Documentation Guidelines

Employee Disability Documentation

Documentation needs for employees are determined on an individualized basis and communicated directly to the employee once the ADA/504 Coordinator or designee has reviewed the requested accommodations. Documentation must establish the employee has a disability as defined by disability law, identify employment-related barriers, and explain specific limitations on essential job functions.

Submitting Documentation

In accordance with App State security policies, standards, and guidelines, we are unable to receive medical/confidential documents via email. Materials may be securely submitted via:

• fax
• hand delivery to 123 I.G. Greer Hall
• US Mail
• secure electronic message via fileshare.appstate.edu. After logging into Fileshare, direct your message to: equalopportunity@appstate.edu. To confirm the correct email address, check sent messages within Fileshare. A verification email is automatically sent confirming transmission. For login-related issues with Fileshare, please contact IT Support Services. 

All materials received are scanned and uploaded to an AO-maintained secure electronic database before paper copies are shredded. Individuals are encouraged to keep originals and a copy of all disability documentation submitted for personal records and future use.

EO may request medical documentation when the pregnancy-related limitation or accommodation is not obvious. Documentation needs for pregnant individuals are determined on an individualized basis and communicated directly to the individual once EO has reviewed the request.

Submitting Documentation

In accordance with App State security policies, standards, and guidelines, we are unable to receive medical/confidential documents via email. Materials may be securely submitted via:

• fax
• hand delivery to 123 I.G. Greer Hall
• US Mail
• secure electronic message via fileshare.appstate.edu. After logging into Fileshare, direct your message to: equalopportunity@appstate.edu. To confirm the correct email address, check sent messages within Fileshare. A verification email is automatically sent confirming transmission. For login-related issues with Fileshare, please contact IT Support Services. 

All materials received are scanned and uploaded to an AO-maintained secure electronic database before paper copies are shredded. Individuals are encouraged to keep originals and a copy of all disability documentation submitted for personal records and future use. 

Documentation needs for religious accommodation requests are determined on an individualized basis and communicated directly to the individual once EO has reviewed the request. Many individuals wish to submit a letter sharing information about their religious, spiritual, or cultural beliefs or a letter from a religious or spiritual leader as part of their request for religious accommodations.

Submitting Documentation

In general, documentation regarding religious, spiritual, or cultural beliefs can be submitted in any mode including email. However, medical records related to a religious accommodation request (such as vaccine or immunization records) cannot be received via email. Materials may be securely submitted via:

• fax
• hand delivery to 123 I.G. Greer Hall
• US Mail
• secure electronic message via fileshare.appstate.edu. After logging into Fileshare, direct your message to: equalopportunity@appstate.edu. To confirm the correct email address, check sent messages within Fileshare. A verification email is automatically sent confirming transmission. For login-related issues with Fileshare, please contact IT Support Services. 

Student Disability Documentation

In general, disability documentation is needed along with an accommodation request to determine appropriate academic adjustments, auxiliary aids & services, modifications and reasonable accommodations.

While the individual is a primary source of information regarding institutional barriers they may experience on the basis of a disability, when the disability's impact is not readily observable, documentation is typically necessary.

However, individuals whose disability impact is readily observable, such as those who travel by wheelchair or are accompanied by a Service Animal (as defined by the ADA), may contact the Office of Access & Opportunity: Disability Resources (“ODR”) after submitting a request for accommodations to determine applicable documentation needs and next steps.

Documentation guidelines vary from one institution to another. If attending a different institution or taking a standardized test administered by an outside agency, students are responsible for researching those documentation policies/guidelines and requirements. Due to varying documentation guidelines, it may not be appropriate for ODR to complete paperwork certifying eligibility for standardized tests.

Student Documentation Guidelines

ODR has created guidelines (not requirements) to assist us in understanding a student's specific disability-related impacts. ODR utilizes flexibility in determining how recent documentation must be, especially for conditions that are permanent or non-varying. Changing conditions and/or changes in how a condition impacts the individual may warrant more frequent updates.

Generally, sufficient documentation includes: a psychological/psycho-educational evaluation or a letter from a medical/mental health provider, which includes:

• Qualifications of Clinician/Provider

  Documentation must be typed on office or practice letterhead, dated and signed by a professional who is licensed or certified in the area for which the diagnosis is made. Name, title, and license/certification credentials must be stated and shall not be family members or others with a close personal relationship to the individual.

• Diagnosis & History

  A diagnostic statement identifying the disability, including ICD or DSM classification, along with any relevant personal, psychosocial, medical, developmental, and/or educational history.

• Description of Diagnostic Methodology (when applicable)

  A full description of the diagnostic methodology used, including data and measurements from appropriate evaluation instruments. The results obtained should directly link to the diagnosis and the functional limitations of the disability. For cognitive disorders, evaluations should use adult norms.

• Current Impact and Functional Limitations

  A clear description of the level of severity, along with the current impact and functional limitations of the condition pertaining to the academic and/or residential settings. Information regarding whether symptoms are constant or episodic, and the frequency and/or duration, should be addressed.  Information provided must reflect that the condition substantially limits a major life activity or major bodily function. Any treatments, medications, and/or assistive devices/services currently prescribed or in use, should include a description of the mediating effects and potential side effects from such treatments.

Recommendations (Optional)

Recommendations accompanied by a rationale that is directly linked to the impact, functional limitations or medication prescribed to control symptoms associated with the disability are welcomed and considered. However, ODR makes the final determination of the eligibility and appropriate academic adjustments necessary to provide equal access for participation.

Emotional Support Animals

Specific documentation must also address an existing and continuing diagnostic and therapeutic relationship; the provider’s confirmation that the Emotional Support Animal has been prescribed for treatment purposes and is necessary to help alleviate symptoms associated with the person’s condition and/or to help the person use and enjoy university housing services; and include a clear description of how the animal will mitigate functional limitations.  Generally, documentation from health care professionals who review emotional profiles and create template ESA letters for public housing and air carriers, or who have had no contact with the individual other than limited encounters specifically intended to produce an ESA letter, is not considered reliable. ODR neither requires nor recognizes an ESA "license", "certificate," or "vest" as the basis for establishing the legitimacy of an ESA. Emotional support animals: additional requirements for animal approval documentation are outlined at University Assistance Animal information.

Generally Insufficient Documentation

ODR does not diagnose impairments, assess their severity, or identify the current impact and/or functional limitations of a disability; therefore, office medical records, medical chart notes or prescription pad notations are generally not sufficient for determining eligibility and by submitting it could prolong the decision process.

Temporary Conditions

If making a request on the basis of a temporary condition (i.e., temporary injury or pregnancy related condition), please view information on supports for those navigating temporary injuries or pregnancy-related conditions.

Documentation for Temporary Conditions should utilize the Documentation Form for Temporary Injuries/Conditions form (PDF).

Submitting Documentation

In accordance with App State security policies, standards, and guidelines, we are unable to receive medical/confidential documents via email. 

Materials may be securely submitted via:

• fax
• hand delivery to the dropbox located outside of the Disability Resource office (Suite 112, Anne Belk Hall)
• US Mail
• secure electronic message via fileshare.appstate.edu. After logging into Fileshare, direct your message to: odr@appstate.edu. To confirm the correct email address, check sent messages within Fileshare. A verification email is automatically sent confirming transmission. For login-related issues with Fileshare, please contact IT Support Services.

All materials received are scanned and uploaded to an AO-maintained secure electronic database before paper copies are shredded. Individuals are encouraged to keep originals and a copy of all disability documentation submitted for personal records and future use.