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
- Documentation must be provided to the
Disability Services’ office prior to receiving
Where is this documentation
- 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
- Information on how the disabling condition(s)
currently impacts the individual provides useful
information for both establishing a disability
and identifying possible accommodations.
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
• 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
- 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
- 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
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
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.
Building 2, Room 174
Chemeketa Community College
P.O. Box 14007 Salem, OR 97309