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Requests for accommodations should be supported by proper documentation.  While documentation alone does not determine what is an appropriate accommodation, it is an important part of the review process. 

Should you have questions about your documentation, please contact the Office of Accessibility Services and we would be happy to assist you. 

Records supporting the use of services in high school or at other institutions are helpful in assisting OAS staff, although reports such as IEPs, 504 plans, and letters from disability service providers at other colleges are not, in themselves, automatically considered sufficient to meet this documentation request. 

91ÁÔÆæ professional staff reserves the right to request additional information to determine appropriate services or eligibility, if necessary. 

What is the purpose of documentation? 

• To learn if the student can be considered a person with a disability, and therefore eligible for protection against discrimination on the basis of disability.
• To supplement student information regarding the impact of the disability.
• To add crucial information to the process of determining reasonable accommodation(s) (such as auxiliary aids and services) designed to facilitate equal access to 91ÁÔÆæ environments on a case-by-case basis.

What are the overall standards for documentation?

1. Qualified Evaluator
   • Documentation must be provided by a professional qualified by education and experience to diagnose the specific disability.
   • Professionals should not evaluate members of their own families for documentation purposes.
2. Documentation Format
   • All reports should be typed or legibly written on official letterhead, dated, and with the provider’s license number and signature included.
3. Document Expectations
   • Documentation should detail the instruments and standards used for evaluation.
   • An official diagnosis or clear description of the condition.
   • The appropriate DSM-5 code may be included.
   • The report should describe how the student's disability substantially limits one or more major life activities.
4. Date of Documentation
   • Documentation should be current and relevant, preferably within five (5) years for learning disabilities and within one-to-three (1-3) years for most other disabilities.
     • More leniency is granted for permanent medical conditions or observable physical disabilities.
     • More specific documentation guidelines for graduate exams and other assessments may be required. If students want to review the documentation guidelines for graduate exams, please contact our office.
5. Recommendations for Accommodations
   • While the evaluators’ report can list recommended accommodations, the Office of Accessibility Services staff will determine the appropriateness and reasonableness of these accommodations.
   • Accommodation requests must be directly connected to the student's current functional limitations, with a clear explanation or rationale provided for each recommended accommodation.

How can I submit my documentation?

Documentation can be submitted via Accommodate, email, mail, or dropped off to the Office of Accessibility Services during business hours.

• Preferred method: Submit documentation with your application (initial or supplemental) through Accommodate
• Email: accessibility.services@alvernia.edu
• Bring to the Office of Accessibility Services in Bernadine Hall, Suite 105 during business hours: Monday through Friday from 8:00am until 4:30pm.
• Mail: Documentation can be mailed to:
  91ÁÔÆæ
  Attn: Office of Accessibility Services – BH 105 
  400 Saint Bernadine Street
  Reading, PA 19607