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Documentation Guidelines

The guidelines below were developed to assist you in working with your treating professional(s) to prepare the information needed to evaluate your request. If, after reading these guidelines, you have any questions, please contact the Coordinator of Disability Services, Tina Barnes (434) 947-8132.

As appropriate to the disability, the documentation should include the following six elements:

  1. A diagnostic statement identifying the disability, date of the most current diagnostic evaluation, and the date of the original diagnosis.
  2. A description of the diagnostic tests, methods, and/or criteria used.This description should include the specific results of the diagnostic procedures, diagnostic tests used, and when administered. When available, both summary and specific test scores should be reported as standard scores. It would be helpful if the most recent evaluation has been conducted within the past 3 years but discussions can be held to review past documentation and see what may be needed.
  3. A description of the current functional impact of the disability which includes specific test results and the examiner’s narrative interpretation.The current functional impact on physical, perceptual, cognitive, and behavioral abilities should be described either explicitly or through the provision of specific results from the diagnostic procedure.
  4. Treatment, medications, and/or assistive devices/services currently prescribed or in use.A description of treatments, medication, assistive devices, accommodations and/or assistive services in current use and their estimated effectiveness in ameliorating the impact of the disability would be helpful. Significant side effects that may impact physical, perceptual, behavioral, or cognitive performance should also be noted.
  5. The credentials of the diagnosing professionals if not clear from the letterhead or other forms.A brief statement written on a prescription pad from your physician is not sufficient documentation.

All contact information and documentation received is kept in a separate confidential file within the Office of Disability Support Services. No informationconcerning inquiries about accommodations or documentation will be released without written consent.

Documentation provided will be used by The Director of the Learning Resources Center and Disability Services to evaluate requests for accommodations or auxiliary aids. The evaluation process includes a review of the documentation and will generate a list of potentially reasonable accommodations.

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