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General Description
Requirements
Policy Provisions
Performance Evaluation
Attachments
Subject Experts
Documentation Requirements for a Disability
Policy

Document Number: DISAB--101 Revision #: 1.0
Document Owner: Executive VP Date Last Updated: 09/12/2012
Primary Author: Director of Counseling/Disability Services Status: Approved
Date Originally Created: 11/16/2011

General Description
Description:

Information about documentation requirements for a disability


Purpose:

Delineation of policy


Scope:

All faculty, staff, students, and administrators


Responsibility: Counseling/Disability Services
Dean of Students
Executive VP
Legal Counsel

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Requirements
Relevant Knowledge: In order to comply with this policy you should know:
State statutes
Standards of good practice
Standard company policies
Local statutes
Federal statutes
Current University policy

Terms and Definitions: Additional training

Corrective Action

Fine

Loss of privilege, general

OCR visit

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Policy Provisions
1.

Documentation Requirements for a Disability


Before a student may file for academic adjustments, documentation of the disability must be provided. Documentation should be as current as possible but must be no older than five (5) years and must be furnished by a licensed medical or psychological examiner on official letterhead and signed by the examiner. Exceptions to the five year time limit may be necessary depending upon individual circumstances and the nature of the disability.  Reports by nurses, counselors, social workers, record clerks and statements written on prescription pads are not acceptable.  Please note that while an Individualized Education Plan (IEP) from high school is a valuable resource of information, it cannot be used as documentation for a disability.  The qualified professional must be licensed or certified to diagnose the disability in question. Documentation is required by Section 504 of the Rehabilitation Act of 1973 in order to provide requested academic adjustments.

 


1.1

Information should include:


· date of assessment and diagnosis

· current functional impact of the disability and limitations of the disorder on the student’s academic performance

· treatments or medications in current use

· estimated effectiveness of treatments or medications in lessening the impact of the disability

· expected duration, stability or progression of the condition

· clinical summary of the procedures and instruments used to make the diagnosis, to include a diagnostic interview as well as testing results

· specific recommended academic accommodations for the condition with a rationale for each recommendation

· for psychiatric disabilities, a complete DSM-IV-TR diagnosis in multiaxial format, current symptoms that meet the diagnosis, assessment procedures, and evaluation instruments and results in addition to all of the above

The documented disability must be a physical or mental impairment that substantially limits one or more major life activities. A qualified individual with a disability must satisfy the requisite skill, experience, education, and other program-related requirements and can perform, with or without reasonable adjustments, the essential requirements of such a program. 

The student will be asked to sign an Authorization for Release and Exchange of Information Form (Appendix C) if they desire contact between the staff of the Counseling/Disability Services Office and their healthcare provider for any reason.

The semester prior to a student’s documentation becoming out of date, the student will be given notice of the need to update documentation.  The Director of Counseling/Disability Services will review documentation needs with the student and will ask the student to sign the Notice Regarding the Need to Update Documentation (Appendix D) form.

Documentation should be submitted via regular mail to the  Director of Counseling/Disability Services Office, One Cumberland  Square, Lebanon, TN  37087 or, if you prefer, by E-mail at jkissell@cumberland.edu.

 


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Performance Evaluation
Performance Metrics: Compliance with federal mandate
Compliance with standard policy and procedure

Consequences: Fine
Further training
Loss of privileges
OCR visit

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Attachments
Accommodation Acknowledgement and Acceptance
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Personal Belongings Policy for Testing Room
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Common Types of Disabilities and Examples of Accommodations
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Registration for Disability Services
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Registration for Temporary Accomodations
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Release of Information for Disability Services
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Seizure Response Plan
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Service Animal Registration Form
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Test Information and Adjustment Form
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Testing in Progress Sign
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Testing Report
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Weekly Time Report - Proctor
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Written Notice of Failure to Accommodate
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Notice of Need to Update Documentation
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Subject Experts
The following may be consulted for additional information.
Dean of Students

Director of Counseling/Disability Services

Executive VP

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