Documentation Guidelines

All disability/medical documentation is confidential and will not be shared with college personnel.

Documentation must be written by a licensed or credentialed examiner. Examples of documentation include a Full Psychological Evaluation/Diagnostic Report, Individualized Education Plan (IEP), 504 Plan, Audiogram, Speech Language Evaluation, and/ or Medical Letter/Report (on letterhead). 

All medical letters/reports must be submitted on letterhead. Furthermore, due to the interactive nature of any request for accommodation, the letter should verify eligibility for services and support the student request for reasonable accommodation(s).

Any additional costs associated with assessments/evaluations are the responsibility of the student.

Example of documentation on letterhead by a qualified evaluator:  

1. A diagnostic statement identifying the condition(s).
   Include the date of the most recent evaluation performed by referring professional(s) and as appropriate, include ICD or DSM codes.
2. Current functional impact of the condition(s).
   The current functional impact on physical (including mobility dexterity, and endurance), perceptual, cognitive (including attention, distractibility, and communication), and behavioral concerns should be described as clinical narrative and/or through the provision of specific results from the diagnostic procedures. Descriptions should provide a sense of severity, information on variability over time or circumstance, and potential environmental triggers.
3. Treatments, medications, assistive devices/services currently prescribed or in use. 
   A description of treatments, medications, assistive devices, accommodations and/or assistive services currently used and their estimated effectiveness in improving the impact of the condition(s).  Please include any significant side effects that may impact physical, perceptual, behavioral or cognitive performance.
4. The expected progression or stability of the impacts described over time.
   Provide a description of the change in the functional impacts of the condition(s) over time and/or recommendations concerning the predictable needs for reevaluation. If the condition is variable (based on known cycles or environmental triggers) are they under self-care for flair-ups or episodes?
5. Recommended accommodations and services.
   Recommendations should be based on current functional limitations of the condition.
6. Supporting Documentation.
   Along with this comprehensive report, other helpful documents may include: psycho-educational evaluation, Individualized Education Plan (IEP), 504 Plan, and/or teacher reports.

Documentation can be submitted via:
Email: disabilityservices@monroecc.edu
Fax: (585) 292-3867
In-person:  Brighton Campus (Building 3, Room 103) or at the Downtown Campus (Floor 3, Room 310)