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Documentation Guidelines for SAR

For SAR to fully evaluate requests for accommodations or auxiliary aids under Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act, you must provide documentation to SAR.

The general guidelines listed below provide assistance for the treating/diagnosing professional(s) to prepare the information needed to evaluate your request. If, after reading these guidelines, there are any questions, you can contact your campus SAR office for further assistance. These guidelines are based upon the Association on Higher Education and Disabilities (AHEAD) description of quality disability documentation.


Notwithstanding any language to the contrary, nothing contained herein constitutes nor is intended to constitute an offer, inducement, promise, guarantee, warranty or contract of any kind.  The data contained herein is for informational purposes only. It is not represented to be error free, and is subject to change at any time. The information on this page is intended only for educational or informational purposes. It should not be considered an endorsement by Tarrant County College District.

Documentation Guidelines

The documentation should reflect the following.

Credentials of the evaluator(s)

Documentation should be provided by a licensed or otherwise properly credentialed professional for the area being evaluated. This person has undergone appropriate and comprehensive training, has relevant experience, and has no personal relationship with the individual being evaluated. The documentation must be on letterhead, typed, dated, and signed.

Diagnostic statement identifying the disability

Documentation should include a clear diagnostic statement that describes how the disability was diagnosed, including level of severity. It should provide information on the functional impact, and detail the typical progression or prognosis of the condition. When appropriate, it should include International Classification of diseases (ICD) or Diagnostic Statistical Manual (DSM) codes.

Description of the diagnostic methodology used

Documentation should include a description of the diagnostic criteria, evaluation methods, procedures, tests, and dates of administration. Include clinical narrative, observation, and specific tests scores.

Description of the current functional limitations as they directly relate to the stated disabilities and necessitate any accommodations

A combination of the results of formal evaluation procedures, clinical narrative, and self-report is the most comprehensive approach to fully document the impact of a disability. The report should include severity, frequency, and pervasiveness of the condition.

Documentation records should be dated within the last 3 to 5 years. However, SAR uses professional judgment and discretion in accepting older documentation of conditions that are permanent and stable.

Description of the expected progression or stability of the disability

If possible, provide a description of the expected change in the functional impact of the condition(s) over time. If the condition is variable, describe the known triggers that may exacerbate the condition.

Description of current and past accommodations, services and medication list

Documentation should include a description of both current and past medications, auxiliary aids, assistive devices, support services, and accommodations. Include how these have been effective in minimizing the functional impact of the disability. There should be a discussion of significant side effects from current medications or services that may impact physical, perceptual, behavioral or cognitive performance. This information may provide insight into making current decisions.

Recommendations for accommodations

Recommended accommodations and strategies should be logically related to functional limitations. If there is not an obvious connection, a clear explanation of the relationship in making current accommodation decisions is helpful. SAR has no obligation to provide or adopt recommendations made by outside entities. However, those that are congruent with the programs, services, and benefits currently offered by SAR may be appropriate.

Updated June 24, 2019