Documentation must be completed by an appropriately credentialed professional, such
as a health care provider, psychologist, licensed counselor, etc. on their official
letterhead. Diagnoses of Learning Disabilities must be accompanied by copies of the
All documentation must be on the professional’s official letterhead and include the
- The date the document was completed;
- A diagnostic statement identifying the disability, including the date of the original
- A current description of how the disability impacts one or more of the student’s major
life activities and that supports the need for accommodations;
- A description of the frequency and expected progression or stability of the disability
- Treatment, medications, and/or assistive devices currently in use;
- A description of what accommodations have previously been helpful for the student
and any recommendation for accommodations (i.e. extended test time, flexibility in
attendance, alternative format textbooks, gluten-free meals, etc.); and
- The name, signature, and credentials of the diagnosing professional with relevant
experience who has no personal relationship with you.
Examples of appropriate documentation:
- A letter from your health care provider on their letterhead that contains all the
requested information above;
- Neuropsychological, psychoeducational, and medical evaluations; or
- Audiograms, eye exams, etc.
The following documentation is not adequate for determining accommodations:
- A brief note from a physician or health professional that simply provides a diagnosis
without offering supporting documentation. This includes notes written on a prescription
pad, as well as aftercare instructions;
- Evaluations that identify “challenges” but do not specifically diagnose a disability;
- Documentation that is outdated, incomplete, or does not clearly define the functional
limitations of the disability;
- Individual Education or 504 Plans; or
- Documentation of accommodations from a previous institution of higher learning.
Supplemental documentation, such as medical reports, psychoeducational testing, IEP’s
and 504 Plans, or other relevant documents, may be submitted upon request from the
OAS. These documents may also serve as an appropriate starting place for discussions
about accommodations with the OAS. A request for additional documentation, as well
as further evaluation, may also be discussed to assist in the authorization of accommodations.
All documentation will be kept confidential. Limited information, when needed for
legitimate educational interest, is released and/or discussed on a need-to-know basis
and is subject to FERPA guidelines. Outside the FERPA guidelines, no information will
be released and/or discussed without consent from the individual.
It is the responsibility of the student to ensure that the documentation submitted
is appropriate and meets these guidelines. The Office of Accessibility Services reserves
the right to determine whether submitted documentation supports the need for reasonable
accommodations. Some accommodation requests may require additional documentation. If
you have any questions regarding acceptable or appropriate documentation, please contact
firstname.lastname@example.org or 304-367-4543.
Download PDF of the Documentation Policy