Aurora University

Documentation

The Disability Resource Office requires students to submit documentation in support of the accommodation requests. Documentation serves two primary purposes:

It establishes that the individual is entitled to legal protections under the Americans with Disabilities Amendments Act and/or Section 504 of the Rehabilitation Act; and it helps to determine what, if any, course design/environmental adaptations are necessary for the individual’s equitable access to courses, programs, services, and activities.

Acceptable

  • Expertise within scope of practice for given diagnosis
  • License/Certification number
  • Documentation and/or Evaluations
  • Neuropsychological, psychoeducational, ocular examination, audiogram, etc. within the last 3 years

Not Acceptable

  • IEP/504 Plans
  • Unsigned/Incomplete Documentation
  • Illegible documentation
  • Documentation completed by a relative of patient
  • Professional expertise outside of scope of practice
  • Outdated documentation

Documentation Guidelines

  1. A qualified professional must conduct the evaluation:
    1. Mobility Impairment: physician, neurologist, physiatrist
    2. Vision Impairment: ophthalmologist, optometrist, neurologist
    3. Hearing Impairment: audiologist, otologist, otorhinolaryngologist
    4. Gastric Impairment: physician, gastroenterologist, allergist
    5. Pulmonary Impairment: physician, allergist, pulmonologist, pulmonary specialist
    6. Mental Health Impairment: psychologist, licensed therapist, psychiatrist
    7. Other Impairment: for assistance with documentation guidelines for other impairments, please contact the Disability Resource Coordinator
  2. Documentation should be current within the last 3 years
    1. The provision of accommodations is based on assessment of the current impact of the student’s disability.
  3. A diagnostic statement identifying the condition including:
    1. DSM-5 diagnosis codes
    2. Dates of the most recent evaluation, or dates of evaluations performed by referring professionals
    3. Note: If the most recent evaluation was not a full evaluation, indicate when the late full evaluation was conducted.
  4. Current functional impact of the condition:
    1. Describe current functional impact on physical, perceptual, cognitive, and behavioral abilities
    2. Include severity, information on variability over time, and potential environmental or circumstantial triggers
  5. List current treatment plan and last date of contact
  6. List current medications client is taking
  7. List any assistive devices currently in use
  8. Expected progression or stability of described diagnosis over time:
    1. Estimate of the impact of the disability over time
    2. Include the predicted need for reevaluation.
  9. Recommended academic accommodations and services
    1. Connect recommendations logically to the impact of the condition
  10. Emergency Protocols:
    1. Provide succinct emergency directives if the student is known to have life-threatening allergies or neurological anomalies

Accepted forms of documentation

  1. Disability Resource Office Disability Verification form
  2. A clear statement on letterhead including the above guidelines
  3. Neuropsychological, psychoeducational, and/or standardized test results

Documentation will not be accepted if:

  1. Outdated
  2. Healthcare practitioner is outside scope of practice in regards to the disability
  3. Inadequate content
  4. Does not address the student’s current level of functioning
  5. Does not address changes in the student’s performance since the previous assessment was conducted
  6. Does not support requested accommodations

*These guidelines are not meant to be used exclusively or as a replacement for direct communication with the Disability Resource Office regarding the individual nature of a disability. While submitted documentation meeting the above guidelines may be acceptable to Aurora University, it is important to be mindful that they may/may not meet the documentation guidelines required in other academic or testing organizations.

Documentation Forms

Confidentiality

Any documentation provided by a student to the Disability Resource Office (DRO) is confidential. The faculty and staff will not have access to these materials unless a student specifically requests, in writing, that an individual be allowed to view these documents or share in this information. In the event that a student was to challenge a determination made by the DRO staff, it would, of course, be necessary for the appropriate University officials to access these materials in order to review the staff's determination.

*Recency of documentation may be a factor in determining its relevance in decisions about adaptations. It is in the individual’s best interest to provide the DRO with documentation updates as they become available; additionally, individuals should update their documentation at least every three years, especially if they plan to request accommodations in other situations (i.e., graduate programs, licensure exams, employment).