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Guidelines for Disability Documentation

The following guidelines are provided to ensure that documentation of disability submitted to DR is appropriate to both verify disability and to support requests for accommodations, academic adjustments, and/or auxiliary aids.

Santa Clara University provides appropriate accommodations to students who have documentation indicating a claimed disability as defined under The ADA Amendments Act of 2008 (ADAAA). The following guidelines are provided to assist students in submitting clinical documentation to DR:

 

  • Documentation must be within four years to be valid.
  • Documentation must be done by a qualified professional on letterhead, with the name, address and phone number of the professional that is issuing the report.
  • Documentation must include a statement of impact and/or functional limitations on student’s academic performance and/or college life in general.
  • Documentation must include a statement of any recommendations/strategies that would benefit the student and a rationale for these recommendations. It should also describe any previously approved services or accommodations the student has received.
  • Testing for ADD/ADHD must be done by a professional who is qualified to make the diagnosis, such as psychologists, neurologists or psychiatrists.
  • The diagnosis should be based upon an in-depth history based on a chronic and pervasive history of symptoms beginning during childhood and still persisting, student and family interviews, testing, medical or neurological examination, and/or clinical observation. Evidence of this history must be included in the report.
  • Reference should be made to published criteria, such as DSM-IV or DSM-5.
  • Documentation should evaluate the impact of both the diagnosed condition and the student’s functional-educational limitations in the academic environment.
  • Documentation should include the impact of any medications the student may be taking.
  • Documentation must be within four years to be valid.
  • Documentation must be done by a qualified professional on letterhead, with the name, address and phone number of the professional that is issuing the report.
  • Documentation must include a statement of impact and/or functional limitations on student’s academic performance and/or college life in general.
  • Documentation must include a statement of any recommendations/strategies that would benefit the student and a rationale for these recommendations. It should also describe any previously approved services or accommodations the student has received.
  • Verification must be made by the most recent physician or primary care person (unless original diagnosis is available).
  • Specific diagnosis and any sub-categories must be noted.
  • Current medications, dosage frequency and any side effects must be noted.
  • Note student’s functional limitations with regard to academic performance in a college setting.
  • Documentation must be within four years to be valid.
  • Documentation must be done by a qualified professional on letterhead, with the name, address and phone number of the professional that is issuing the report.
  • Documentation must include a statement of impact and/or functional limitations on student’s academic performance and/or college life in general.
  • Documentation must include a statement of any recommendations/strategies that would benefit the student and a rationale for these recommendations. It should also describe any previously approved services or accommodations the student has received.
  • Verification must be made by the most recent physician or primary care person (unless original diagnosis is available).
  • Specific diagnosis and extent of impairment needs to be noted.
  • What, if anything, can the student hear?
  • Documentation must be within four years to be valid.
  • Documentation must be done by a qualified professional on letterhead, with the name, address and phone number of the professional that is issuing the report.
  • Documentation must include a statement of impact and/or functional limitations on student’s academic performance and/or college life in general.
  • Documentation must include a statement of any recommendations/strategies that would benefit the student and a rationale for these recommendations. It should also describe any previously approved services or accommodations the student has received.
  • Testing for learning disabilities must be done by a qualified professional such as a psychologist, psychiatrist, learning disabilities specialist, or educational therapist or educational psychologist.
  • Diagnosis – please give a DSM-IV or DSM-5 diagnosis of a specific learning disability and area of deficit whether intra-cognitive or aptitude to achievement or both. The diagnosis must be in specific learning disabilities psycho-educational language.
  • What instruments and assessments were used for both cognitive and achievement testing? Please list the names and portions of those instruments used. Also list all psycho-metric testing results (standard scores and percentile scores).
  • Documentation must be within four years to be valid.
  • Documentation must be done by a qualified professional on letterhead, with the name, address and phone number of the professional that is issuing the report.
  • Documentation must include a statement of impact and/or functional limitations on student’s academic performance and/or college life in general.
  • Documentation must include a statement of any recommendations/strategies that would benefit the student and a rationale for these recommendations. It should also describe any previously approved services or accommodations the student has received.
  • Specific diagnosis and any sub-categories must be noted.
  • Current medications, dosage frequency and any side effects must be noted.
  • Documentation must be within four years to be valid.
  • Documentation must be done by a qualified professional on letterhead, with the name, address and phone number of the professional that is issuing the report.
  • Documentation must include a statement of impact and/or functional limitations on student’s academic performance and/or college life in general.
  • Documentation must include a statement of any recommendations/strategies that would benefit the student and a rationale for these recommendations. It should also describe any previously approved services or accommodations the student has received.
  • Note last contact with student or statement of continuing contact.
  • Give specific diagnosis with corresponding DSM-IV or DSM-5 code.
  • Note current medications (and dosage frequency) with possible side effects.

DR has the discretion to determine the necessary professional documentation, depending upon the nature and extent of the disability as well as the accommodations requested. Santa Clara University is not required to fundamentally alter or modify curriculum requirements.

 The receipt of services in a previous educational environment does not automatically guarantee identical services will be provided at Santa Clara University.

 

 

DR purges student files after five (5) years of inactivity in the Santa Clara University system.