Documentation Guidelines

Documentation Guidelines

The Disability Programs and Resource Center (DPRC) at San Francisco State University (SFSU) requires documentation to verify eligibility for disability accommodations. Documentation should clearly demonstrate how a disability limits one or more major life activities and how it affects access to educational environments.  

If you lack complete documentation at first, you may submit whatever is available; DPRC staff will advise on next steps or interim accommodations.  

Detailed Documentation Guidelines

Documentation must: 

  • Be typed or printed in English on official letterhead (unless using the DPRC Disability Assessment Form).
  • Be current and relevant to the student’s present condition.  
  • Verify the disability or health condition.  
  • Describe functional impact, connecting limitations to academic settings.  
  • Support each requested accommodation.  
  • Include verifier’s name, title, credentials, signature and date.  

If documentation is incomplete or ambiguous, DPRC may request supplemental materials before making a final determination.  

Verifier Qualifications  

  • Name, title, professional credentials (license, certification), professional affiliation.  
  • Signature and date.  
  • Verifier should have clinical expertise in the relevant condition.  
  • Verifier should not be related to the student.  

Diagnosis  

  • A diagnosis is helpful, but not required if the functional limitations are explained clearly. 
  • Clear diagnostic statement with subtype (if applicable).  
  • Brief description of onset or history.  
  • Diagnostic codes (e.g. DSM) may be included.  

Assessment Procedures  

  • Methods, instruments, dates of testing.  
  • Test scores (standard scores, index values, percentiles).  
  • Description of evaluation process and interpretation.  

Functional Limitations  

  • How symptoms affect academic tasks (e.g. concentration, reading, writing, mobility).  
  • How symptoms affect living with others. 
  • Discuss severity, frequency and pervasiveness.  

Stability or Prognosis  

  • Whether condition is stable, chronic, episodic or progressive.  
  • Triggers or factors affecting symptom fluctuation.  
  • Recommendations for reevaluation if needed.  

Past/Current Accommodations, Treatments, Medications  

  • Accommodations used in prior settings (high school, other institutions).  
  • Response to interventions or accommodations.  
  • Side effects or barriers posed by treatments or medications.  

(Optional) Suggested Accommodations  

  • Verifier may propose accommodations based on functional limitations.  
  • DPRC retains final decision authority.  
  • In person at DPRC: Student Services Building (SSB), Room 110  
  • By email: dprc@sfsu.edu  
  • By fax: (415) 338-1041  
  • By mail:  
    Disability Programs and Resource Center  
    San Francisco State University  
    1600 Holloway Avenue  
    San Francisco, CA 94132  

Providers may also send documentation directly to DPRC using any of the above channels.  

  • PRC may provide provisional accommodations while seeking additional documentation.  
  • A meeting with a Disability Specialist may help interpret gaps or advise next steps.  
  • DPRC may assist in locating qualified providers if needed.  
  • All documentation submitted to DPRC is maintained separately from academic records.  
  • Records are governed under FERPA and treated as education records.  
  • HIPAA does not apply to documentation submitted for accommodations.  
  • With student consent, limited information may be shared with faculty or staff, solely to facilitate accommodation implementation.

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