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Disability Services

Documentation Guidelines

General Guidelines For Documentation Of A Disability

In order to fully evaluate requests for accommodations or auxiliary aids, Owens Community College will need documentation of the disability that consists of an evaluation by an appropriate professional and describes the current impact of the disability as it relates to the accommodation request.

All contact information and documentation received is kept in separate confidential files within Disability Services. Information or inquiries about accommodations or documentation will not be released without written consent.

As Appropriate To The Disability, Documentation Should Include:

  • A diagnostic statement identifying the disability, date of the current diagnostic evaluation, and the date of the original diagnosis.

    When appropriate, include International Classification of Diseases (ICD) or Diagnostic Statistical Manual (DSM) codes.

  • A description of the diagnostic criteria and or diagnostic test used.

    This description should include the specific results of diagnostic procedures, diagnostic tests utilized, and date administered. When available both summary and specific test scores should be reported as standard scores and the norming population identified. Diagnostic methods used should be age appropriate and congruent with the disability and current professional practices within the field.

  • A description of the current functional impact of the disability

    The current functional impact on physical, perceptual, cognitive, and behavioral abilities should be described either explicitly or through the provision of specific results from the diagnostic procedures.

  • Treatments, medications, assistive devices/services currently prescribed or in use.

    Significant side effects that may impact physical, perceptual, behavioral or cognitive performance should also be noted.

  • The credentials of the diagnosing professional(s).

    Information describing the certification, licensure, and/or the professional training of individuals conducting the evaluation should be provided.

Recommendations from professionals with a history of working with the individual provide valuable information for the review process. When recommendations go beyond services and benefits that can be provided by the College they may be used to suggest potential referrals to area service providers beyond the College.

(Adapted from the following guidelines: Association for Higher Education and Disability (AHEAD) and The Ohio State University)


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