Documentation Guidelines for Accommodations
Student Accessibility Services (SAS) provides support services for students with documented disabilities. SAS uses an interactive, case-by-case process to determine eligibility for services and reasonable accommodations. Students requesting accommodations may be asked to provide documentation regarding their disability. When necessary, SAS may contact the medical provider listed on submitted documentation if clarification is needed or to verify the authenticity of the documentation. All documentation is maintained in accordance with university privacy policies.
Review the documentation guidelines for the specific type of accommodations you are requesting below.
Academic & Housing
There are multiple ways for students to provide their documentation to SAS, including the options listed below. Documentation must be completed by a licensed professional who has personal knowledge of the student's disability-related functional limitations and is not related to the student.
- A completed Disability Documentation Form (PDF) completed by a licensed professional and/or properly credentialed professional (e.g. medical doctor, psychiatrist, counselor, etc.). Please note, to complete this form electronically you must download the PDF and open it with Adobe Acrobat or Adobe Reader.
- A letter written by the student鈥檚 healthcare professional that should include:
- Diagnostic statement identifying the disability and date of diagnosis
- Description of the diagnostic methodology used to identify the specific disability
- Description of the student鈥檚 current functional limitations in relation to academic performance
- Description of the expected progression and/or stability of the disability
- Recommendations for accommodations
- A comprehensive diagnostic report (e.g. MFE or ETR). Where appropriate, summary and data from specific test results should be attached. A learning disability assessment should include (a) a measure of cognitive aptitude (preferably normed for adults) and (b) a measure of achievement in reading, math and/or written language. Data should be based on age norms and reported as standard scores and percentiles. Please note, an Individual Education Plan (IEP), a 504 Plan, or a Summary of Performance, while helpful in establishing a record of supported accommodations, may not be enough in and of themselves to establish the presence of a disability at the postsecondary level.
Dining
For accommodation requests related to dining, such as a reduced meal plan or meal plan waiver, a Dining Supplemental Form (PDF) must be completed by a licensed professional who has personal knowledge of the student's disability-related functional limitations and is not related to the student.
Students requesting dining accommodations are required to meet with the University Dietitian to discuss their dining options on campus. Food allergy information and specific dining locations and options are also available on this page. For more information, visit the Dining Accommodations page.
Assistance Animals
In addition to documentation needed to establish a student鈥檚 disability, students are required to provide documentation from a licensed healthcare or mental health provider with personal knowledge of the student鈥檚 disability-related functional limitations and who is not related to the student. The documentation must support the disability-related need for the assistance animal within the residential environment.
Documentation should support the relationship between the student鈥檚 identified functional limitations and the necessity of the assistance animal to provide equal access to university housing as part of a disability-related housing accommodation.
Documentation should include:
The student鈥檚 disability;
The student鈥檚 current disability-related functional limitations impacting the residential environment;
The specific type of animal for which the accommodation is being requested;
The name or identifying information of the specific animal;
The established history and ongoing role of the assistance animal in mitigating disability-related barriers impacting the student鈥檚 use of university housing; and
The necessity of the assistance animal to support the student鈥檚 equal access to university housing.
SAS will make individualized determinations on a case-by-case basis based on the specific circumstances presented and available information regarding the animal and the student. Such determinations may be made in consultation with University Housing and other relevant University officials. SAS, in consultation with the student and other parties as appropriate, may consider the criteria below when evaluating whether the requested assistance animal is necessary and reasonable as part of a disability-related housing accommodation:
Whether the animal poses or has posed in the past a direct threat to the health or safety of the student or others;
Whether the animal causes or has caused excessive damage to university property beyond reasonable wear and tear;
Whether the animal presents health, sanitation, or operational concerns within the communal residential environment;
Whether the age, size, type, or care requirements of the animal are incompatible with the available housing environment;
Whether the animal鈥檚 presence substantially interferes with the ability of others to use and enjoy the residential environment; and
Whether the animal is housebroken, appropriately contained, and able to be maintained in a manner consistent with communal living expectations.
Students may also be required to provide vaccination records that show the animal is current on required vaccines. Students may use the Assistance Animal Veterinary Form (PDF) or may provide other records from the veterinary office showing that the animal's vaccination status is current. For more information, visit the Animals on Campus Accommodations page.
Housing Contract Release
Students who wish to request a release from their housing contract for medical and/or psychological reasons should provide documentation of their disability. Documentation should come from a healthcare provider or licensed clinical professional with personal knowledge of the student's disability-related functional limitations and who is not related to the student. It can be submitted as a written letter on the provider's letterhead or by completing the Housing Release Documentation Form.
Documentation should include:
- Diagnosis Information: A statement of the disability, including the date of diagnosis, associated symptoms, their frequency and severity, and the expected duration of the impairment.
- Impact on Housing: A description of how the disability affects the student within the campus housing environment, including specific reasons the student cannot live on campus.
- Consideration of Other Housing Options: An explanation of why alternative housing arrangements (e.g., a single room or access to a non-communal restroom) would not meet the student's needs, along with any alternative recommendations for appropriate accommodations.
- Necessity of Housing Release: A rationale for why it is necessary for the student to move out of the residence halls during the contract period.
Please note, a statement of diagnosis or recommendation from a medical professional does not automatically guarantee release from the housing contract. For more information, visit the Housing Accommodations page.
