Documentation Guidelines

Students who would like to apply for reasonable accommodations and services at Moravian University must self-disclose their disabilities by completing an Intake Form and submit supporting documentation to determine eligibility under Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act, and the ADAAA.

The following guidelines assure that documentation is complete and accurate.  

  1. Relevancy
    Documentation must be current and dated within three years of requesting accommodations as this is an individual process.  If documentation is beyond a three-year window, there may be circumstances in which it is appropriate and relevant.  Documentation beyond the three-year window often does not include updated medical information and refers to a student's elementary and middle school experience.  Documentation from the student's elementary and middle school experience does not provide enough information relevant to the high school educational experience.  It also does not identify the functional limitations and accommodations needed.    
  2. Qualified Professionals
    Qualified professionals who have direct experience with the disability must complete the evaluation.  The evaluation must contain the following information:
    1. Date(s) of evaluation, visit, or service.
    2. The evaluation should be typed on the healthcare provider letterhead and contain the name, title, credentials, and state and license number of the professional, be dated and signed with an actual and legible signature. 
    3. The Office of Disability and Accommodations will not accept handwritten documentation and notes written on a prescription pad. 
    4. Health care providers completing and providing medical documentation cannot be a family member or relative of the student. 
  3. Diagnostic Statement
    The evaluation should include a clear diagnostic statement identifying the disability, a description of the diagnostic methodology, and the tools used.  It also should describe the diagnosis process, the progression, and the prognosis of the diagnosis.
  4. Elements of a Comprehensive Evaluation
    The elements of a comprehensive evaluation typically include the following:
    1. Evidence of existing impairment.
    2. Background information 
    3. Relevant testing using multiple measures and an interpretation of results.
    4. Specific diagnosis.
    5. Provide information that rules out an alternative diagnosis or explanation
    6. Integrated summary including recommendations.
  5. Functional Limitations
    The evaluator should discuss how the disabling condition impacts the individual, the level of impairment to regular life activity regarding the severity, frequency, and pervasiveness of the condition, and a rationale for how these are logically related to the condition requested accommodations.  
  6. Expected Progression or Stability
    The evaluator should describe the expected progression or stability of the disability (i.e., any expected changes in the functional impact of the disability over time, context, and response to an environmental trigger). In addition, information on interventions may be helpful.
  7. Current or Past Accommodations, Services, and medications
    The evaluator should note any current or prior accommodations, support services, auxiliary aids, medications, etc., and their effects on the functional impact of the disability.  While these are not binding on the current institution, they may provide insight for everyday planning purposes.  This information is essential for transfer students. 
  8. Recommendations for Current Accommodations and Strategies
    1. The recommendations should be specific recommendations and link to a rationale for the accommodations.
    2. Include a description of the impact of diagnosed disability on specific significant life activity.
    3. Specific test results or clinical observations should support the recommendations.
  9. Appropriate documentation includes the following 
    - Cognitive/Intellectual disabilities- a recent evaluation or reevaluation report stating the testing completed, who administered the testing, and specific recommended accommodations.  
    - Medical conditions- a physician may complete the Medical Condition Documentation form
    - Psychological conditions- a physician may complete the Psychological Condition Documentation form
    - Asthma/Allergies/Food Allergies- a physician may complete the Asthma, Environmental Allergy, and Food Allergy Disabilities Documentation form 
    - Concussion/Traumatic Brain Injuries- a physician may complete the Documentation of a Concussion/ Traumatic Brain Injury form

    Documents can be sent securely by fax to 610-625-7877.

Important to Note:

  • An Individualized Education Program (IEP) or a 504 Plan is not sufficient documentation of a disability as it only provides educational documentation and does not provide the necessary medical information needed.  
  • Prior history of any unique accommodation may not warrant its continued provision.