Documentation Guidelines

When you register with the Student Accessibility Resources (SAR) Office, you must provide documentation about your condition.

All documentation should be submitted to your campus's SAR Office and is confidential under FERPA guidelines.

Documentation records should be from the last 3 to 5 years. However, SAR uses professional judgment and discretion to accept older documentation for permanent or stable conditions.

Documentation Requirements

When submitting documentation to our office, please make sure it is:

  • Typed and printed on official medical documentation
    • For example: provider letterhead or a health portal printout
  • Dated and includes the name and credentials of the treating health professional

Your documentation should also include:

  • A statement identifying the disability or disabilities
  • A description of symptoms and how the disability affects you
  • The severity of the disability and its expected progression, if applicable
  • Any medication side effects, if applicable
  • Current or past accommodations
  • Recommended accommodations, if applicable

Types of Documentation

Medical Records, Educational Reports, and Educational History

Documents, reports, and assessments from health care providers, school psychologists, teachers, or the ISDs may show education and accommodation history. For example:

  • Individual Education Program (IEP)
  • Summary of Performance (SOP)
  • Teachers' observations

This documentation will vary in its relevance and value. We consider the original context, evaluator credentials, level of detail, and comprehensiveness.

Student Narrative

The student's first-hand experience helps us understand the impact of their disability. We want to hear about your experience of disability, barriers, and accommodations. Through an interview or questionnaire, this information may establish a need for accommodations.

Observation and Interaction

Interviews and conversations between you and our staff are also important forms of documentation. These may be used to determine or evaluate accommodations.

Have questions?

Contact SAR or find more information in the SAR Manual (PDF)Listen (opens in a new tab).

Updated September 30, 2026