” icon.
6. Download the Residence Non-Health Accommodations form (PDF).
7. Complete the form
8. Upload the PDF through the Student Residence and Dining Portal in the same place you downloaded it through the Non-Health Accommodation Form icon.
   1. Click "File"
   2. Select the file you wish to upload. Please ensure your PDF is not password protected at the time of upload as we will not be able to open the document.
   3. Click "Upload"
   4. Your file is uploaded
   5. Click "Finish" to submit the documentation

We are only able to accept Residence Non-Health Accommodation Forms in PDF format which have been uploaded through the Student Residence and Dining Portal.

Gender Identity, Gender Expression

Under the Ontario Human Rights Code, discrimination and harassment because of gender identity or gender expression is against the law. Everyone should be able to have the same opportunities and benefits and be treated with equal dignity and respect including transgender, transsexual and intersex persons, cross-dressers, and other people whose gender identity or expression is, or is seen to be, different from their birth sex.

To complete the form:

1. Indicate why you are requesting an accommodation. The more information we have, the easier it is for us to understand the nature of your request and provide you with an appropriate accommodation, however, you are only required to provide as much information as you feel comfortable sharing.
2. Gender identity and gender expression requests may require follow-up information to ensure room placements fit specific needs. If this is necessary, the Residence Admissions team will contact you directly.

Creed/Spiritual

The Ontario Human Rights Code does not define creed. Understandings of creed and what are considered creed-based beliefs and practices evolve over time, as do forms of discrimination based on creed. The OHRC has, however, adopted the following definition of creed:

Creed is interpreted to mean "religious creed" or "religion.” It is defined as a professed system and confession of faith, including both beliefs and observances or worship. A belief in a God or gods, or a single supreme being or deity is not a requisite.

• Religion is broadly accepted by the OHRC to include, for example, non-deistic bodies of faith, such as the spiritual faiths/practices of Indigenous cultures, as well as bona fide newer religions (assessed on a case by case basis). Creed includes Indigenous Spirituality.
• The OHRC does not define “Indigenous Spirituality” in recognition of Indigenous peoples’ right to define and determine this for themselves.
• The OHRC recognizes the diversity of beliefs and spiritual practices among Indigenous peoples.
• Creed does notinclude secular, moral or ethical beliefs or political convictions.

To complete the form:

1. Indicate the accommodation need. We recognize that different people practice and experience faith and spirituality in different ways, and that commonly used labels do not always fully articulate the ways in which someone practices or observes their faith/spirituality. As such we do not make assumptions about specific needs based on what may to you be an obvious term (e.g., Christian, Muslim, Jewish). Instead, we invite you to share as much information relevant to your accommodation as you feel comfortable doing. The more information we have, the better we can understand the nature of your request.

Next Steps

1. You will receive an automated email to let you know that we have received your Residence Accommodation Form. The Residence Admissions team will assess your request. Our team may reach out to ask for more information or clarification. If you do not receive an automated email within 20 minutes, please check your junk mail and then contact reshouse@queensu.ca.
2. You will receive an email from the Residence Support Coordinator when your accommodation request has been reviewed, typically within two weeks of submission. Depending on the time of year and the number of submissions, a review may take longer. The email will let you know what accommodation(s) you have been approved for or ask for additional information. If your approved accommodation requires manual placement, we will inform you.
3. If a Queen’s email has been assigned to you will be contacted at your Queen’s email address. You will be notified when your Queen’s email is available, typically in early to mid-June.
4. First-Year students: You will receive an email in early July indicating your self-selection date.
5. First-Year students: Room self-selection will take place in mid-July. You will have access to rooms that meet your approved accommodation.

For incoming First Year students starting in Fall 2025
If your Residence Accommodation Form (health and/or non-health) was submitted by June 2, 2025, at 4 pm ET, you will receive an email from our office no later than June 27, 2025.  
If your Residence Health Accommodation Form was submitted after June 2, 2025, at 4 pm ET we will attempt to review your form prior to self-selection and/or move-in, however this cannot be guaranteed.

The timeline for response to accommodation requests can vary depending on the time of year. We ask that you be patient during the process. 

