An Important Note on Documentation

The documentation guidelines outlined below provide a framework designed to be helpful to students and their evaluators in preparing appropriate documentation to support the student’s request(s), and to the Office of Accessible Education to be able to make informed decisions about accommodations. However, it is important to note that accommodation requests are approached on an individual basis and documentation may vary by situation. While documentation of disability is required, it is one component of an interactive process that includes a conversation with the student as well as additional relevant information. Information the student can provide about past use of accommodations and disability-related barriers they are experiencing or anticipate experiencing will also be helpful.

Current and incoming students who do not have documentation of disability, have documentation that is not current, or does not meet the suggested guidelines, should still schedule a meeting with the Director of Accessible Education. Documentation can be discussed during the initial meeting– no student should delay initiating a request out of concern for not having the appropriate paperwork.

General Documentation Guidelines:

• Documentation must be typewritten on business letterhead from a licensed professional — not related to the student — who is qualified to give a psychological and/or medical diagnosis. The licensed professional’s name, credentials, and signature must appear on the documentation.
• Depending on the disability, the documentation may be a current neuropsychological or educational evaluation report.
• The documentation should include all pertinent diagnoses, clearly stated and explained. Information outlining testing/assessment tools should be included, if applicable. Learning disability testing should include the actual standard test scores.
• Documentation must include information on how the disability currently impacts the individual and “how a major life activity is limited by providing a clear sense of severity, frequency, and pervasiveness of the condition(s).”
• All pertinent positive and negative effects of mitigating measures should be addressed. This could include a description of treatment, medications (and potential side effects), and assistive devices with estimated effectiveness of their impact on the disability.
• Documentation should provide recommendations for accommodations for the individual and include the rationale for the recommended accommodations.

In general, documentation should be recent enough to assess the current impact on learning or a major life activity, although how recent will vary depending upon the nature of the impairment. The documentation must be issued by a medical or other qualified, licensed professional, printed on letterhead, dated, signed, and include the professional’s current contact and licensing information. No information may be redacted.

A diagnostic statement alone is generally not sufficient to establish eligibility for accommodations. It is not considered appropriate for professionals to evaluate members of their families and documentation from a family member will not be accepted. Bates reserves the right to require that a certified copy of the documentation be transmitted directly from the evaluator or professional to the college.

In addition to a current assessment, students are encouraged to submit any past documentation or materials that establish a history of receiving appropriate accommodations in a previous academic setting when available. Secondary school accommodation plans such as IEPs or 504 Plans are helpful, but often do not provide sufficient information to establish eligibility for the requested accommodations at the college level when submitted without a corresponding evaluation. It is the student’s responsibility to pay for any costs associated with obtaining sufficient current documentation. Limited funding may be available for students with demonstrated need.

For housing accommodation requests, students should submit the Housing Accommodations Request Form. Please note that in some instances, information or documentation in addition to this form may be required for housing accommodation requests. Please visit the Residence Life and Housing Accommodations page for more information.

A copy of the student’s documentation is maintained by the Office of Accessible Education for seven years from the time the student graduates or leaves the college. Original copies are not always maintained. Diagnostic information and documentation are not shared with other administrators or faculty members without the student’s informed consent, except on a need-to-know basis, or where otherwise required by law.