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Documentation Guidelines


Students diagnosed with a disability that request services or reasonable accommodations may be asked to provide appropriate and current documentation. In the case of multiple disabilities, students may be asked to provide documentation for each disability for which accommodations are being requested. It is recommended that students submit the most recent documentation of his or her disability. Disabilities change over time and documentation should support current needs. Students may be asked to obtain updated documentation if no recent documentation exists. In some cases, students may be asked to go for further disability testing or evaluation to gain more information on accommodation needs. Services, accommodations and/or the need for assistive technology will be determined on an individual basis upon documentation review and a thorough consultation with staff from the Manhattanville Office of Disability Services. These guidelines apply to all disability types recognized by the ADA.

If necessary, the Office of Disability Services can provide you with medical/psychological release of information forms allowing your provider to send all appropriate documentation directly to this office. Please have name, address, and phone and fax numbers with you at your initial appointment. Additionally, disability verification forms are available to be completed by an appropriately qualified professional.

Documentation should include the following guidelines:

  • A qualified professional should conduct the evaluation and provide name, title and professional credentials.
  • The evaluation should include a diagnostic statement and be signed and dated.
  • Documentation should include a description of the diagnostic criteria, evaluation methods, procedures, tests and dates of administration, as well as a clinical narrative, observation, and specific results.  
  • Information on how the disabling condition(s) currently impacts the individual provides useful information for both establishing a disability and identifying possible accommodations.
  • It is helpful when documentation provides information on expected changes in the functional impact of the disability over time and context.
  • The most comprehensive documentation will include a description of both current and past medications, auxiliary aids, assistive devices, support services, and accommodations, including their effectiveness in ameliorating functional impacts of the disability.
  • Recommendations and rationale for accommodations and/or assistive technology must be based on the analysis of the functional impact of the diagnosis.

Along with a review of the documentation of a disability, the Office of Disability Services will meet individually with each student to discuss what accommodations are most appropriate. Developing the most appropriate accommodations is an ongoing process and accommodations can be changed or adjusted if the need arises.