Accessibility Services Documentation Guidelines

The Office of Accessibility Services (OAS) requires documentation of a disability from a qualified evaluator. The OAS evaluates requests for accommodations on a case-by-case basis. The Association on Higher Education and Disabilities (AHEAD) has identified seven elements of disability documentation:
  1. The credentials of the evaluator(s)
    • Documentation should be provided by a licensed professional who has undergone appropriate and comprehensive training, has relevant experience, and has no personal relationship with the individual being evaluated.  
  2. A diagnostic statement identifying the disability
    • Documentation should include a clear diagnostic statement that describes how the condition was diagnosed, provides information on the functional impact, and describes the typical progression or prognosis of the condition.  
  3. A description of the diagnostic methodology used
    • Documentation should include a description of the diagnostic criteria, evaluation methods, procedures, tests and dates of administration, as well as a clinical narrative, observation, and specific results. Where appropriate to the nature of the disability, having both summary data and specific test scores (with the norming population identified) within the report is recommended.  
  4. A description of the current functional limitations
    • Information on how the disabling condition(s) currently impacts the individual provides useful information for both establishing a disability and identifying possible accommodations. A combination of the results of formal evaluation procedures, clinical narrative, and the individual’s self report is the most comprehensive approach to fully documenting impact.  Relatively recent documentation is recommended in most circumstances.
  5. A description of the expected progression or stability of the disability (if applicable)
    • Documentation should provide information on expected changes in the functional impact of the disability over time and context.  
  6. A description of current and past accommodations, services and/or medications
    • Documentation should include a description of both current and past medications, auxiliary aids, assistive devices, support services, and accommodations, including their effectiveness in ameliorating functional impacts of the disability.  
    • Recommendations for accommodations, adaptive devices, assistive services, compensatory strategies, and/or collateral support services
    • Recommendations from professionals with a history of working with the individual provide valuable information for review and the planning process. Recommended accommodations and strategies should be logically related to functional limitations.
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