Health accommodations: require a healthcare provider completed Residence Health Accommodation Form available through the Student Residence and Dining Portal.

You will need to have your Residence Health Accommodation Form filled out, stamped and signed by a healthcare provider (e.g., family doctor, psychologist, etc.). We recommend this is done by a healthcare professional whose training and experience allows them to comment knowledgably on your required accommodations. It helps us to better understand your needs when the healthcare provider provides examples of how the functional impact of your disability, diagnosis or condition is specifically addressed by the requested accommodation. Please note that disclosure of a diagnosis is optional and is not necessary to receive accommodations in residence.    

We are unable to review requests that don’t include the Residence Health Accommodation Form (for example, requests that include supporting documentation only).

We review accommodation requests that are required to meet specific functional impacts stemming from your health condition. Needs must be explicitly identified, and the Residence Admissions team will identify which rooms in our inventory can meet your requirements.

Gender identity/gender expression requests: we rely on students to self-report. You may choose to submit information from a healthcare provider, but this is not mandatory.

Creed/spiritual accommodation requests: we rely on students to self-report. You may choose to submit documentation from a faith leader etc., but this is not mandatory.

1. What accommodations do you provide?

Residence provides a number of room types and features for students with approved health or non-health accommodations. These include one or more in combination:

• Carpet-free rooms
• Single rooms
• Single rooms with private washrooms
• Single rooms with semi-private washrooms
• Accessible single rooms with accessible washrooms
• Rooms in buildings with single-user washrooms
• Rooms on the first floor or with elevator access
• Rooms on main/west campus for mobility reasons
• Long bed
• Visual alarms
• Bed shakers

2. What sorts of accommodations would not be provided?

The accommodations we provide are listed above. Through the Residence Accommodations processes we do not:

• Grant requests to be in/near certain residence/campus buildings.
• Guarantee a specific living environment (e.g., quiet, social) within residence. Residence is a high-density living environment and, for example, requests to be on a “quiet floor” or in a “quiet building” are not ones that we are able to accommodate through this process. Students looking for a quieter environment may wish to consider selecting the Study Floor Community as part of the application process.
• Grant requests to be paired with another student in a Single Plus suite or placed on the same floor/ in the same building as another student.

3. What health conditions are listed on the Residence Health Accommodation Form?

• Brain Injury (concussion, stroke, etc.)
• Chronic Medical Condition (epilepsy, diabetes, chronic pain, autoimmune, migraines, etc.)
• Sleep Disorder (sleep apnea, sleepwalking, sleep talking, severe snoring, night terrors, insomnia, etc.)
• Neurodevelopmental Disorder (ADHD, Autism, Tourette’s, tics, etc.)
• Mental Health Disability (mood/anxiety disorder, bipolar affective disorder, PTSD, etc.)
• Learning Disability or specific Learning Disorder
• Allergies (anaphylaxis, scent)
• Mobility related Disability or Injury (paraplegia, muscular dystrophy, cerebral palsy, injury necessitating the use of crutches or wheelchair, etc.)
• Sensory Disability (hearing impairment, deaf, hard of hearing, blind or low vision, etc.)
• Height (taller than 6ft 4 in)
• Diagnosed health condition requiring a washroom accommodation such as Crohn's Disease, IBS, Colitis, etc.
• Diagnosed health condition (e.g., phobia or allergy) that would impact living in proximity to a Service Animal

The list above is not exhaustive. If your health condition is not listed, you may still submit a Residence Health Accommodation form for review.

4. I am not sure if I need to submit an accommodation form.

Please connect with our Residence Support Coordinator If in doubt, submit a Residence Health Accommodation Form.

Please note: to be eligible for a long bed you must be 6’ 4” or taller and you must submit the Residence Health Accommodation Form.

5. Can I complete the residence health accommodation form myself?

Forms must be completed by a registered healthcare professional. In addition, forms must be signed and stamped by the healthcare professional. Where a stamp is not available, please ensure you also upload a copy of the healthcare professional’s letterhead.

6. How will my accommodation request be reviewed?

We review all accommodation requests. If we are unable to approve the accommodation based on the provided documentation, we may ask for more information. We do not guarantee that all requests will be approved – for example, but not limited to

• if you miss the deadline
• the functional impacts are not adequately specified
• the requested accommodation is outside the scope of what we provide and/or
• the provided information is incomplete.

