Documentation Guidelines

This page should be used as a resource if you have or are seeking documentation for accommodations.


These guidelines are meant to assist providers in offering the right information. We will need enough information to know that you have a disability and to understand its current impact well enough to anticipate accommodations you may use in this environment and to support the accommodations you're requesting. 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. 


Be sure to include Documentation Cover Page when submitting your documents.

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 below. There are four types of guidelines for assessing disabilities. Be sure to review the one(s) appropriate for you. If you have more than one disability please provide adequate documentation for each:

Guidelines For All Other Impacting Disabilities

Documentation should include:

      1. Clearly stated disability diagnosis

      2. Medical history relevant to the disability

      3. Functional limitations described in detail (e.g. specific symptoms, frequency, severity, stamina, medication side effects, etc)

      4. List and summary of any testing used in the evaluation (deaf or hard of hearing students should include a copy of their audiogram)

      5. Estimated end date (or indicate permanent status)

      6. 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: You are strongly advised to give a copy of the guidelines to your 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 you.


How to Submit Documentation to the DRC

Documentation may be submitted by you (the student) or directly to us by your service provider. DRC currently accepts documentation in the following methods:


For questions about documentation or accommodations, please call 831-459-2089 or email to request an information and referral appointment with a DRC Service Coordinator.