Documentation guidelines

SSD gathers information from various sources about your disability and experiences. During this interactive process, your input and external documentation help us to identify appropriate, individualized accommodations. This process allows us to understand how your disability impacts your participation in academic courses, programs, campus facilities and more. A list of common documentation is provided below, though students should be aware that if a document does not provide sufficient information, additional documentation may be requested. SSD staff review all student information individually, and will alert students when additional documentation is needed.

All documentation must be provided by a professional who is licensed or certified in the area for which the diagnosis is made. Documentation from relatives will most likely not be accepted. Lack of documentation will not prevent SSD from meeting with you. Any student can meet with SSD to discuss their situation and explore options for support. SSD can also help the student understand how to get documentation if needed.

Documentation requirements

  • Must be dated and include the student's name
  • Must provide clear, concise diagnostic statement that identifies a specific disability
  • Must be written in English
  • Must be provided by a qualified professional, defined as someone who is licensed or certified in the area for which the diagnosis is made
  • Must include a signature
      • Electronic and in-person signatures will be accepted
      • Electronic signatures must be completed with an encrypted or e-signature platform
      • Script fonts or typed signatures without encryption will not be accepted
  • Electronic documentation CANNOT be provided in editable format (e.g. Word documents may not be accepted) 
  • Please avoid medical chart notes, prescription pad notation or screening instruments

Types of documentation often received

  • Educational records, such as a high school accommodation plan (IEP, 504 plan, etc.)
  • Neuropsychological or psycho-educational evaluation
    • Students with a learning disability must provide recent results from a psycho-educational evaluation.
  • Letter from a health, mental health or other service provider. The following information is helpful:
    • Specific diagnosis - The documentation must contain a clear, concise diagnostic statement that identifies the disability. The ICD and/or DSM classification must be included.
    • Current and substantial impact - Documentation should be recent and must include a clear description of the current impact imposed by the disability as it relates to pertinent aspects of the student's educational experience at 91社区. Any functional impact and/or side effects observed or expected from the use of medication should also be included along with the expected progress and/or consistency of disability-related symptoms.
    • Name, title and license or certification credentials of the provider - If a letter is submitted, the name, title and license or certification credentials of the provider should be stated in the documentation, on office or practice letterhead, dated and signed.
  • Audiology report 
    • Any information related to assistive listening devices should be included in the audiology report.
  • Vision assessment
  • Vocational assessment
  • Proof of accommodations used on standardized exams (SAT, ACT, etc.)

Specific SSD forms