Documentation Guidelines

Under the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act of 1973, individuals with disabilities are guaranteed certain protections and rights to equal access to programs and services. To access these rights, an individual must present documentation demonstrating that the disability substantially limits a major life activity.

Generally speaking, Accessibility Services at Southwest Minnesota State University requires that submitted documentation be within 3 years old; however, we may use common sense and discretion in accepting older documentation for conditions that are permanent or nonvarying. Likewise, changing conditions and/or changes in how the condition affects the individual, brought on by growth and development, may warrant more frequent updates to provide an accurate picture. Therefore, we reserve the right to request additional information to determine eligibility. 

In some cases, students with certain disabilities (e.g., psychiatric, TBI, etc.) may be required to submit updated documentation from their provider on an ongoing basis to remain eligible for services.

The following documentation requirements are provided to ensure that documentation for students with disabilities is appropriate for verifying eligibility and supporting requests for accommodations, academic adjustments, and/or auxiliary aids.

To provide the comprehensive information needed, these seven essential elements should be included in the documentation, as appropriate.

1. The credentials of the evaluator
2. A diagnostic statement identifying the disability
3. A description of the diagnostic methodology used
4. A description of the current functional limitations
5. A description of the expected progression or stability of the disability
6. A description of current and past accommodations, services, and/or medications
7. Suggestions for accommodations, adaptive devices, assistive services, compensatory strategies, and/or collateral support services.

For clarification on this criterion and/or questions about services at Southwest Minnesota State University for students with documented disabilities, please call (507) 537-6492 or visit us in Individualized Learning, 220.

The following templated forms can be used by the professional you are working with to obtain the appropriate documentation. Please verify this information’s completion by the professional (e.g., clinic fax sheet, physician stamp, or cover letter)

• Documentation of Disability Form
  
  
• Documentation of Temporary Illness Form
  
  
• Consent for the Release of Information
  
  

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