Guidelines for Documentation of a Disability
Students in higher education are required to self-disclose their disabilities to formally request accommodations. This includes submitting appropriate diagnostic documentation of these disabilities. Diagnostic documentation must come from a licensed practitioner eligible to diagnose and treat the student’s condition.
In order to receive support services and accommodations from the OSA, students are generally required to submit documentation. This documentation will verify eligibility under the Americans with Disabilities Act, Section 504 of the Rehabilitation Act of 1973, and Pepperdine policies. The following information is provided to assist the student in ensuring that the documentation provided is complete and appropriate.
Documentation on file should include:
- Documentation must be on letterhead
- Name and qualifications of the treating professional
- Names of the diagnostic tests or tools administered
- Test results and summary report, diagnosis and prognosis
- The functional limitations that are attributed to the diagnosis
- List relevant medications and experienced side-effects that may interfere with the student’s ability to participate and learn
- Statement of how the disability impacts the student’s academic performance (strongly recommended).
Documentation should articulate how the disability is impacting the student currently.
Documentation can include a combination of historic information and current data, especially for long-term conditions, as long as it describes the current impact.
Common diagnostic documentation includes, but is not limited to:
- Audiological Reports - d/Deaf, hard of hearing
- ENT Reports - hearing loss, tinnitus, Menier’s disease
- Ophthalmological Reports - blind, visual impairments
- Psychological or Neuropsychological Reports - traumatic brain injury, learning disabilities, mental health disorders, intellectual or developmental disabilities
- Special Education Testing (to determine IEP/504 eligibility) - See Psychological or Neuropsychological Reports; must include the most recent Full Individual Evaluation (FIE) or comprehensive individual assessment conducted by the professional or specialist in that disability area
- Medical Specialist Reports - as appropriate for the disability
While treating professionals are able to recommend accommodations, the final determination rests with the OSA through its interactive process with the student.
The OSA is unable to accept disability information presented on a prescription pad
or a Word document with no identifying information about the health care provider.
The OSA may be able to use patient portal documents if they include a diagnosis and
prognosis. A letter with no disability diagnosis will not be accepted (e.g. illness,
condition, disability).
The OSA can accept the following forms in lieu of evaluations:
- Pepperdine Accessibility Form
- Housing and ESA Addendum | This form is required for students seeking housing and dietary accommodations, or an emotional support animal.
Other documentation that will be needed, if available, depending on your degree program:
- Approval of K-12 and/or College Board Accommodations
- Approval of Undergraduate Accommodations
- LSAT Application for Accommodations
- LSAT Accommodation Approval Letter
All documentation or diagnostic reports should be in English. If translated, the translation must be official. The student is responsible for the cost of translation.
A diagnostician must be an impartial individual who is not a family member.
Acceptable file formats for documentation include .pdf, .png, .jpg, or .jpeg. Other formats will need to be converted to a .pdf format before submission.
Students requesting academic accommodations should include evidence of any prior accommodations
received, including accommodations in high school, other undergraduate or graduate
institutions, or on the ACT/SAT/GMAT/LSAT/etc. Prior accommodations are considered
as part, but not determinative, of OSA’s determination.
Student Veterans
Rating letters that include a diagnosis will be considered. We are unable to accept a rating letter that does not include the condition you are rated for.
Professional Judgment Statement
When complete documentation is not available, OSA staff may utilize the student self-report gathered during the interactive process and exercise professional judgment to determine a student’s eligibility for services and assign temporary accommodations.
Temporary Accommodations
Services may be granted for up to one semester based on the student self-report and any documentation provided. There must be an end date noted on the accommodation notice.
Updated documentation will be required if the student continues to seek accommodations. This information will be provided in follow-up information provided by the OSA.
*See additional guidelines and recommended assessments for learning disabilities and ADD/ADHD below