Documentation Guidelines

What Constitutes Appropriate Documentation of a Disability?


All documentation must be typed and on official letter head, no exceptions.

Though an IEP or 504 plan may not be sufficient documentation to qualify for services, it can aid in determining appropriate accommodations.  For a list of contacts for local high school and district records, click here.

For an audio/video presentation of these guidelines, click here.

To see specific documentation guidelines for National and State exams, click here.

Attention-Deficit Hyperactivity Disorder ADHD

   Documentation
   must be:
   Signed by:   Must include:
  • Typed     AND
  • On official letterhead     AND
  • Not more than 3 years old
  • Psychiatrist     OR
  • Medical doctor     OR
  • Psychologist who specializes in the diagnosis of ADHD
  • Clear statement of diagnosis     AND
  • Summary of history and diagnosis     AND
  • Current functional limitations     AND
  • Recommendations for accommodations that would assist the student in a higher education setting.

Emotional/Mental Health

   Documentation
   must be:
   Signed by:   Must include:
  • Typed     AND
  • On official letterhead          AND
  • Not more than 6 months old
  • Certifying
    professional who
    specializes in the
    diagnosis of the
    specific disability
  • Clear statement of diagnosis     AND
  • Summary of history and diagnosis     AND
  • Current functional limitations     AND
  • Recommendations for accommodations that would assist the student in a higher education setting.

Physical/Chronic Health Disability

   Documentation
   must be:
   Signed by:   Must include:
  • Typed      AND
  • On official letterhead
  • Qualified
    professional
  • Clear statement of diagnosis     AND
  • Summary of history and diagnosis     AND
  • Current functional limitations     AND
  • Recommendations for accommodations that would assist the student in a higher education setting.

Auditory/Hearing

   Documentation
   must be:
   Signed by:   Must include:
  • Typed     AND
  • On official letterhead     AND
  • Not older than 5 years
    unless conducted after the
    student's 17th birthday
  • Qualified
    professional
  • Information about the extent of hearing loss     AND
  • Prescribed adaptive equipment: hearing aids, FM system, etc.     AND
  • The audiogram

Visual Impairment

   Documentation
   must be:
   Signed by:   Must include:
  • Typed     AND
  • On official letterhead
  • Qualified
    professional
  • Information about the correctable visual acuity     AND
  • Interpretation of examination results     AND
  • Recommendations for accommodations that would assist the student in a higher learning setting.

Learning and Other Cognitive Disabilities

   Documentation
   must be:
   Signed by:   Must include:
  • Typed     AND
  • On official letterhead     AND
  • Not older than 5 years
    unless conducted after the student's 17th birthday
  • Qualified
    professional
  • Full diagnostic assessment     AND
  • Clear statement of diagnosis     AND
  • Current functional limitations     AND
  • Recommendations for accommodations that would assist the student in a higher learning setting.