Certified Medical Hardship Related Directly to the Residence Halls
Please provide the following:
- A completed an Exemption Request Application Form
- A completed Authorization for Release of Medical Information. This form authorizes your physician to release information about you to Angelo State University.
- A detailed letter specifying how your condition impacts your ability to live in the residence halls. Your letter should include this information:
- Your specific condition,
- When your condition was diagnosed (the duration of your condition),
- How you currently manage your condition,
- How living on campus will interfere/prevent/disrupt the treatment of your condition.
If you lived in campus housing for the fall semester, you will need to show that the medical condition developed after the start of the current academic year.
Once we receive your completed application for release/exemption, we will fax a questionnaire to your physician. When we receive the completed questionnaire back from your physician, we will send it to the University Clinic for review. The ASU campus physician may contact your primary care physician to discuss your case. Based upon the information provided by you, your doctor and the campus physician, your request will be granted or denied. If we do not receive a reply from your physician within 10 business days of our sending the questionnaire, your request will be denied.
If your request is denied, you will need to follow the procedure for requesting an appeal.
Housing Exemption Requests: Decision and Appeals Processes
A University Housing Appeals Committee is available to review the decisions of the Office of Housing & Residential Programs when an appeal is made by a student whose request for an exemption has been denied.
If a registration hold has been placed on your record, you will be unable to register for classes until a decision has been reached on your request for exemption. This means that if you submit your request for exemption late, on or near the deadlines dates, or incomplete, you may not be able to register for classes until the next registration period (this period may or may not be prior to the start of the semester).
You should NOT make off-campus housing arrangements until you receive WRITTEN notification from the Office of Housing and Residential Programs that your request for exemption has been approved.
A student who gives false information concerning housing will be subject to disciplinary action, including possible suspension from the University. A student found to be living off-campus without approval from the Office of Housing and Residential Programs will be notified through their ASU student email account to move on campus. If this is not accomplished within ten (10) class days, the Director of Housing & Residential Programs will initiate disciplinary action.
If your request for release/exemption is approved, you will receive written notification stating the reason your request was approved. You will be billed through the date of the approval or the date that you officially check out of your residence hall room. If this date is after the start of the semester, you will be billed for room and board charges through the date that you officially check out of your residence hall room. Room rates are pro-rated on a daily basis and board rates are pro-rated on a weekly basis.
If your request for release/exemption is denied, you will receive written notification of the decision to deny, along with the reason(s) your request was denied. Current students or new students who have received their ASU email account will be notified via that email account. Prospective students or applicants who do not have ASU email accounts will be notified by U.S. Mail.
You may appeal the denial of your request by submitting a written request to the Student Life Office, University Center #112, attention: Chairperson of the Housing Appeals Committee. You can reach the Student Life Office by phone at 325-942-2191 or via fax at 325-942-2126.
Your appeal request should consist of a written statement of why you are appealing the decision as well as any additional or new information that was not included in your original exemption request that you would like to have considered for your appeal. Specific details regarding deadlines for submitting the appeal, date of the next scheduled appeals committee meeting, etc., will be included in the denial notification.
If the Housing Appeals Committee upholds the denial of your request for release/exemption, you will be expected to reside in university-owned housing and you will be held financially responsible for the full duration of your contract. A space in the residence halls will be held for you to uphold the university’s responsibility to the contract.
If the Housing Appeals Committee approves your appeal, the committee chairperson will notify Housing & Residential Programs of the approval. You will be expected to follow the procedures to schedule and complete a proper check-out of your assigned room with your hall staff. Any required room and/or board charges (if applicable) will be pro-rated based on the date that you complete your proper check out.