Documentation of Disability

Who needs documentation of a disability?

  • Students seeking academic accommodations for a disability that substantially impacts functioning will need to provide documentation.

What is documentation?

  • Documentation is information about the disability provided by a doctor or professional trained in the specific area of disability. The best quality documentation is provided by a licensed or otherwise properly credentialed professional who has undergone appropriate and comprehensive training, has relevant experience, and has no personal relationship with the individual being evaluated.

When must this documentation be provided?

  • Documentation must be provided to the Disability Services’ office prior to receiving accommodations.

Where is this documentation kept?

  • Documentation is kept in a separate confidential file within the Disability Services’ office and is not part of the student’s academic record.*

Why does Chemeketa need documentation of disability?

  • To determine eligibility and effective accommodations for each student
  • To establish protection from discrimination

What are the essential elements of quality disability documentation?

  • Information on how the disabling condition(s) currently impacts the individual provides useful information for both establishing a disability and identifying possible accommodations.
  • A combination of the results of formal evaluation procedures, clinical narrative, and the individual’s self report is the most comprehensive approach to fully documenting impact.

How can I obtain documentation?

  • Many students obtain their disability paperwork from providers, such as:
    • Health care providers
    • Mental health care providers
    • High school records
    • Audiologists
    • Vocational Rehabilitation
    • Commission for the Blind
    • Social Security records
    • Veterans Administration
  • You may give the provider a Disability Services’ release form or provide Disability Services with copies of medical records, evaluations, or diagnostic reports. We encourage you to make copies for your records.

A Diagnostic Statement Identifying the Disability

  • Quality documentation includes a clear diagnostic statement that describes how the condition was diagnosed, provides information on the functional impact, and details the typical progression or prognosis of the condition.

A Description of the Diagnostic Methodology Used

  • Quality documentation includes a description of the diagnostic criteria, evaluation methods, procedures, tests and dates of administration, as well as a clinical narrative, observation, and specific results.

A Description of the Current Functional Impacts

  • The best quality documentation is thorough enough to demonstrate whether and how a major life activity is substantially impacted by providing a clear sense of the severity, frequency, and pervasiveness of the condition(s).

A description of the expected progression or stability of the disability

  • Documentation that provides information on expected changes in the functional impact of the disability over time and context is helpful. Information on the cyclical or episodic nature of the disability and known or suspected environmental triggers to episodes provides opportunities to anticipate and plan for varying functional impacts.

A description of current and past accommodations, services, and/or medications

  • The most comprehensive documentation will include a description of both current and past medications, auxiliary aids, assistive devices, support services, and accommodations, including their effectiveness in ameliorating functional impacts of the disability.
  • Recommendations (accommodations, adaptive devices, assistive services, compensatory strategies, and/or collateral support services) from professionals with a history of working with the individual provide valuable information for review and the planning process.

*This office follows the Health Insurance Portability and Accountability Act (HIPAA) and Family Educational Rights and Privacy Act (FERPA) Standards.

Chemeketa Community College’s Disability Services’ office follows the national guidelines of the Association of Higher Education and Disability (AHEAD)

For more information, review our answers to frequently asked questions or contact us.

Contact Us

Salem Campus
Building 2, Room 174
Chemeketa Community College
P.O. Box 14007 Salem, OR 97309
Phone: 503.399.5192
Fax: 503.399.6178