Documentation Guidelines - Accessibility Services | Capital University, Columbus Ohio


Accessibility Services Documentation Guidelines

  • An individual is required to submit relevant documentation from an external source to verify the presence of a qualifying disability. The documentation, in tandem with an individual's self-report, aids in providing Accessibility Services with a comprehensive understanding of the current impact of the disability on the individual in the university setting and in determining reasonable accommodations. There are multiple ways to document a disability, and the type of documentation will vary depending on the disability and nature of the request. If additional information or clarification is needed, AS has the right contact your provider or request additional documentation.

    Some examples of acceptable disability documentation include:

    • Healthcare Professional Disability Verification Form (PDF)
    • Letter from a healthcare professional conveying essential information (e.g., see the Healthcare Professional Disability Verification Form)
    • Healthcare records conveying similar information as requested on the Healthcare Professional Disability Verification Form
    • Individualized Education Plan (IEP) or Section 504 (of the Rehabilitation Act of 1973) Plan from a secondary education institution with a recent Multi-Factored Evaluation (MFE) or Evaluation Team Report (ETR)

    Documentation requirements may be different at other institutions or testing centers. It is the individual’s responsibility to know what those requirements are.

    The usual documentation requirements may be suspended for a temporary condition, such as a recent injury, concussion, or post-surgical recuperation. Likewise, in unique situations provisional accommodations may be temporarily approved for an individual actively engaged in the diagnostic process and later converted to permanent upon receipt of appropriate documentation. To pursue temporary or provisional accommodations, please contact

    Documentation may be submitted the following ways:

    • email:
    • fax: 614-236-6971
    • in person: Ruff Learning Center, 1st floor
    • mail: Accessibility Services, Capital University, 1 College and Main, Columbus, OH 43209-2394
    Healthcare Professional Disability Verification and Accommodation Recommendation

    Documentation should be provided by a licensed healthcare professional whose scope of practice permits the diagnosis of a qualified disability and whose professional relationship with the individual is sufficiently recent to reflect current impairment. The healthcare professional may include pertinent records that help convey the impact of the disability on the individual in the university setting. The healthcare professional may provide the following information by completing the Healthcare Professional Disability Verification and Accommodation Recommendation Form (PDF) or by preparing a letter that conveys equivalent information.

    1. Describe the nature of the professional relationship with the individual (e.g., treating physician, psychologist, clinical counselor, independent expert evaluator), and list the date of the most recent examination.
    2. Indicate the presence of an individual’s physical or mental impairment that substantially limits at least one major life activity or major bodily function.
    3. Explain the impact of the individual’s disability on the university setting (e.g., indicate empirical findings that relate impairment to classroom, testing, housing, or employment conditions). If the recommended accommodation is only for a support animal, then the answer to this question may be omitted.
    4. Relate the individual’s impairment from a qualifying disability to the recommended accommodations or, in the case of a support animal indicate the type of animal and state whether the individual needs the animal because it does work, provides assistance, or performs at least one task that benefits the individual because of their disability, or because the animal provides therapeutic emotional support to alleviate a symptom or an effect of the disability.

    Be sure to list the individual’s complete name and date-of-birth (for identification purposes). The healthcare professional additionally provides their complete name, highest degree earned, professional specialization and licensure, complete mailing address, and signature (an electronic signature is acceptable), along with any pertinent records that may assist Accessibility Services in identifying and implementing appropriate accommodations.

    The above information may be submitted by mail (Accessibility Services, Capital University, 1 College and Main, Columbus, OH 43209-2394), email (, or fax (614-236-6971).