Documentation Guidelines

Documentation helps Disability Access Services (DAS) understand how a disability impacts access and what supports may be appropriate in a college setting. Accommodations are always determined through an individualized, interactive process.

Types of Documentation Forms We Accept

To make the process clearer and more streamlined, DAS uses several specific forms depending on the type of request:

• Academic Accommodations Verification Form
• Housing Accommodations Verification Form
• Emotional Support Animal Verification Form

Each form is designed to guide providers in submitting the information needed for review.

Who Can Provide Documentation

Documentation must come from a qualified professional who is trained and experienced in diagnosing the specific disability.

• The provider must be independent and appropriately licensed.
• Providers may not evaluate their own family members for documentation purposes.
• Documentation must be based on a professional evaluation and clinical judgment.

What Documentation Should Include

All documentation should:

• Be typed or clearly written on official letterhead.
• Be dated and signed by the provider.
• Include the provider’s credentials and license number (preferred).

Reports should include:

• Diagnostic information, including DSM-5 or ICD-10 diagnosis codes when applicable
• The assessment methods, tools or criteria used to determine the diagnosis
• A description of how the condition impacts major life activities in a college setting (e.g., learning, reading, concentrating, mobility, etc.)
• A clear explanation of functional limitations (how the disability affects access in academic or residential environments)

Providers may include suggested accommodations. These are helpful for review, but final accommodation decisions are made by DAS based on reasonableness and access within the college environment.

How Current Documentation Should Be

Documentation should be recent and relevant to the condition:

• Learning disabilities: typically within the past 5 years.
• Most other conditions: typically within 1–3 years.
• Permanent or lifelong medical/physical conditions may allow for more flexibility depending on documentation quality and stability of condition.

In some cases (such as graduate exams or external certification requirements), additional documentation standards may apply.

If You Do Not Have Documentation

You can still begin the process.

Please complete an online application so we can understand your access needs and barriers. You may also schedule a meeting with DAS staff to talk through your situation.

We may be able to offer provisional accommodations while documentation is being gathered. Required documentation may include:

• An IEP or 504 Plan
• Documentation from a counselor or healthcare provider
• Information shared during your intake conversation

Our goal is not to make documentation a barrier. If you are unsure where to start or are having difficulty obtaining records, please contact us—we will help you explore options.

Need Help?

If you are unsure whether your documentation meets these guidelines—or you are still in the process of getting documentation—please email DAS at das@whitman.edu. DAS staff are here to help you navigate next steps and connect you with appropriate support.