Documentation Guidelines for Accommodations

Supporting Documentation for Accommodations

Supporting documentation may be requested by a post-secondary institution when the disability is not readily apparent. Documentation supports a student's request for accommodation services, but is not the only determining factor or a guarantee of accommodations.

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Provider Diagnosis Verification Form

Legal Framework for Documentation

Types of Documentation

Educational Access Services (EAS) accepts multiple forms of documentation to help establish a disability-related need for accommodation services. Some examples of acceptable documentation include the following, but this is not an exhaustive list. Contact EAS if you have additional questions about acceptable forms of supporting documentation.

A student's last or most recent Individualized Education Plan (IEP) or 504 Plan from high school can be submitted. Re-evaluation summaries that include academic testing can be especially helpful in finding the appropriate accommodations for a student's needs.

The accommodation eligibility a student was approved for at a previous post-secondary institution can be used as evidence of disability-related need for accommodations. Contact the universities Disability Office to secure an accommodation letter of eligibility.

Complete medical records are NOT needed, but medical records that demonstrate a history of care for an issue can be helpful. Specific medical visit summaries, like an ER visit, can be used for temporary impairments.

Student's can provide a screen capture of a patient portal that includes the student's name and listed diagnoses and/or prescription medications.

A complete neuropsychological evaluation report can provide detailed insight into the impact of a diagnosis. This is often a report found outside of the public school system and done by private practices.

A formal letter from a qualified professional such as a psychiatrist, therapist, doctor, or other medical provider that verifies the functional limitations of a diagnosis.

The letter should be on letterhead, with date and signature, and should include the following:

A diagnostic statement that identifies the specific disability or disabilities (including the date of the diagnosis)
The severity of the disability (mild/moderate/severe)
Information on the functional limitations impacted by the disability (ex. time management, concentration, learning, attendance concerns, walking, reading, etc.)
Any specific recommendations for accommodations

EAS has created a form that a provider can complete to gather essential information for evaluating a student's qualifying need for accommodations.

Provider Diagnosis Verification Form - fillable PDF

Provider Diagnosis Verification Form - Printable PDF

As part of the request for an Emotional Support Animal (ESA) for on-campus housing, the student will need to provide documentation. This should be a formal letter from a qualified professional such as a psychiatrist, therapist, doctor, or other medical provider that verifies the functional limitations of a diagnosis.

The letter should be on letterhead, with date and signature, and should include the following:

(1) verify the person meets the Fair Housing Act's definition of disability (i.e., has a physical or mental impairment that substantially limits one or more major life activities)
(2) describe the needed accommodation
(3) show the relationship between the person’s disability and the need for the requested accommodation
- What benefit does the ESA provide the student that no other accommodation can?
- What does the ESA do for the person with a disability?

Learn more about supporting documentation allowed according to HUD, DOJ, and FHA. Refer to page 13 of the joint statement for Reasonable Accommodations Under the Fair Housing Act.

Submission of Supporting Documentation

Supporting documentation can be:

Uploaded with the application
Brought to the EAS office in Houston Hall room 108 (to be scanned and returned)
Emailed to [email protected]

EAS will review all pieces of documentation submitted as part of the accommodation process. If you have any questions on documentation or are unable to acquire documentation please contact our office at 970.248.1856 or email your questions to [email protected].