Disability Documentation Guidelines

In general, disability documentation should describe the nature of the condition and how it currently impacts the student's functioning in the college setting. The documentation should also explain the connection between the disability and each requested accommodation, providing a clear clinical rationale for each request.

• For ADHD, autism, learning disabilities, and other neurodevelopmental conditions, a neuropsychological assessment report is the preferred documentation, when it is available. 
• For other conditions, we recommend that healthcare providers complete the Student Disability Documentation Form, to help ensure we receive the information needed to evaluate accommodation requests.
• For emotional support animal (ESA) requests, the ESA Disability Documentation Form should be used.

Providers may also submit a formal letter in lieu of our forms. Letters must include all information requested in the documentation form, be printed on professional letterhead, and be signed and dated.

DAR reviews all documentation on an individualized, case-by-case basis. If the materials submitted do not sufficiently establish the current functional impact of the disability or the rationale for the requested accommodations, DAR may request additional information.

Documentation must be prepared by a licensed medical or mental health professional who is qualified to evaluate and treat the condition in question, and who does not have a family relationship with the student. The provider should have conducted an assessment of the disability and/or be actively involved in the student’s treatment. 

Appropriate providers may include physicians, psychologists, psychiatrists, licensed therapists, educational psychologists, mobility specialists, rehabilitation counselors, or other licensed healthcare professionals acting within the scope of their practice.

We prefer that students upload their documentation as an attachment when they submit an accommodation request form. Documentation can also be sent to us via email at dar@reed.edu or fax at 503-517-5532.

Sometimes, but not always. A record of accommodations awarded elsewhere (such as an IEP or 504 plan, or an accommodation letter from a previous institution) is a welcome supplement to a student’s disability documentation, and can inform discussions about current accommodation needs. However, depending on the information included in these records, they may be insufficient documentation in-and-of-themselves. 

Documentation should be recent enough to reflect the student's current level of functioning.

For mental health disabilities and conditions that are variable or progressive in nature, documentation should ideally be prepared within the last 6 months. For long-established conditions whose impact is fairly stable, documentation prepared within the past 1-3 years may be acceptable.

For learning disability or neuropsychological evaluations, assessments normed for adults are preferred, though in some cases an evaluation with assessments normed for children/adolescents may suffice.

We encourage students who are experiencing challenges related to a disability to schedule an appointment with us, whether or not they currently have documentation that meets our guidelines. DAR staff can help students explore relevant resources that are available to all students, as well as options for moving forward with the accommodation process and/or obtaining documentation.

Due to HIPAA regulations, DAR staff members do not have access to students’ medical records at the Health & Counseling Center (HCC). If there is documentation on file with the HCC that a student would like to submit to DAR for accommodation purposes, the student may sign a release of information at the HCC and request that certain medical records be sent to DAR.

Students seeking a neuropsychological evaluation with an off-campus provider are encouraged to work with the Health & Counseling Center to identify a local provider who is within the student’s insurance network and is a good fit for the student. If the cost of an evaluation would cause a financial hardship, financial assistance may be available through the Student Life office. Please contact us for additional information.