Complete Documentation Guidelines

Documentation Guidelines

Students should contact Accessible Education Services for guidance on the documentation needed for their individual situations. In addition to information the student provides on the Registering a Disability and Requesting Accommodations form and in speaking with the Assistant Director of Accessible Education, relevant documentation from external sources can help to verify the disability and establish the student's eligibility for accommodations.

Documentation should include the diagnosis, description of the disability, history, significance, and expected duration when applicable. Documentation should also include the current impact of the disability in an educational setting, past use and effectiveness of accommodations, and recommendations for accommodations that are logically related to the impact of the disability. Please keep in mind, however, that Roanoke College will make the final determination of reasonable accommodations.

The age of acceptable documentation is dependent upon the disability. While older documentation for conditions that are permanent or do not vary may be appropriate, changing conditions and/or changes in how the condition impacts the individual over time may warrant more current documentation.

Types of documentation that may be helpful include, but are not limited to, the following:

  • Educational, psychological, or medical records
  • Reports and assessments created by healthcare providers, psychologists, or the educational system (e.g., a psychoeducational evaluation)
  • Documents that reflect education and accommodation history, such as an Individual Education Program (IEP) and 504 Plan

Please keep the following in mind:

  • Disability is defined by the Americans with Disabilities Act as an impairment that substantially limits one or more major life activities. Major life activities include, but are not limited to, seeing, hearing, walking, standing, lifting, speaking, learning, reading, concentrating, thinking, communicating, and working.
  • The Registering a Disability and Requesting Accommodations form and documentation of disability should be submitted to Accessible Education Services early enough to allow staff sufficient time to review the request and implement reasonable accommodations and services.

  • Accessible Education Services may ask the student to provide additional information if the submitted documentation is incomplete or does not support the student's request for accommodations.
  • Generally, documentation must come from a qualified practitioner who is not a family member of the student.
  • Students who do not have documentation are encouraged to meet with the Assistant Director of Accessible Education to explore options for support.
  • Students should keep a copy of the documentation for their personal records. Accessible Education Services destroys/deletes documentation and other disability-related information seven years after a student leaves the college.
  • Documentation accepted by Roanoke College might not be accepted by other institutions, agencies, and/or programs (e.g., testing agencies, licensure exams, and certification programs). Please check with the specific organizations and/or programs to determine their documentation requirements.

Please note that Roanoke College has no obligation to provide accommodations previously provided by outside entities.

All disability disclosures are voluntary and confidential. All documentation received will be kept confidential.

Accessible Education Services will be glad to assist you at any time. For more information or assistance, contact:

Accessible Education Services

(540) 375-2247