Medical Need for Air Conditioners

ACCOMMODATIONS FOR AIR CONDITIONING

Due to the generally mild climate in Haverford, PA, most residence halls do not have central air conditioning. Students with allergies or asthma generally do well in this environment without any special arrangements. However, the College will accommodate students with a documented need for air conditioning due to a disability or medical condition.

 Newthisyear

Starting Fall 2014, Haverford will begin transitioning to a new air conditioning accommodation policy, as the Office of Disabilities Services takes a more active role in coordinating housing accommodations. We thank you in advance for your understanding and cooperation as we make this transition.

For the 2014-2015 academic year, returning students who have previously been approved to use air conditioning units will not be charged installation fees. In addition, the College will provide AC units and installations free of charge to new incoming students who are eligible to receive air conditioning as an accommodation for a disability. Installation of the AC unit will occur at the beginning of the Fall semester and the unit will remain in place until the end of the Spring semester. Please see more detailed information below.

 Beginning with requests for the 2015-2016 academic year, all requests for housing accommodations will go through the Office of Disabilities Services, which will coordinate with the Office of Residential Life. All students requiring housing accommodations will need to submit the new “Housing Accommodation Request Form” before the Spring Room Draw process begins and follow new guidelines for appropriate documentation. This will allow the College to better meet students’ needs for residential modifications through more streamlined collaboration between offices. Please see more detailed information below.

 RETURNING STUDENTS – FALL 2014

 Just as in previous years, returning students who wish to receive air conditioning must request this accommodation and provide appropriate documentation of such need. Documentation should (1) come in the form of a letter from a doctor qualified in the disability area, (2) be written within the last 6 months, and (3) specifically state and explain the student’s need for air conditioning. A new letter is required each year that a student wishes to use an air conditioning accommodation, and AC will not be installed or turned on without it. Documentation should be sent to the Office of Disabilities Services (hc-ods@haverford.edu) or the Office of Residential Life (hc-reslife@haverford.edu or fax: 610.896.4960).

Returning students who have been given permission to have air conditioning, with the exception of those living in Tritton and Kim Halls, must provide their own unit or request an AC unit and follow the instructions below to have Haverford’s Facilities Management Office install the unit.

Acceptable Types of AC Units:

  • All residence halls except for Gummere Hall can accommodate the need for air conditioning, although in different ways.
  • Students housed in Tritton and Kim Halls do not need an AC unit since these halls have central air capabilities.
  • In the North Dorms (Comfort, Jones, and Lunt):  Only portable (roll-in type) air conditioner units with “auto-evaporative technology” are functional and permitted. “Auto-evaporative technology” allows the unit to be operated continuously without needing a condensate tank to be emptied. Portable (roll-in type) air conditioner units must be 110 – 120 volt, equipped with “auto-evaporative technology” and have a maximum capacity of 8,000 BTUs.
  • In all other dorms (except Gummere):   Only window air conditioner units are permitted. Window air conditioner units must be 110 – 120 volt and have a maximum capacity of 5,000 BTUs.

 Installation:

Installation will not be permitted until we have received the required documentation.

  • For safety and security reasons, only Facilities Management staff may install air conditioners. Students who install or who have others install an air conditioner for them will be fined a minimum of $50.00 (each day AC unit remains in the window) plus any additional damages resulting from the unauthorized installation.
  • Students who have been approved to use an air conditioner and have brought their own AC unit must make arrangements with the Facilities Management Office to have trained College staff install the unit per the following procedure:

  1. Carry your unit into your room.
  2. Remove unit from box.
  3. Place unit below the window where you are requesting it be installed.
  4. Email Facilities Management at facilities@haverford.edu and request installation of your unit.
    1. Please be sure to include your name, your residence hall/building name, room number and contact cellphone #, in case we need to reach you.
    2. Facilities Management’s hours are Monday – Friday and Move-In Weekend, 7:00AM to 3:30PM
  5. Facilities Management will install your unit either the day of your request or the next working day depending on the time of the request.

