Documentation Guidelines

The Accessible Education Office conducts individualized assessments of accommodation requests that include the review of relevant documentation. We emphasize the value of the student’s experience, history, and perspective in conjunction with the review of supporting medical documentation, and therefore meet with every student before finalizing accommodation plans.

When submitting documentation, the following elements are requested universally:

  1. A dated, typewritten narrative provided on letterhead with the signature of the licensed treating physician, therapist, or other qualified care provider providing the documentation.
  2. Description of current disability and history of diagnosis (we do not set a limit on the age of the documentation, but must still be accurate to the student’s current diagnostic profile.)
  3. Information regarding current treatment plan (if relevant to accommodation planning) and the functional impact of diagnosis (walking, learning, seeing, concentrating, etc).
  4. Recommendations or strategies that will mitigate the impact of described limitations.

Uploading Documentation

We ask that you scan and upload documentation to our registration portal. The second page on the application includes a link to upload documentation. 

Scanning Documentation on iPhone:

The iPhone "notes" application allows you to scan documentation for upload right on your phone. Here are the steps to do so:

1. On your iPhone, open the notes application.

2. Create a new note.

3. Touch the camera icon and then select "scan documents".

4. Take a picture of your document. The iPhone should automatically align the corners with the document, but if it does not, manually adjust to to fit the paper. 

5. Once completed, your phone will say "Ready for next scan". Click the "save" button on the bottom right corner of the screen and your scan will appear in your notes folder. 

Here is a linked video tutorial of how to complete this process.



Additional Considerations

Students may be asked to provide updated information if their condition is potentially changeable and/or previous documentation does not address the student's current condition and its impact. All reasonable efforts will be made to review student information in a timely manner upon receipt.

IEP/504 Plans contain valuable historical information about accommodations in K-12. However, most of these plans do not include diagnostic information, and we therefore may request additional documentation in order to make accommodation decisions.