Window Air Conditioner Request Form
Due to safety restrictions and electrical load limitations, student provided window air-conditioners (A/C units) are permitted on a limited basis and must be approved by the Director for Student Health Services, Director of Facilities Operations, and the Director for Residential Life (or designees) prior to installation under the following conditions.
- Student has a severe chronic medical condition (e.g. asthma, allergy) that necessitates use of air conditioning.
- Student submits physician verification as explained below.
- The Director for Albion College Student Health Services validates/concurs with the request.
Personal window A/C units are not encouraged and will only be approved if evidence of severe chronic medical condition requiring air-conditioning is presented. Electrical power (amps) per room is limited and not designed for heavy appliances. Not all rooms at Albion College can support the addition of a personal window A/C unit and operation of a personal window A/C unit could limit the number of other electrical items a student will be able to have in his or her room.
The following guidelines must be adhered to by students seeking permission for use of a personal window A/C unit
- Student must have a severe chronic medical condition that necessitates the use of air conditioning.
- Student must complete an air-conditioner approval request form (see attached). Forms are available through the Office of Residential Life.
- Student must submit the completed air-conditioner approval request form to the Office of Residential Life.
- After completing the air-conditioner approval request form, the student must schedule an appointment with the Director for Student Health Services to review the student’s severe chronic medical condition.
- If student is approved to have a personal window air-conditioner, the student must personally provide the unit following the guidelines on the following page. Albion College does not provide window airconditioning units for student residences.
- Albion College Facilities Operations staff will install the window air-conditioner within 5-10 business days after approval is given to the student. Window air-conditioners will not be installed prior to the official approved arrival date of the student for Fall Semester. If approval is received prior to the students arrival on campus, Albion College Facilities Operations staff will install the window air- conditioner within 5 business days after the student arrives on campus.
- Approval for a personal window air-conditioner does not carry over from one academic year to the next. Students must request permission on an annual basis. No air-conditioner units will be installed after September 30 during the Fall Semester.
- Albion College Facilities Operation Staff reserves the right to refuse to install or may remove window A/C units if the window A/C unit does not meet the approved specifications or if the student has not been approved to have a window A/C unit. Due to liability reasons, all units must be installed and removed by the Facilities Operations Staff.
Guidelines and requirementsfor personal window air-conditioners:
Units must be a maximum of 6,000BTUs and have a minimum EER (Energy Efficient Ratio) rating of 8. Units must be appropriate for the type of window and come with a window installation kit. Refer to the list below indicating where air-conditioning is already provided, where student owned A/C units are permitted if the student is approved to have a personal unit, and where window A/C units cannot be supported. Also listed is the window type for each building; double hung (up and down) or casement (slide by).
The following student residences are air-conditioned buildings:
- 416 Erie Street Apartments
- The Mae Apartments
- 507 E. Erie Street Apartment
- Munger Apartments
Approved Window A/C units are permitted in the following residential units if a student has received approval because of a severe chronic medical condition and has followed the approval process as described in this document:
- Mitchell Towers
- Seaton Hall
- Whitehouse Hall
- Wesley Hal
Window A/C units WILL NOT be permitted in the following residential units because either the type of window in the building will not accommodate a window A/C unit or the electrical power is not appropriate for a window A/C unit. If a student anticipates requesting permission for a window A/C unit, the student should not participate in the Room Selection Process for the following buildings or understand if assigned to one of the buildings listed below, the student will not be permitted to have a window A/C unit.
- Briton Apts.
- Burns St. Apts.
- Dean Hall
- Ingham Hall
- Fiske House
All window A/C units must be installed and removed by the Facilities Operations staff. If an extension cord is necessary it must be a heavy duty, three wire, 12 awg, appliance rated extension cord and be provided by the student.
A/C units must be removed during winter months (from approximately Thanksgiving Break through Spring Break). An installation charge of $50.00 is required which includes initial installation, removal for winter months and reinstallation for the second half of spring semester and final removal at the end of the academic year. Appropriate storage of the A/C unit is the responsibility of the student. A fee of $50.00 per semester will also be charged to the student in addition to the installation charge in order to offset the cost of the additional energy consumed. These charges will be assessed to student accounts upon approval and installation.
College Board Exemption Petition
Albion College affirms the educational benefits inherent in the residential aspect of the undergraduate experience, and as such, requires all students to reside and board within the College residential system. Automatic exemptions to the board policy are granted to students who fall under one of the following categories:
- Apartment residents (Burns Street, Briton House, 416 and 507 Erie Street Apartments, Mae Harrison Karro Residential Village, and Munger Apartments).