Forms submitted without a stamp, signature, or where the functional impact is left blank will be considered incomplete and will be returned. The submission date will be set as the date that a completed form is received.

• Forms that are re-submitted prior to the deadline with changes to the requested accommodations will be reviewed prior to self-selection.
• Forms that are re-submitted after the deadline with changes to the requested accommodations will be reviewed, typically within two weeks of submission. Depending on the time of year and the number of submissions, a review may take longer. As a result, amended forms received after the deadline may not necessarily be reviewed prior to self-selection and/or move-in.

7. What happens if I submit my accommodation request after the application deadline?

We will review all accommodation requests regardless of when they are submitted. However, we cannot guarantee in the case of late submissions that we will be able to process your request prior to self-selection or that you will have access to a room that meets your approved accommodation prior to move-in, or at any later point. We will continue to offer relevant bedspaces as they become available throughout the year. Please note that because we typically have a high occupancy rate, room availability can be limited, and we cannot guarantee when a change will be possible or what room types will become available during the year.

8. How are accommodations determined?

Residence health accommodations are determined based on the provided documentation outlining functional impacts.

Gender identity and gender expression requests are determined based on your first-person experience of your identity.

Creed/spiritual accommodations are determined in consultation with the Office of Faith and Spiritual Life as necessary.

Accommodations are assessed on a case-by-case basis. 

9. I am requesting a single room with a semi-private washroom and would like to share the washroom with my friend.

Single Plus rooms are not considered multi-occupancy rooms and so you cannot create a roommate group for Single Plus rooms. This extends to students requesting to share a washroom in the context of an approved accommodation. If you wish to share a double room with a friend, you can create a Roommate Group during the application process.

10. Should I submit an Individual Education Plan (IEP) or Psychoeducational Assessment?

No. Please do not submit IEPs or Psychoeducational Assessments. We will not review these documents. If you require academic accommodations, please contact Queen’s Student Accessibility Services by emailing qsas.intake@queensu.ca. Any requirement for accommodation specific to the residence living environment must be submitted on the appropriate residence forms.

11. What do I do if I have a Service Animal?

If you have a Service Animal that will accompany you to class you must register it through Queen’s Student Accessibility Services (QSAS) in accordance with the  Service Animals on Campus Policy. Once you have registered your Service Animal through QSAS you will need to complete and sign the Service Animal Residence contract. Please review the Residence Service Animal Guidelines for more information. You do not need to complete the Residence Health Accommodation Form, unless you require additional accommodations to be reviewed

In support of accessibility, the University may allow Service Animals in training on campus. However, Service Animals in training are not approved to live in Residences until their training is complete. To request permission to bring a Service Animal in training to campus, please contact the Department of Environmental Health and Safety.

If you have a Service Animal that will live with you but not accompany you to classes, you must register it through Residence Admissions.

1. Follow the instructions for submitting a Residence Health Accommodation
2. Upload:
   1. Health Accommodation Form signed by healthcare provider to include information to establish how the Service Animal addresses the Handler’s particular accommodation needs
   2. Documentation showing
      • The name, species and size of the animal
      • Proof of up-to-date vaccination (if applicable) from a registered veterinarian
      • Emergency contact information and/or an alternate caregiver on or near campus for the service animal
3. Once the registration package has been received it will be reviewed by our team. The team may contact the Handler for additional clarifying information to support the request. Once your Service Animal has been approved you will be sent a copy of the Service Animals in Residence Contract and the Handler Responsibilities. The Handler is required to sign and return the Service Animals in Residence Contract prior to move-in.
4. As soon as is practically possible after the move-in date, the Handler is required to meet with their Residence Life Coordinator to review the Service Animal Policy and Guidelines for Queen’s University Residence, the Handler Responsibilities, and the Service Animal Residence Contract.

Please review the Service Animal Policy and Guidelines for Queen’s University Residence, which contains a copy of the Handler Responsibilities and Contract for more information.

