disability documentation

Guidelines

The campuses of the University of º£½ÇÉçÇø System are committed to providing equitable access to campus programs and activities to persons with disabilities. These guidelines are designed to assist providers in documenting a student’s relevant disability information which will be used to determine accommodations. Documentation should be authored by a licensed clinical professional or health care provider, who is both trained and qualified to evaluate the disability and familiar with the student’s history. The documentation should be recent enough to reflect the student’s current status. Copies of IEPs and Section 504 plans are informative, but if a diagnosis is not stated and test results are not reported these documents may not be sufficient documentation to support accommodation. Documentation may not be provided by a student’s relative, friend, or family friend.

PLEASE do not send copies of the student’s medical records.

Please provide the following information on practice letterhead.

  • Name, credentials, and contact information.
  • The nature of the disability and relevant history.
  • DSM-V or ICD-10 diagnosis with information outlining the duration, severity, treatment and expected prognosis of the condition. If the condition is temporary, the expected length of time to recovery.
  • Test results, including scores and written evaluation of scores (if applicable).
  • Describe any treatments, medications, assistive devices/services the student is currently using. Note their effectiveness and any side effects that may impact the student’s physical, perceptual, or cognitive performance.
  • A description of how the disability impacts engagement in day-to-day activities related to attending college.
  • Suggested accommodations.

This information is kept confidential except as required by law.

Please submit this information marked confidential to:

Student Accessibility Services

139 Rangeley Road

University of º£½ÇÉçÇø

Orono, ME 04469-5779

um.sas@maine.edu

Fax 207-581-9420

Examples of Documentation by Disability

Neuropsychological/psychoeducational testing and report
AND/OR
Statement from psychiatrist, nurse practitioner, primary care doctor, or other qualified clinical professional

Neuropsychological/psychoeducational testing and report
AND/OR
Statement from psychiatrist, nurse practitioner, primary care doctor or other qualified clinical professional

Report from ophthalmologist or optometrist
AND/OR
Documentation from an agency that specializes in working with individuals who are blind or have low vision i.e. Iris Network, Bureau of Rehabilitation Division for the Blind

Report from audiologist or otolaryngologist including audiogram
AND/OR
Documentation from an agency that specializes in working with individuals who are Deaf or Hard of Hearing i.e. º£½ÇÉçÇø Center on Deafness, Division for the Deaf, Hard of Hearing and Late-Deafened

Neuropsychological/psychoeducational testing and report

Statement from physician, medical specialist, physical therapist, occupational therapist or other qualified clinical professional

Statement from psychiatrist, social worker, nurse practitioner, primary care doctor or other qualified clinical professional

Statement from physician, medical specialist, physical therapist, occupational therapist or other qualified clinical professional
AND/OR
Documentation from an agency that specializes in working with individuals with barriers to physical movement i.e. Office of Adults with Cognitive and Physical Disabilities

Neuropsychological/psychoeducational testing and report
AND/OR
Documentation from medical speech-language pathologist, speech therapist or other qualified clinical professional

Neuropsychological/psychoeducational testing and report
AND/OR
Statement from physician, physical therapist, occupational therapist or other qualified clinical professional

Items not suitable for documentation include but are not limited to: Prescription bottles, prescriptions, handwritten notes on prescription pads, documentation provided by certified but not licensed professionals i.e. MHRTC, DSP. Copies of IEPs and Section 504 plans are informative, but if a diagnosis is not stated and test results are not reported these documents may not be sufficient documentation to support accommodation. Written statements submitted for documentation must include all information requested in the checklist above.

Students can also ask their healthcare provider or therapist to fill out one of the following forms instead of submitting existing documentation.

SAS Documentation Provider Form for Academic and Housing Accommodations

Emotional Support Animal Documentation Form