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.

Documentation serves to verify the presence of a disability.  Please note, medical chart notes, prescription pad notations, screening instruments, IEPs and 504s generally do not provide sufficient information on their own.

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. 

Not sure what to submit?  Not sure if you should submit a specific document?  Don鈥檛 worry, SSD can help! 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 or identify which documents should be submitted.

Documentation Requirements

All* documentation from providers must:

  • Include the date the documentation was written
  • Include the name of the student
  • Provide a clear confirmation of the diagnosis(es)
  • Be written in English
  • Be from an appropriate provider who is qualified to diagnose and/or verify the disability(ies)
  • Identify the name and credentials of the provider
  • Meet one of the following criteria:
  • Be in a format that cannot be edited
    • E.g. should not be in a Word Doc that can be changed, etc
  • Meet one of the following criteria: 
    • Includes an original handwritten signature from the provider
    • Includes an office stamp
    • Is sent to the SSD office directly from the provider
    • Includes an electronic signature
      • This does not include signatures typed in script font

 *Excluding documentation for temporary disabilities

Documentation prepared by high school (IEPs, 504s, psychological and educational reports, etc) must:

  • Include the date the documentation was written
  • Include the name of the student
  • Be written in English
  • Be in a format that cannot be edited
    • E.g. should not be in a Word Doc that can be changed, etc
  • Include the name of the school professional who created the document
  • Meet the disability specific criteria listed below

Documentation Timeframe

Chronic Health Conditions, Psychiatric Diagnoses and/or student in Alcohol/Substance Abuse Recovery

Documentation must be written within the past year and include a clear confirmation of a diagnosis and should not just list symptoms.

  • A diagnosis of Adjustment Disorder is considered temporary, and students will need to submit further documentation if accommodations are still needed after 6 months

Motor Disabilities, Orthopedic Disabilities, Learning Disabilities, ADHD, Autism Spectrum Disorder (ASD), hearing or vision disabilities, intellectual disability, TBI and/or Communication or Speech Disorder

Documentation must be from when the student was at least 14 years of age or older.

  • Students with an intellectual disability, learning disability, communication disorder or speech disorder must include appropriate testing (such as a psychological evaluation) from when the student was 14 years of age or older
  • Please note IEPs and 504s by themselves are often not sufficient.

Temporary Disabilities, including Concussions

Students with temporary disabilities, including concussions, must provide documentation from within the last 6 months.  The documentation should include:

  • Student name
  • Date document was written
  • Diagnosis
  • Name and credentials of provider

Specific SSD forms