  • The unit will remain in place until the time the College closes for the summer break at the end of the Spring semester.
  • There is no charge for the electrical service of air conditioning.

INCOMING NEW STUDENTS – FALL 2014

All incoming first-year students are required to complete the “Housing Questionnaire” before arriving on campus. Students must make note on their Housing Questionnaire form if they need any kind of special housing considerations (e.g., accessible bathroom, carpet-free, first-floor room, air conditioning, etc.) even if they have been in touch with other offices.Students who are unsure if they qualify for or want a housing accommodation should still make note on their housing questionnaire of any special consideration or accommodation they might require. The Office of Residential Life will help you determine the best housing options and advise you on how to go about securing housing that meets your needs.

Students must provide appropriate documentation of their need for an accommodation to the Office of Disabilities Services (hc-ods@haverford.edu) or the Office of Residential Life. For students entering in Fall 2014, documentation for accommodation for air conditioning should (1) come in the form of a letter from a doctor qualified in the disability area, (2) be written within the last 6 months, and (3) specifically state and explain the student’s need for air conditioning.

The College will provide AC units, install them at the beginning of the Fall semester, and the unit will remain in place until the time of closing of the College for the summer break at the end of the Spring semester. There is no charge for the electrical service of air conditioning.

ACCOMMODATIONS FOR THE 2015-2016 ACADEMIC YEAR

All students seeking housing accommodations (including air conditioning) for the academic year 2015-2016 will need to follow the new guidelines and procedures. The Office of Disabilities Services will contact students currently receiving housing accommodations in February before the 2015 Spring Room Draw process begins and provide them with the “Housing Accommodation Request Form”. Students must complete the form and submit appropriate documentation following new guidelines to the Office of Disabilities Services by March 1st (hc-ods@haverford.edu). We will also provide this form upon request to students who have not previously received housing accommodations.

  • Current students with a documented need for air conditioning are expected to participate in Room Draw since this does not substantially limit their choices. It is the student’s responsibility to select housing in a residence hall that can accommodate this need. The Office of Residential Life is always happy to talk with any student who has questions about selecting their housing and how best to go about securing housing that meets this need.

  • All residence halls except for Gummere Hall can accommodate the need for air conditioning but in different ways. It is up to students to familiarize themselves with this information and the rooms available in the Mid-Year and Spring Room Draws, and make their choices according to what works best for them.

  •  KIM and TRITTON HALLS: There will be a limited number of rooms in a specifically designated zone in Kim and Tritton Halls that will be designated as “air conditioning optional,” meaning air conditioning can be turned on for eligible students. Information about the location of the rooms in this zone will be made available before the Mid-Year and Spring Room Draws. Air conditioning will be turned on in this zone only if there is a medical necessity for it. Please note that air conditioning in these dorms do not allow allow students to control and change the temperature, whereas using AC units in the other dorms does allow the student full control.

  • THE NORTH DORMS (Comfort, Jones, Lunt): Only portable (roll-in type) air conditioner units with “auto-evaporative technology” are functional and permitted. “Auto-evaporative technology” allows the unit to be operated continuously without needing a condensate tank to be emptied.Portable (roll-in type) air conditioner units must be 110 – 120 volt, equipped with “auto-evaporative technology” and have a maximum capacity of 8,000 BTUs. Students have full control over the AC unit temperature settings in their room.

 ALL OTHER DORMS (except Gummere): Only window unit air conditioners are functional and permitted. Only Facilities Management Staff are permitted to install and remove AC units. Window air conditioner units must be 110 – 120 volt and have a maximum capacity of 5,000 BTUs. Students have full control over the AC unit temperature settings in their room.

Questions?

Please do not hesitate to contact us.

The Office of Disabilities Services

Gabriela Moats    Email: hc-ods@haverford.edu

Telephone: 610.896.1324

The Office of Residential Life

Marianne (Smitty) Smith and Nathan Diehl      Email: hc-reslife@haverford.edu

Telephone: 610.896.1298

Last modified: August 26, 2014