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Documentation of a disability or medical condition

The following guidelines are provided in the interest of assuring that documentation is appropriate to document eligibility for services. The guidelines can be followed for all disabilities/medical conditions. Accessibility Services Coordinator and/or Learning Specialists are available to consult with professionals regarding any of these guidelines. Call New Westminster campus: (604) 527-5486 or Coquitlam campus: (604) 777-6185 for more information or clarification.

Qualified professional must conduct the evaluation

Documentation consists of an evaluation by a professional who has specific training, expertise and experience in the diagnosis of conditions for which academic accommodations are being requested. All professionals submitting documentation must be appropriately certified and licensed to practice.

Required format of documentation

The evaluation/report should be typed on a letterhead, dated and include the practitioner's name, title, phone/fax, mailing address and signature.

Documentation should be current

Because the provision of all reasonable accommodations and services is based upon assessment of the current impact of the disability on academic performance, it is in the student's best interest to provide recent and appropriate documentation.

For new students who have a stable condition, the diagnostic evaluation must be completed within the past five years. For returning students whose condition has remained stable since submission of the original evaluation report, further documentation may not be required.

Scope of the documentation

The documentation should include:

  • A diagnostic statement of the disability/medical condition. A diagnosis alone, however, is not sufficiently to support a request for services. The documentation should describe the nature of the disability/medical condition and include an explanation of the current impact of (or functional limitations imposed by) the condition.
  • The expected duration, stability or progression of the condition. A description of the timeline for rehabilitation and recovery if the diagnosis is of a temporary nature.
  • A description of the symptoms that formed the rationale for diagnosis.
  • The length of provided treatment
  • Devices or services currently used to minimize the impact of the condition.
  • Relevant test results.
  • Medications prescribed and an identification of the side effects that may adversely affect learning and academic performance.

Certain disabilities require specialized evaluations/reports. For example an identification of a learning disability requires a comprehensive psycho educational assessment; a traumatic brain injury requires neuropsychological assessment.

Cost of documentation

It is the student's responsibility to cover the costs associated with providing documentation of disability to Accessibility Services at Douglas College.