Documentation Guidelines
The University of St. Thomas Office of Access and Disability Services, provides an inclusive and accessible environment for all students. If you are a student with a disability and require accommodations to fully participate in the academic programs and activities, we are here to support you. To ensure that appropriate accommodations are provided, we request that you submit documentation of your disability.
Documentation should meet the following requirements:
Qualified Healthcare Professional: Documentation must be provided by a licensed or certified professional who has specific expertise in diagnosing and treating the condition(s) for which accommodations are requested. This may include psychologists, psychiatrists, medical doctors, licensed social workers, or other appropriate specialists. The documentation should be on official letterhead and include the contact information, credentials, and signature of the qualified healthcare professional who diagnosed your disability.
Current Documentation: The documentation should be recent enough to reflect the student's current functional limitations. While the timeframe may vary depending on the disability, generally, documentation should be within the last three to five years. For chronic or lifelong conditions, older documentation may be acceptable if it is supplemented with more recent information.
Comprehensive Assessment: The documentation should include a detailed assessment and diagnosis of the disability. For learning disabilities or ADHD, this may include psychoeducational testing, cognitive and achievement assessments, and other standardized measures. For physical or medical conditions, relevant medical evaluations and test results should be included.
Clear Diagnostic Statement: The documentation must include a clear statement of the diagnosis, consistent with current diagnostic criteria (e.g., DSM-5 or ICD-10). The statement should explain the nature and extent of the disability and describe the specific functional limitations caused by the disability. This includes how the condition impacts the student’s ability to perform academic tasks such as reading, writing, attending classes, participating in discussions, and taking exams.
History of Accommodations: If applicable, the documentation should include a history of past accommodations provided in educational settings (e.g., high school, prior college). This information helps ADS understand what has been effective in supporting the student’s success.
Access and Disability Services reviews all submitted documentation to gain a comprehensive understanding of how a student's disability affects their academic performance and the specific accommodations they require. The review of documentation is a collaborative process, treating each case individually. It's important to note that the eligibility determination process cannot be completed in a single day. Upon uploading documentation through the New Student Application, it will be assessed in the order it was received. To ensure timely consideration of accommodation needs, it is advisable to submit documentation well in advance. Generally, documentation is processed promptly, and students can expect to receive notification within five business days of submission.
Students with readily observable permanent disabilities, such as wheelchair users or white cane users, are not required to submit documentation. Instead, they can submit their application and then reach out to the ADS office to schedule a Welcome Meeting.
There are several options available for submitting documentation of your disability to Access and Disability Services. Disability Services adheres to the guidelines provided by the Association on Higher Education and Disability (AHEAD) for reviewing documentation and approving accommodations.
Examples of acceptable disability documentation include:
Medical records or a diagnostic summary from a patient portal
Letter from a healthcare professional, printed on letterhead, confirming the diagnosis
Disability Services Verification Form (to be completed by a healthcare professional)
Accommodation letter from a previous post secondary institution
Comprehensive evaluation or diagnostic report (e.g., Educational Testing Report or Multifactorial Evaluation)
Individualized Education Program (IEP) or 504 plan
All documentation will be treated with confidentiality and shared only with relevant university staff involved in the accommodation process. It is important to submit your documentation as early as possible to allow sufficient time for review and implementation of accommodations.
For more information on our documentation requirements or to schedule an appointment to discuss your specific needs, please contact the Office of Access and Disability Services at access@stthom.edu. We are here to assist you in navigating the accommodation process and supporting your academic success.
We look forward to working with you and ensuring equal access and opportunity for all students at the University of St. Thomas.
To request academic accommodations due to a disability, please register with the Office of Access and Disability Services at stthom.edu/access.