Documentation Requirements

All documentation must be submitted by a professional who is licensed or certified in the area for which the diagnosis is made. Name, title and license or certification credentials must be stated in the documentation, on office or practice letterhead, dated, signed and specifically addressed to SSD. Documentation from relatives will most likely not be accepted.

Documentation should include the following:

  • History - personal, psycho-social, medical, developmental and/or educational history relevant to the cause for evaluation should be included.
  • Specific Diagnosis - the documentation must contain a clear, concise diagnostic statement which identifies the disability. The ICD and/or DSM classification must be included.
  • Methodology - Screening instruments, though often used to support a diagnosis, are not sufficient indicators of impairment; they will most likely not be used as the sole determination for specific accommodations and will require more detailed documentation. When necessary data based evidence will be required to determine equal access accommodations(see specific guidelines below).
  • Current and Substantial Limitations - Documentation should be recent and must include a clear description of current limitations imposed by the disability as they relate to pertinent aspects of their educational experience at Binghamton University. Any impact, side effects or functional limitations observed or expected from the use of medication should also be included along with the expected progress and/or stability of the disability.

SSD will make the final decision concerning equal access accommodations as determined under ADA and Section 504 of the Rehabilitation Act.

Documentation Guidelines for Specific Disabilities

  • Blind and Visual Disabilities - Documentation from an Ophthalmologist or Optometrist should include a specific diagnosis, limitations/symptoms, current medications and potential side effects and any other information that will assist in determining appropriate equal access accommodations.
  • Chronic Medical Conditions - The documentation should explain the current functional limitations imposed by the medical condition and should contain a specific diagnosis, whether the limitations are constant, episodic and the frequency and duration of the symptoms. Current medications and potential side effects and/or any other information which may help SSD in determining appropriate equal access accommodations.
  • Neurological Disabilities - May include Learning Disabilities(LD), Traumatic Brain Injury(TBI), Autism, Attention Deficit Hyperactivity Disorder(ADHD). The documentation data should demonstrate that the individual has a disability and the current functional limitations imposed by the condition. Testing should be recent(within the last 3 years) and should include one of the following:
    • Psycho-educational testing using adult measures. Include all testing data and reports submitted by the school psychologist.
    • Neuropsychological testing
  • Deaf and Hard of Hearing - A comprehensive audiologist's report including a specific diagnosis, date of onset, current hearing levels and whether hearing loss is stable or progressive, speech reception levels with and without hearing aids and/or assistive listening devices.
  • Physical/Mobility Disabilities - An explanation of the functional limitations regarding gross or fine motor functioning, the permanent or temporary nature of the condition and its duration.
  • Psychological/Psychiatric Disabilities - Documentation must include the DSM V Diagnostic Code, history of the diagnosis and related current symptoms. Include current medications and possible side effects, level of compliance and therapeutic interventions. Indicate the educational implications and nature and severity of the limitations.

Insufficient Documentation

  • IEPs and 504 Plans in most cases.
  • Screening instruments or rating scales as the sole diagnostic tool.
  • Official medical documentation, medical chart notes or prescription pad notations
  • Documentation that is not age appropriate.