Documentation Guidelines

The Office of Accessibility Resources at North Carolina A&T State University provides reasonable accommodations for students with documented disabilities. Post-secondary students no longer have IEPs because the Individuals with Disability Education Act (IDEA) does not exist at the college level; however, an IEP may be considered as a supporting document to the psychological evaluation. The students affiliated with the Office of Accessibility Resources is governed under the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act.

All documents submitted will be reviewed for the final determination of whether reasonable accommodations are warranted and can be provided for the individual. Students with disabilities are expected to satisfy the academic standards required by the university and perform the essential course functions without substantially altering the curriculum requirements.

 

Documentation to support the need for accommodations must include the following:

  • Diagnostic code, date of diagnosis and date of the last visit
  • The student’s level of functioning
  • Recommendations to recompense for functional limitations in an academic setting
  • Medications and side effects impacting learning as well as the academic environment
  • Evaluator’s name, title, credentials, license number and signature

 

Documentation Guidelines should be shared with the qualified professional evaluating the student.

 

Documentation for Learning Disabilities (LD), Traumatic Bran Injuries (TBI), Autism Spectrum Disorder (ASD), or Attention Deficit Hyperactivity Disorder (AD/HD) must address the following: 

  • explanation of psychological and/or psycho-educational tests used; indicate all tests, data and/or scores used to support diagnosis
  • current medications and possible side effects
  • interviews, surveys and other data collected to support diagnosis

 

Documentation for Deaf and Hard of Hearing must be provided by a licensed audiologist indicting the severity of the hearing impairment and must include the following information: 

  • a specific diagnosis, diagnostic code, date of diagnosis and date of last visit
  • date of onset (pre/post lingual)
  • current hearing levels and whether hearing loss is stable or progressive
  • speech reception levels with and without hearing aids and/or assistive listening devices

 

Documentation for Medical, Physical, Mobility or Temporary Disability should be typed on letterhead and must identify functional limitations and the need for services based on the individual's current level of functioning in an educational setting and include the following: 

  • a specific diagnosis, diagnostic code, date of diagnosis and date of last visit
  • whether the limitations and/or symptoms are constant or episodic  with frequency or duration
  • if physically impacted, gross or fine motor functioning
  • current medications and possible side effects
  • the permanent nature of the condition or the temporary nature of the condition and expected duration of the limitation or impairment

 

Documentation for Psychological /Psychiatric Disability should be typed on letterhead and validate the need for services based on the individual's current level of functioning and include the following: 

  • a specific diagnosis, diagnostic code, date of diagnosis and date of last visit
  • therapeutic interventions and level of compliance
  • current medication including dosage and possible side effects
  • educational implications and nature and severity of limitations 

Documentation for a Visual Impairment must be provided by an Ophthalmologist or Optometrist and include the following information: 

  • specific diagnosis indicating current visual acuity
  • near and distant vision (left and/or right)
  • visual fields, with and without corrective lenses

 

Insufficient Documentation

In cases where documentation is incomplete students will be asked to provide additional or clarifying information from the evaluator. Students leaving the university for any reason may, upon readmission, be asked to submit updated documentation prior to receiving accommodations or services.

Generally, the following documentation is NOT sufficient for the provision of services and accommodations:

  • High School IEPs, 504 Plans and/or SOPs
  • Documentation in which screening instruments or rating scales are used as the sole diagnostic tool
  • Official medical documentation, medical chart notes or prescription pad notations
  • Documentation no more than 5 years old and testing instruments normed (standardized) that is not age appropriate
  •  Requests are reviewed in the order they are received. It can take up to two weeks to review documentation, approve a request and coordinate the approved accommodations. You are strongly encouraged to submit your request form and documentation as early as possible to avoid delays in services.*

 

Frequently Asked Questions

  1. Where should my documentation be submitted? Documentation can be mailed to Accessibility Resources at 1601 Eat Market Street, Murphy Hall Ste. 01, Greensboro, N.C. 27411, faxed to 336-334-7333 or emailed to accessibilityresources@ncat.edu
  2. What if I do not have any documentation for my disability and/or health condition? Students can contact the counseling department to schedule an appointment for testing or contact the health center to schedule an appointment for psychiatric services.
  1. What are the privacy requirements for information provided to OARS? All information and documentation submitted to the OARS office is kept separate from an academic record and is considered private under the Family Education Rights and Privacy Act (FERPA). HIPPA privacy and confidentiality guides do not apply to documents submitted to OARS for they are not being used for treatment. Under FERPA guidelines OARS cannot guarantee complete confidentiality as there may be times when sharing some information with other NCAT staff/faculty is necessary in the facilitation of the accommodation process.

Please be advised that sharing information from the Office of Accessibility Resources (OARS) with parents does require a completed consent form with signature from the registered student.