Documentation Guidelines

Eligibility

Students must provide documentation of their disability before receiving services. Documentation should demonstrate a disability covered under Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA), as amended in 2008. The ADA defines a disability as a physical or mental impairment that substantially limits one or more major life activities. The documentation requested by Disability Services establishes a student’s disability status, facilitates the interactive process in understanding how the disability may impact a student, and provides information on the functional impact of the disability so that reasonable accommodations can be identified. Reasonable accommodations are tailored to the differing needs of each student.

Documentation Guidelines

Evaluations and reports must be completed by appropriate, licensed professionals. Documentation should be typed and on letterhead that includes the name, credentials, and contact information of the evaluator. Documentation must describe a condition that has a current functional impact on the student. Testing to diagnose a disability is the responsibility of the student. In and of themselves, documents such as an IEP, SOP, or 504 plans are not sufficient to qualify for accommodations at the postsecondary level. Documentation guidelines for disability-specific criteria is listed below and has been adapted from the Association on Higher Education and Disability (AHEAD). Confidentiality is maintained through the keeping of all documentation on file in Disability Services, and shared only on a need-to-know basis according to both State and Federal laws and regulations.

Students with Learning Disabilities

Students with learning disabilities who are requesting support services from Disability Services at Immaculata University are required to submit documentation to verify eligibility. To ensure that the documentation is complete and appropriate, the following guidelines are provided.

  1. The documentation must clearly state a diagnosis of a learning disorder and the rationale for this diagnosis.
  2. The diagnosis should be determined by a licensed or certified professional trained in psychoeducational or neuropsychological assessment.
  3. A comprehensive neuropsychological or psychoeducational evaluation must be current (within the last 3 years) and relevant to the educational setting.
  4. The battery of assessments must include a cognitive evaluation (WAIS-IV or WJ-R), achievement battery, and the following information:
    • The name(s) of the assessment instrument(s) used
    • Quantitative and qualitative information that supports the diagnosis
    • The severity of the condition(s)
    • A statement of the functional impact of the disability on learning or other major life activities, and recommended accommodations with a rationale for each.
    • Documentation must be printed on official letterhead and signed by the credentialed professional. Include date, name, credentials, licensing, area of specialization, address, and contact information.

 

Students with ADHD

Students with ADHD seeking accommodations through Disability Services at Immaculata University are required to submit documentation to verify eligibility. To ensure that the documentation is complete and appropriate, the following guidelines are provided:

  1. The documentation must be a comprehensive evaluation by a psychiatrist or licensed psychologist experienced in diagnosing ADHD in young adults and adults
  2. The evaluation should be current (within the last 3 years) and relevant to the educational setting.
  3. The documentation must include an ADHD diagnosis and the rationale for this diagnosis (i.e. DSM-V criteria).
  4. The documentation must include the following information:
    • The name(s) of the assessment instrument(s) used
    • A description of the current functional impact, including severity, frequency, and pervasiveness.
    • Discuss the ways in which the condition limits a major life activity and may affect the individual’s functioning in the academic setting.
    • Recommendations for reasonable accommodations that clearly explain the rationale for a particular accommodation.
    • Documentation must be printed on official letterhead and signed by the credentialed professional. Include date, name, credentials, licensing, area of specialization, address, and contact information.

 

Psychiatric Disabilities

Students with psychiatric disabilities seeking accommodations through Disability Services at Immaculata University are required to submit documentation to verify eligibility. To ensure that the documentation is complete and appropriate, the following guidelines are provided:

  1. The assessment must be administered by a mental health professional, preferably a psychiatrist or clinical psychologist who is licensed and qualified to test and diagnose adolescents and adults with psychiatric disorders.
  2. The professional completing the evaluation should not be a family member or in a dual relationship with the student.
  3. The evaluation report must be comprehensive and include a specific diagnosis based on the DSM-5 diagnostic criteria.
  4. The diagnostic evaluation should be current (within the last 3 years) and relevant to the student’s learning environment, and show the student’s current level of functioning.
  5. The documentation must include the following information:
    • The name(s) of the assessment instrument(s) used
    • The severity of the condition
    • A statement of the functional impact of the disability on learning or other major life activities
    • Recommendations for reasonable accommodations that clearly explain the rationale for a particular accommodation.
    • Documentation must be printed on official letterhead and signed by the credentialed professional. Include date, name, credentials, licensing, area of specialization, address, and contact information.

 

Hearing Impairments and Deafness

Students who are deaf or hard-of-hearing must provide documentation of the following:

  1. An audiological evaluation and/or audiogram.
  2. An interpretation of the functional implications of the diagnostic data.
  3. The documentation must include the following information:
    • The name(s) of the assessment instrument(s) used
    • The severity of the condition
    • The areas of educational impact
    • Documentation must be printed on official letterhead and signed by the credentialed professional. Include date, name, credentials, licensing, area of specialization, address, and contact information.

 

Visual Impairments and Blindness

Students requesting accommodations on the basis of low vision or blindness must provide documentation of the following:

  1. An ocular assessment or evaluation from an ophthalmologist, or a low-vision evaluation of residual visual function, where appropriate.
  2. An assessment of functionally limiting manifestations of the disabling condition.
  3. The documentation must include the following information:
    • The name(s) of the assessment instrument(s) used
    • The severity of the condition
    • The areas of educational impact
    • Documentation must be printed on official letterhead and signed by the credentialed professional. Include date, name, credentials, licensing, area of specialization, address, and contact information.

 

Physical Health Condition

Students with physical health conditions who are requesting support services through Disability Services at Immaculata University are required to submit documentation to verify eligibility. To ensure that the documentation is complete and appropriate, the following guidelines are provided.

  1. Documentation must be from a licensed medical professional qualified to conduct assessment, make the diagnosis, and direct treatment of the disability.
  2. The documentation should be current (within the last 3 years) and include the following information:
    • Statement of the medical diagnosis
    • Summary of diagnostic and evaluation procedures used
    • Presenting symptoms and their duration, and severity of the condition
    • An assessment of the current functional impact of the condition (including impact of medication, if appropriate) in the educational environment, and possibly other settings (e.g., home, school, work)
    • Recommendations for reasonable accommodations that clearly explain the rationale for a particular accommodation
    • Documentation must be printed on official letterhead and signed by the credentialed professional. Include date, name, credentials, licensing, area of specialization, address, and contact information.

 

Mobility Impairments

Students with mobility impairments who are requesting support services through Disability Services at Immaculata University are required to submit documentation to verify eligibility. To ensure that the documentation is complete and appropriate, the following guidelines are provided.

  1. Documentation must be from a licensed medical professional qualified to conduct assessment, make the diagnosis, and provide recommendations for reasonable accommodations
  2. The documentation should be current (within the last 3 years) and include the following information:
    • Statement of medical diagnosis with evidence of current mobility impairment
    • Presenting symptoms and their duration, and severity of the condition
    • An assessment of the current functional impact of the condition in the educational environment, and possibly other settings (e.g., home, school, work)
    • History relevant to current mobility impairment
    • Use of assistive or adaptive technology
    • Recommendations for reasonable accommodations that clearly explain the rationale for a particular accommodation
    • Documentation must be printed on official letterhead and signed by the credentialed professional. Include date, name, credentials, licensing, area of specialization, address, and contact information.

 

Discover Immaculata

Grounded in IHM tradition and charism since 1920.

Find out what an IU education can do for your mind, your character and your future.