Overview of Documentation Guidelines

Qualified individuals are entitled to reasonable accommodations under the Americans with Disabilities Act (ADA), as amended, and Section 504 of the 1973 Rehabilitation Act.

All information is confidential and will be released only to appropriate personnel on a need-to-know basis. Accommodations are determined on a case-by-case basis. To receive accommodations:

  • The student must self-identify.
  • The student must submit documentation supporting the need for reasonable accommodations.
  • Documentation must be provided by an appropriate licensed professional.
  • Documentation must explain how the diagnosed disability impacts the student in the academic setting.
     

Accessibility Services may deny a request for accommodations if:

  1. The documentation does not substantiate the request as a reasonable accommodations; and/or
  2. The documentation is incomplete and does not clearly define the functional limitations of the disability.

Required Documentation

All documentation should be as descriptive as possible. Documentation must be submitted on professional letterhead, signed by licensed professional, and include the date the documentation was completed. At minimum, it should include the following information:

  • A diagnostic statement identifying the disability, the date of the most current diagnostic evaluation, and the date of the original diagnosis.
  • A description of the diagnostic tests, methods, and/or criteria used.
  • A description of the current functional impact of the disability, including specific test results and the examiner’s narrative interpretation.
  • Information regarding treatment, medications, and/or assistive devices/services currently prescribed or in use.
  • An impact statement: A description of the expected progression or stability of the disability’s impact over time, particularly during the student’s enrollment at Durham Tech.
  • Recommended accommodations/services for the academic environment (e.g., flexibility in attendance, lab assistance, note-taker).
  • The name, credentials, and license number of the diagnosing professional.
     

An Individualized Educational Plan (IEP) or 504 Plan is insufficient documentation as it does not meet the above documentation guidelines. An IEP is a document showing how the K-12 school complied with the Individuals with Disabilities Education Act (IDEA).

Documentation Guidelines by Disability and General Forms

ADHD/ADD Documentation Guidelines

Autism Spectrum Disorder Documentation Guidelines

Consent to Release Disability Information Form

Deaf and Hard of Hearing Documentation Guidelines

Learning Disability Documentation Guidelines

Lecture Audio Recording Agreement Form

Medical/Physical/Mobility Documentation Guidelines

Psychological/Psychiatric Documentation Guidelines

Visual Impairment Documentation Guidelines

Submit Documentation

Submit your documentation using one of these methods:

Online

Submit documentation electronically using the college’s online portal.

Submit Documentation

By Mail

Durham Technical Community College
Accessibilities Services Office
Wynn Center (Building 10), room 10-209
1637 East Lawson Street, Durham, NC 27703

Purpose of Documentation

Documentation serves three primary purposes:

  1. To establish that an individual has a disability,
  2. To describe and document the functional impact of the disability,
  3. To assist Accessibility Services staff in establishing the need for and design of accommodations.