12. I have an allergy/phobia of animals – do I need to submit a Residence Health Accommodation Form?

Yes, you should submit a Residence Health Accommodation Form so that we can take your accommodation request into account for room assignment. Please provide as much detail as possible (e.g., animal(s) you are specifically allergic to/have a phobia of)) in order to help us best support you.

13. What washroom types are available?

If you require a washroom accommodation this must be specified on the Residence Health Accommodation Form, with appropriate supporting medical documentation. There are four washroom types across our 18 buildings:

• Private – washrooms are located within the bedroom space for exclusive use of the room occupant.
• Semi-private – washrooms are located between two single plus rooms and are shared between those two students only.
• Single-user – private washrooms, not attached to the bedroom that are shared amongst all students on the floor, with only one student using the space at a time, e.g., a toilet and sink room or a shower room.
• Communal – washrooms are shared by a floor or wing. Multiple private shower and toilet stalls and communal sinks are shared between all students.

14. What rooms will I see during self-selection?

Students approved for an accommodation will typically take part in a separate self-selection. You will have access to a space that meets your approved accommodation. This means:

• You will not necessarily see all room types.
• You will see a range of rooms in a range of residence buildings that can meet your approved accommodation.

In some cases, we may need to manually place students with complex accommodation requirements. We will notify students if this is the case.

15. I want to be in a specific building as it is near my classes/dining hall.

Students approved for an accommodation will be provided with access to rooms that meet their approved accommodation. We do not grant requests to be in/near certain residence/campus buildings.

If you are requesting an accommodation for mobility reasons, please ensure your healthcare provider has completed the relevant section of the Residence Health Accommodation Form.

All residence buildings are within 850m of a residence dining hall. We encourage students to look at their class schedule once they have it in relation to where different buildings are on campus. Whichever residence building a student lives in, there tends to be a trade-off in terms of walk time to different lecture halls and amenities. Consequently, a residence that appears to be located more centrally does not always result in a reduced walk time overall.

16. If I indicate my faith on the residence application, will I be considered for an accommodation?

You must specify what accommodation you are seeking and provide a rationale for the requested accommodation. If you only indicate your faith and do not provide any additional information, this is considered incomplete and  you will not be considered for an accommodation. Requesting an accommodation is not a guarantee that it will be met.

17. My request does not fall under health/gender identity, gender expression and/or creed/spirituality. What should I do?

Please contact the Residence Support Coordinator at residencesupport@queensu.ca.

18. What do I do if I have a dietary requirement and does this impact my space in residence?

All residence dining halls, (Ban Righ and Leonard on main campus and Jean Royce on west campus) can accommodate students with dietary needs. Students with dietary requirements must complete the Food Allergy and Dietary Need Form, accessed through the Student Residence and Dining Portal.

Questions about dietary accommodations can be directed to dietitian@queensu.ca.

19. Can I move in early?

We typically offer an early move-in option on a first-come, first-served basis. More information about the availability of early move-in and registration details will be sent in late Summer.

20. I have a family member/supporter with a disability – can they visit me in residence?

Please contact the Residence Admissions team if you have a parent, guardian, or sibling with a disability such as mobility, vision or hearing impairment that may require accommodation when visiting your residence building.

21. How does the role of the parent/supporter/caregiver change from High School to post-secondary?

The role of the parent/supporter/caregiver changes from leading to supporting. Parents don’t need to be involved in the accommodation process. This is an opportunity for the student to self-advocate for their needs and as such we encourage parents/supporters/caregivers to empower their student to take the lead in the accommodations process. Our team is able to speak with you only if your student has given their direct consent for us to speak with you about their accommodation request.

22. How do I know my information will be kept private?

Residence Admissions maintains student confidentiality. Information obtained will not be released without your consent, with the exception of cases where there is a concern of potential harm to self or others. Information provided to Residence Admissions will remain between you and the office. Residence staff may be informed of the required accommodations, not the reason for which you are receiving those accommodations, to aid them in the execution of providing support to you.

Personal information collected from applicants will be held and used in accordance with the Freedom of Information Protection of Privacy Act (FIPPA) and other applicable legislation, including the European Union’s General Data Protection Regulation (GDPR) and is used for the purpose of university activities. More information on our privacy policy, including tracking of web interactions, can be viewed on the Records Management and Privacy Office website.