Documentation Guidance

This page should be used as a resource if the student has or is seeking documentation for accommodations.

These guidelines are meant to assist providers in offering the most comprehensive information. DRC requires information that verifies a disability and to understand its current impact to determine accommodations the student may need in the academic and housing environment. Multiple sources and types of information are useful, including educational records, letters from educators, diagnostic reports, letters from healthcare providers, records of past accommodations from testing agencies or employers, letters or records from local, state or federal agencies such as SSDI determination, VA records.

All medical documentation should:

  • reflect the student’s current functional limitations
  • be from an appropriate medical provider
  • be current (usually no more than three years old, or 6-12 months old for psychological documentation)
  • and must meet specific UC system-wide guidelines for documentation.

Documentation that does not meet the UC desired criteria should still be submitted to our office for review. Some accommodations may be provided on a provisional basis until more documentation is provided. 

UC System-Wide Practices for Documentation 

The specific information preferred about each type of disability is described in the UC system-wide practices for documentation. Be sure to review the different types of disabilities that are appropriate for the student and provide documentation for each if they have more than one disability. 

Guidelines For All Other Impacting Disabilities

Documentation should include:

  • Clearly stated disability diagnosis
  • Medical history relevant to the disability
  • Functional limitations described in detail (e.g. specific symptoms, frequency, severity, stamina, medication side effects, etc)
  • List and summary of any testing used in the evaluation (deaf or hard of hearing students should include a copy of their audiogram)
  • Estimated end date (or indicate permanent status)
  • Typed or printed on official letterhead and signed by an evaluator qualified to make the diagnosis (include information about license or certification and area of specialization.)

Note: The students are strongly advised to give a copy of the guidelines to their treating clinician. Disabilities have a wide range of severity and effect. The more specific information we receive, the better we can determine appropriate accommodations for the student.

How to Submit Documentation to the DRC

Documentation may be submitted by the student.

  • Student: Directly upload documentation into Accommodate as part of their DRC Welcome Form, or separately. To do so follow this guide to submitting documentation.
  • Providers: Return documentation to the student for upload into Accommodate.
Last modified: Apr 04, 2024