Documentation Guidelines
First and foremost, you do not need to provide documentation to connect with our team. In some cases, there are many ways we can support a student, even when documentation is not available. It is important to acknowledge, however, that certain accommodations and services may require supporting documentation. If you are not sure whether your request is right for our office or if you have what we are looking for to consider a particular accommodation, don’t hesitate to reach out! We are always happy to hear from students and families, and find ways to either support them directly or connect them with other campus resources.
If you do wish to provide documentation in support of your request or if you are asked to do so given the nature of your request, here is some information that may serve as a guide intended to help with the process. CDS recognizes that every person has their own unique path regardless of their disability status or particular diagnosis. This may involve working with various medical, mental health, and educational professionals. We accept documentation from a wide range of professionals and in many different forms. Below are some some basic criteria that documentation should meet.
Clinical documentation
Ideally, documentation from a clinician or licensed treatment provider will:
- Be provided on professional letterhead, signed, and include the name, title, and professional credentials of your provider
- Describe a disability, medical/chronic health condition, and/or mental health concerne
- Describe the current nature of the impairment and potential impact on the student's ability to participate in the college's educational programs and services.
Should a provider prefer completing a verification form rather than using CDS's documentation guidelines to generate a letter or provide a copy of an evaluation/assessment, they may complete our disability verification form (PDF).
Below are our disability-specific documentation guidelines. If you are seeking information regarding certain specialized accommodations, please review the documentation guidelines for the appropriate area and/or concern:
Housing Accommodation Request
Emotional Support Animal Request
Disability-Specific Documentation Guidelines
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Attention Deficit/Hyperactivity Disorder (AD/HD)
Documentation from a current treating provider should be on letterhead, be signed and dated, and should include:
- A clear diagnostic statement from a professional who is qualified to diagnose ADHD: Licensed psychologist or neuropsychologist, licensed school psychologist, psychiatrist, physician (M.D.) specializing in the diagnosis and treatment of attention deficits.
- The date of the diagnosis.
- An indication of how the professional arrived at the diagnosis (clinical interview, medical history, continuous performance assessment, psychological assessment, behavior rating scales, etc.).
- Support for the diagnosis and how it meets the definition of a person with a disability.
- A description of how this impairment substantially limits a major life activity/activities in general and in an academic setting.
- Relevant information regarding executive functioning including memory, concentration, attention and discussion of strengths and impact of condition(s) in the postsecondary environment.
In lieu of a report, your treatment provider can complete the Disability Verification Form. -
Autism Spectrum Disorder (ASD)
Documentation from a current treating provider should be on letterhead, be signed and dated, and should include:
- A diagnosis from a licensed psychologist, psychiatrist, developmental pediatrician or neurologist qualified to diagnose ASD.
- Evidence of a comprehensive diagnostic evaluation.
- Support for the diagnosis and how it meets the definition of a person with a disability.
- The date of the assessment, interpretation of data, history and observations.
- Historical perspective of academic adjustments.
- A description of how this impairment substantially limits a major life activity/activities in general and in an academic setting.
- May also include relevant information relating to the impact of medication and/or treatment on the student’s ability to participate in all aspects of the College environment.
In lieu of a report, your treatment provider can complete the Disability Verification Form. -
Deaf or Hard of Hearing (HOH)
Documentation from a current treating provider should be on letterhead, be signed and dated, and should include:
- A clear diagnostic statement from a professional who is qualified to make such a diagnosis: Otorhinolaryngologists (ENT), Otologists, Audiologists.
- Test data, interpretation of data, history and observations.
- Relevant information relating to the impact of the disability on the student’s ability to participate in all aspects of the College environment (classroom, housing/dining, extracurricular activities, etc.).
In lieu of a report, your treatment provider can complete the Disability Verification Form. -
Learning Disabilities
Documentation from a current treating provider should be on letterhead, be signed and dated, and should include:
- A diagnosis from a licensed psychologist or neuropsychologist, licensed school psychologist, or other treating provider who is qualified to diagnose a learning disability.
- Evidence of a comprehensive diagnostic evaluation.
- Assessment date, interpretation of data, history and observations.
- A detailed statement about how the student’s academic achievement including reading, writing, math, oral language is substantially impacted as well as any other aspects of the College environment.
- Information regarding information processing/cognitive abilities including speed of processing, cognitive efficiency, visual-auditory processing, perceptual-motor processing, etc. and discussion of strengths and impact of condition(s) in the postsecondary environment
- Information regarding executive functioning including memory, concentration, attention and discussion of strengths and impact of condition(s) in the postsecondary environment
- A detailed statement about how the student’s education is substantially impacted as well as any other aspects of the University environment.
- Information regarding language abilities including expressive-receptive language, speech, and discussion of strengths and impact of condition(s) in the postsecondary environment
- Historical perspective of academic adjustments.
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Other Medical Conditions
Documentation from a current treating provider should be on letterhead, be signed and dated, and should include:
- A clear diagnostic statement from a professional who is qualified to make such a diagnosis: licensed neuropsychologist, primary care physician, physician (M.D.) specializing in diagnosis and treatment of this medical condition.
- Test data, interpretation of data, history and observations.
- Support for the diagnosis and how it meets the definition of a person with a disability.
- A description of how this condition substantially limits a major life activity/activities in general and in an academic setting.
- Relevant information relating to the impact of medication and/or treatment on the student’s ability to participate in all aspects of the College environment.
An annual update may be requested.
In lieu of a report, your treatment provider can complete the Disability Verification Form. -
Psychological/Psychiatric Disorders
Documentation from a current treating provider should be on letterhead, be signed and dated, and should include:
- A diagnosis from a licensed psychologist, psychiatrist, licensed professional counselor, clinical social worker, or psychiatric nurse practitioner.
- The disability with an AXIS diagnosis and/or DSM code.
- Support for the diagnosis and how it meets the definition of a person with a disability.
- A description of how this impairment substantially limits a major life activity/activities in general and in an academic setting.
- Relevant information relating to the impact of medication and/or treatment on the student’s ability to participate in all aspects of the College environment (classroom, housing/dining, extracurricular activities, etc.). If specific accommodations are being requested by the student, CDS may request that the treating provider specifically indicate that those accommodations, if approved, would not be counter to the treatment plan.
In lieu of a report, your treatment provider can complete the Disability Verification Form.
An annual update may be requested.
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Traumatic Brain Injury (TBI)/Concussion
Documentation from a current treating provider should be on letterhead, be signed and dated, and should include:
- A diagnosis from a licensed neuropsychologist, primary care physician, physician (M.D.) specializing in the diagnosis and treatment of TBI
- Information on the type of acquired/traumatic head injury
- Information on cognitive ability including discussion of strengths and impact of condition(s) in the postsecondary environment
- Information on speech, language and communication ability including discussion of strengths and weaknesses
- Information on executive functioning including memory, concentration, attention and discussion of strengths and impact of condition(s) in the postsecondary environment
- Information on academic achievement including reading, writing, math, oral language and discussion of strengths and impact of condition(s) in the postsecondary environment
In lieu of a report, your treatment provider can complete the Disability Verification Form.
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Visual Impairments
Documentation from a current treating provider should be on letterhead, be signed and dated, and should include:
- A clear diagnostic statement from a professional who is qualified to make such a diagnosis: Ophthalmologist, Optometrist.
- Test data, interpretation of data, history and observations.
- Relevant information relating to the impact of the disability on the student’s ability to participate in all aspects of the College environment.
In lieu of a report, your treatment provider can complete the Disability Verification Form.