Documentation Guidelines

Students in higher education are required to self-disclose their disabilities to formally request accommodations. This includes submitting appropriate diagnostic documentation of these disabilities. Diagnostic documentation must come from a licensed practitioner eligible to diagnose and treat this condition.

The rationale for seeking information about a student’s condition is to support the higher education professional in establishing disability, understanding how disability may impact a student, and making informed decisions about accommodations. Professional judgment is an essential component of this process (AHEAD, 2024).

Diagnostic documentation of a disability should include:

• Documentation must be on letterhead
• Name and qualifications of the treating professional
• Names of any diagnostic tests or tools administered
• Test results and summary report, diagnosis, and prognosis
• Statement of how the disability impacts the student’s academic performance (strongly recommended)

The ADRC is unable to accept disability information presented on a prescription pad or a document with no identifying information about the health care provider.

The ADRC may be able to use patient portal documents if they include diagnosis and prognosis. 

A letter with no disability diagnosis will not be accepted (e.g. illness, condition, disability)

The ADRC has created our Treating Professionals Disability-Diagnosis Form (pdf) for providers who would like a template for information we are seeking. 

The ADRC reserves the right to request updated or additional documentation as needed to determine appropriate accommodations.

When complete documentation is not available, ADRC staff may utilize the student self-report and exercise professional judgment to determine a student’s eligibility for services and assign temporary accommodations.

Rating letters that include a diagnosis will be considered.  We are unable to accept a rating letter that does not include what you are rated for.

• Audiological Reports – deaf, hard of hearing
• ENT Reports – hearing loss, tinnitus, Meniere’s disease
• Ophthalmological Reports – blind, visually impaired
• Psychological or Neuropsychological Reports – traumatic brain injury, learning disabilities, mental health disorders, intellectual or developmental disabilities
• Psychiatric Reports – ADHD, mental health disorders
• Special Education Testing (to determine IEP/504 eligibility) – See Psychological or Neuropsychological Reports; must include the most recent Full Individual Evaluation (FIE) or comprehensive individual assessment conducted by the professional or specialist in that disability area.
• Medical Specialist Reports – as appropriate for the disability

• Services may be granted for up to one semester based on the student self-report and any documentation provided.
• Updated documentation will be required if the student continues to seek accommodations.
• This information will be provided in the follow-up, welcome to ADRC email.