Guidelines for Documenting a Disability

Documentation serves three purposes:

  1. To establish that the student can be considered a person with a disability, and therefore potentially eligible for accommodations to protect against discrimination on the basis of disability.
  2. To supplement information from the student regarding the barriers that prevent the student from having equal access to GCC’s programs, services, and activities.
  3. To inform the development of reasonable accommodation designed to remove those barriers and facilitate equitable access.

What if I do not have access to documentation?

While supporting documentation is important and helpful, we realize that there are a variety of factors that can impact your ability to obtain it.  We recognize the historic and systemic disparities that exist within our healthcare systems and society at large, and that these disparities can directly affect a student’s ability to provide documentation of a disability.  If you don’t have access to supporting documentation, you may still be eligible for accommodations based on the information that you provide to us and our interactive interview and observations.  If you don’t have access to documentation, please let us know on your Voluntary Statement of Learning Needs (see the steps to register with our office).

Please note that in some cases we may request supporting documentation before accommodations can be approved.

Sources of Documentation

Sources of information used for determining a disability and/or accommodations may include a student’s self-report, direct observation and interaction with the student, and/or documentation from qualified evaluators or professionals.

Student Self-Report:

You are a vital source of information regarding how you may be impacted by your condition(s).  Your experience of disability, barriers, and effective accommodations is critical information. Complete and sign the Voluntary Statement of Learning Needs form, which informs us of the nature of your disability or situation, and provides you with an opportunity to describe your disability and the accommodations you are requesting.  Include information about your experiences related to your disability, barriers faced, and/or previous accommodations.

Documentation:

Disability-related documentation should provide information on the impact of the disability so that appropriate accommodations can be identified.  Documentation may include assessments, reports, and/or letters from qualified evaluators, professionals, or institutions.  Common sources of documentation are healthcare providers, psychologists, and diagnosticians.

Documentation may be submitted in, but is not limited to, one of the following formats:

  • GCC’s Disability Verification Disclosure
  • Qualified provider’s professional letterhead
  • Official visit summary, such as emergency department discharge papers
  • Neuropsychological assessment
  • Individual Education Plan (IEP)
  • 504 Plan
  • Psycho-educational evaluation (Learning Disability/ ADHD/ TBI)
  • Psychometric test results from general measures of aptitude and academic achievement (Learning Disability/ADHD/TBI)
  • Audiogram
  • Vision screening results
  • Other information from a qualified healthcare provider that can provide insight into the student’s limitations and/or provide support for any requested accommodations

Suggested Documentation Elements:

  1. Typed on letterhead, dated, and signed by a qualified professional.
  2. State the disability or disabilities.
  3. Describe the impact or symptoms of the disability.
  4. If appropriate, discuss the severity and/or expected progression.
  5. If appropriate, list medication side-effects.
  6. Current and/or past accommodations.
  7. Any recommended accommodations.

Please note that the documentation you provide to GCC may not be sufficient to receive accommodations at other postsecondary institutions or for external assessments (e.g., NCLEX, NREMT, etc.).

Confidentiality

All documentation received by the Office of Disability Services is strictly confidential and held in accordance with FERPA regulations. The full policy statement can be found at https://www.gcc.mass.edu//webdocs/registrar/ferpa-fall-2020.pdf