- Dean Hall residents.
- Fraternity Members boarding with Fraternity Houses.
- Students not residing in College-owned housing.
Students who do not qualify for automatic exemption may submit a Board Exemption Petition based on extreme or unusual circumstances. Board exemptions are granted for medical purposes only. (See Albion College 2016-2017 Student Handbook, page 83-84).
Instructions for Petitioning for Board Exemption:
- The student receives the petition from the Office of Residential Life. The application is divided into two sections. The first section requests general information that the student completes. The second section contains a form that requests the appropriate documentation of conditions to support the request. The second section must be completed by a physician or an appropriate professional with knowledge of the condition or need that is the basis of the request and the student’s condition, but who is not related to the student. Both sections must be submitted together.
- The student returns the completed petition (both section 1 and 2) to the Office of Residential Life. The Director for Residential Life distributes the petition to the Board Exemption Petition Review Committee.
- The Board Exemption Petition Review Committee is made up of the Director for Residential Life, the Director for Student Health Services, and the Director for Dining and Hospitality Services. Other Albion College staff may be consulted when reviewing petitions for Board Exemption. The committee may refer the student to other college staff and/or resources for additional information.
- The student will be contacted to meet with the appropriate office (Student Health Services and/or Dining & Hospitality Services) to determine and validate the medically-supported condition that may warrant an exemption from the college’s board plan.
- Please allow at least three weeks for processing of your petition from the time your petition is submitted—during this time you should meet with both the Director for Student Health Services and the Director for Dining and Hospitality Services.
- After the completed petition is reviewed, a decision letter will be emailed to the student. The maximum length of approval for Board Exemption is one academic year. Petitions for Board Exemption must be reviewed each year. Petitions based on financial or convenience concerns will not be considered.
Petition for Special Housing Accommodation: Medical Single
A limited number of rooms have been designated as single occupancy (based on square footage) and these single rooms are primarily available in Wesley, Whitehouse, and Ingham Halls. After these spaces are exhausted, most other medical singles will be assigned in Seaton Hall. Approval of petitions for these rooms will be based on the Medical Single Room Petition Committee’s ruling on the establishment of need. Priority is given to students who need a room based on a medical condition (including allergies which require a special housing accommodation), an emotional or psychological reason, and/or a learning disability.
Students must reapply every year for a medical single room. Students who were approved for a medical single room during the 2016-2017 academic year in the form of a single occupancy room are not guaranteed approval for a special housing accommodation from one academic year to the next. Please Note: There is an additional cost per semester for a medical single room. Because of the limited number of single occupancy rooms, students are strongly encouraged to find a roommate(s) and participate in another phase of the Room Selection Process while waiting to learn if they will be assigned a single room.
The attached petition is divided into two sections. The first section requests general information that the student completes. The second section contains a form that requests the appropriate documentation of conditions to support the request, specifically the following information:
- The diagnosis of condition and the date of diagnosis.
- The list of symptoms of condition and severity.
- Explain current medications, therapy, or treatments currently in use to control symptoms and the current degree of effectiveness as related to this petition.
- The list of any factors in the student’s living environment that impact the severity of the symptom picture and expected outcome.
- Suggestions for any living accommodations that may assist the student in dealing with symptoms.
The second section must be completed by a physician or an appropriate professional with knowledge of the condition or need that is the basis of the request and the student’s condition, but who is NOT related to the student. You must also submit a note from the appropriate physician on their professional letterhead. Both sections and the note must be submitted together (by the student) by the deadline established on the petition.
It is also suggested that students who regularly participate in Albion College’s support services, sign a release of information form with the appropriate department in which the student is a regular client (for example, Student Health Services, Counseling Services, Learning Disability Services) so that the College staff who serve on the Medical Single Room Petition Committee may discuss the applicant’s request with the support service Director familiar with a student’s situation.
Documentation supporting a request will be reviewed by the Medical Single Room Petition Committee. All information is considered confidential and will be reviewed and discussed for the sole purpose of this petition process. Listed below are some of the factors we consider when evaluating housing requests.
Severity of the Condition:
- Is there a negative health impact that may be permanent if the request is not met?
- Is the request an integral component of a treatment plan for the condition in question?
Feasibility and Availability:
- Is space available that meets the student's needs?
- Are there other effective methods or housing configurations that would achieve similar benefits as the requested configuration?
Petition for Special Housing Accommodation: Residency in Non-College Owned Housing
- Albion College affirms the educational benefits inherent in the residential aspect of the undergraduate experience, and as such requires all students to reside and board within the College residential system. Therefore, living in housing not owned by Albion College is an exception to this residency requirement.
