Documentation

Students who are seeking support services from Washington State University Vancouver on the basis of any disability are required to submit documentation to verify eligibility. Disability documentation and related information will be kept in a separate file in the Disability Services Office. The cost and responsibility for providing this documentation shall be borne by the student.

Documentation should show current impact of the disability on student performance. The following guidelines are provided in the interest of assuring that the evaluation and report are appropriate for documenting eligibility and identifying appropriate academic adjustments and/or auxiliary aids.

Suggestions of academic adjustments and/or auxiliary aids with supporting evidence may be included in the documentation, however, the final determination for providing appropriate academic adjustments and auxiliary aids rests with the Disability Services Office.

Questions or concerns regarding documentation requirements can be directed to Disability Services at 360-546-9155 or disability@vancouver.wsu.edu.

Documentation guidelines

  • A description of the current limitations and functional impact: It is critical that Disability Services has the information about how your disability impacts you. Thorough documentation describing how you specifically are affected in addition to other information is useful.
  • A description of the progression or stability of your disability: Documentation should include an indication of whether the condition is stable, cyclical or episodic in nature. It is also important to note if symptoms are triggered by environmental conditions.
  • Documentation must be current: How recent the documentation needs to be is dependent on the facts and circumstances of your disability. Generally, documentation within three years is considered current, but this varies by condition. If you have a disability that is permanent and non-varying, then documentation that is many years old can be considered current. Disabilities that fluctuate or progress require more frequent updates in order to provide an accurate picture.
  • Please note: In the state of Washington, a diagnostic statement is considered useful but not necessary. However, it is essential to provide information on the functional impact and detail the typical progression or prognosis of the condition. While diagnostic codes from the Diagnostic Statistical Manual of the American Psychiatric Association (DSM) or the International Classification of Functioning, Disability and Health (ICF) of the World Health Organization are helpful in providing this information, a full clinical description will also convey the necessary information.

Specific disability documentation guidelines

Frequently asked questions about documentation

What if I have incomplete or old documentation?

Please submit your documentation for Disability Services to review. Disability Services will review your documentation and will be looking at a number of different factors. Although you may need to provide updated information from a provider sometimes we can ask the evaluator or treating physician to provide more specific information and that will be sufficient. In some cases, depending on the information that you submit, we may be able to provide accommodations on a temporary basis while we are waiting for more complete or current information.

Who can write the documentation for me?

In most cases, documentation of a disability is prepared by the diagnosing health care professional. Documentation should be provided by a licensed or otherwise properly credentialed professional who has undergone appropriate and comprehensive training, has relevant experience, and has no personal relationship with the individual being evaluated. A good match between the credentials of the individual making the diagnosis and the condition being reported is expected (e.g., an orthopedic limitation might be documented by a physician, but not a licensed psychologist).