University of Central Florida Automates Emotional Support Animal (ESA) Housing with StarRez Integration

Meeting Students Where They Are: Improving ESA Housing Access

As the conversation around emotional support animals (ESAs) continues to evolve across higher education, the University of Central Florida (UCF) has emerged as a leader in simplifying the ESA housing approval process through thoughtful integration and automation between StarRez and Accessibility Information Management (AIM) software and collaboration with the Student Accessibility Services team.

"Our goal is to make campus housing a home for students," says Elijah Mizell, Application Systems Analyst at UCF. "That means finding a way to meet accommodation needs in a way that's both seamless and supportive.”

Combating Complex, Cumbersome Approval Workflows

Before process redesigns took place, ESA accommodations at UCF were largely managed through manual systems. Students would initiate contact via email, navigate fragmented requirements, and face prolonged wait times for approvals. Meanwhile, Residence Life staff had little visibility into which students had ESAs or when they were approved.

"Before, ESAs weren't even listed on resident’s bookings. There was confusion; RAs weren't sure which animals were approved. It was unclear when an ESA became active, or which cat belonged to which resident."

- Elijah Mizell, Application Systems Analyst, University of Central Florida

This lack of clarity slowed down roommate communication, room change decisions, and compliance efforts, creating unnecessary strain on both staff and students.

The Solution: Automating ESA Data Flows Through StarRez

UCF partnered with its Student Accessibility Services (SAS) team and integrated their Accessibility Information Management (AIM) system with StarRez using the StarRez S3 ImporterTool. This allowed data from approved ESA requests to automatically populate into the housing system, complete with pet photos and identifiers.

"Once SAS approves an ESA, we now have it reflected in StarRez almost immediately includes uploading a picture of the animal, which removes ambiguity. It’s a game changer."

- Elijah Mizell, Application Systems Analyst, University of Central Florida

The integration required collaboration between technical teams to define what data to share, ensure compliance with privacy expectations, and make the information actionable without overloading housing staff.

The Benefits: Faster Approvals, Clearer Communication

With automation in place, ESA approvals that once took months now take as little as two weeks.

"We went from a 6-7 step, months-long process to a largely automated workflow," Mizell shared. "Now, the only manual task left is adding the ESA to the student's first booking."

Key improvements include:‍

• Clearer Occupancy Graphs and Dashboards: Staff can instantly see which bookings include ESA occupants, enabling residential staff to have more oversight within their communities.

• Fewer Delays: Roommate concerns are addressed during room selection rather than after move-in, resulting in better placements and fewer reassignments.

• Decreased Accommodation Volume: The number of housing accommodations dropped from around 300 to 88 in one year, due in part to improved communication and accurate eligibility screening.

• Enhanced Student Experience: Students work directly with SAS, reducing stigma and unnecessary disclosures.

"Managing ESAs in StarRez has become a one-stop shop for students needing any type of support, and we’ve eliminated the need for housing staff to interpret medical documents."

- Elijah Mizell, Application Systems Analyst, University of Central Florida

Collaborating Across Departments: Housing and SAS in Sync

One of the most transformative changes was how UCF’s housing and accessibility teams began working together more closely.

"The integration wasn’t just technical," said Mizell. "We had standing meetings with the SAS team, working through what information made sense to passover. It created this really respectful, effective partnership."

That partnership extended beyond data. SAS gained deeper insight into housing layouts and availability, while the housing team learned more about how to support student wellness. This mutual understanding improved case management, student interactions, and even roommate matching.

Looking Ahead: A Model for Modern ESA Management

As institutions continue to expand their inclusive housing offerings, UCF offers a blueprint for ESA management that balances compassion with operational efficiency.

"This is your home," Mizell emphasized. "Our job is to make it work for you, as long as we have the space, we will do everything we can to accommodate you."

By automating workflows, integrating key systems, and centering the student experience, UCF has not only improved its ESA approval process, but it has also raised the bar for inclusive campus living.

Want to learn more? Request a Demo to see how StarRez can support your Emotional Support Animals process.