- Requests for special housing accommodations should be submitted as part of the Room Selection Process. If a student has specific conditions that require a non-College owned special housing accommodation, the student must complete this petition. Students must describe the specific details for the type of housing accommodation the student needs and the reasons for needing to live in non-College owned housing.
PLEASE NOTE: if a student is seeking to live in non-College owned housing and does NOT have a medical reason or condition to support their petition, they must complete section 1 and then attach a thorough statement as to why they need these special accommodations.
- Documentation supporting a request will be reviewed by the Special Housing Accommodation committee. All information is considered confidential. Listed below are some of the factors considered when evaluating housing requests.
Students who were approved during the 2016-2017 academic year to reside in Non-College Owned housing are not guaranteed approval from one academic year to the next. A petition to reside in Non-College Owned housing must be reviewed by the Special Housing Accommodation Committee on an annual basis.
- The opportunity to live in housing not owned by Albion College is an exception to the requirement that all students reside in College housing. You are advised not to enter into a lease agreement unless you first receive written notification that your petition has been approved.
- Students are advised to consult with the Albion College Financial Aid Office to learn how his/her/their financial aid status may change if the student is approved for a special housing accommodation to reside in Non-College Owned Housing.
- Students approved for a special housing accommodation to reside in Non-College Owned housing are responsible for their behavior and also to the greater community in which they live. These responsibilities include procuring Non-College Owned housing, maintaining rental agreements, showing consideration and respect to neighbors, and assuming responsibility for observance of all College policies and local, state, and federal laws. If the College becomes aware of student behavior which is offensive to neighbors or is in violation of College policy including breaking the law, regardless of the reasons, the approved petition for special housing accommodation to reside in Non-College Owned housing may be revoked by the College and the student may be required to immediately return to College owned housing.
- Students who are granted permission to live in non-College owned housing are responsible for additional fees. Please visit the accounting webpage for current and accurate fee amounts.
Petition for Special Housing Accommodation: Residency Exemption
Albion College affirms the educational benefits inherent in the residential aspect of the undergraduate experience, and as such requires all students to reside and board within the College residential system. Exemptions to the residence policy are granted to students who fall under one or more of the following categories:
- Commuters, defined as students who reside with their parents or legal guardians not more than 25 miles from the Albion College campus. The residence must be with parents or guardians, not other relatives. The petition must be accompanied by evidence that the address given is the bona fide principal residence* of the parents or guardians and has been for at least five years. That should include, at a minimum, a copy of an assessment notice showing that the property is assessed as the principal residence of the owner, and evidence of ownership for the required time. If parents or guardians have changed their principal residence within the five-year period, there must also be evidence of sale of the previous residence. If the parents or guardians rent, and do not own, their residence, copies of leases reflecting the necessary continuous period of occupancy must be provided. Further corroborating information may be required in the discretion of the residential life staff.
- Married students.
- Students with legal dependents, residing with the student.
- Students age 23 or older before the start of the Fall semester classes (housing can be provided if desired).
- United States military veterans.
Petition to apply for one of the exemptions must be made on a form available at the Office of Residential Life, with supporting documentation as required in the instructions with that form.
*"Principal residence" means the one place where an owner of the property has his/her/their true, fixed, and permanent home to which, whenever absent, he/she/they intends to return and that shall continue as a principal residence until another principal residence is established.
- Other Albion College Departments may be consulted when reviewing petitions for residency exemption.
- Students must complete a petition for residency exemption for each academic year. Approval of residency exemption does not carry over from one academic year to the next.
- Students are advised to consult with the Albion College Financial Aid office to learn how his/her/their financial aid status may change as a commuter.
- Once a student is approved for residency exemption, the student will be removed from any room assignment on campus for the 2017-2018 academic year.
- If the Office of Residential Life learns that a student has submitted false information on the petition for residency exemption or violation of the Albion College residency policy, it may result in judicial action including housing costs being billed to the student’s account.
- Students approved for residency exemption are responsible for their behavior and also to the greater community in which they live. These responsibilities include showing consideration and respect to neighbors, and assuming responsibility for observance of all College policies and local, state and federal laws. If the College becomes aware of student behavior which is offensive to neighbors or is in violation of College policy including breaking the law, regardless of the reasons, the approval for Residency Exemption may be revoked by the College and the student may be required to immediately return to College owned housing.
- Residents that are approved for residency exemption are responsible for additional fees. These fees can be found on the accounting website.