Roanoke College

Documentation Guidelines


In determining eligibility for reasonable accommodations under Section 504 of the Rehabilitation Act of 1973, the American with Disabilities Act, and the Americans with Disabilities Amendment Act (ADAA), the student must demonstrate that a qualified professional has established a formal diagnosis of a disability.  A qualified professional must not be a relative or a family friend.

The professional conducting the evaluation and making the diagnosis must be qualified to make the diagnosis and to recommend appropriate academic accommodations.  Professionals typically qualified to make a diagnosis include:

School Psychologists
Clinical Psychologists
Medical Physicians

The documentation must include the name, title, and the professional credentials of the evaluator, licensure number and specialization. All evaluation reports must be typed on letterhead, signed, and dated by the diagnostician.

The diagnosis alone is not enough to establish eligibility for accommodations under the ADA.  There must also be evidence of a substantial limitation in at least one or more major life activities such as walking, seeing, hearing, speaking, caring for self, performing manual tasks, working, or learning. These guidelines are provided to help the evaluating professional document his/her findings and support the request for accommodations.

A prior history of accommodations without demonstration of current need does not, in and of itself, warrant the provision of accommodations.  If no prior accommodation has been provided, the evaluator must include an explanation regarding why accommodations were not used in the past, and why accommodations are needed at this time.

It is the student's responsibility to:

  • Identify him/herself to the Office of Disability Support Services;
  • Obtain current and appropriate documentation;
  • Present a copy of disability documentation from a qualified professional to the Office of Disability Support Services upon acceptance of admission and decision to attend Roanoke College;

  • Obtain additional information or testing when requested.

It is the Office of Disability Support Services responsibility to:

  • Review documentation in a timely manner;
  • Notify student of documentation status;
  • Determine eligibility;
  • If eligible, provide reasonable accommodations for students with disabilities.

Submit all documentation to:

Mr. Rick Robers
Office of Disability Support Services
Roanoke College
221 College Lane
Salem, VA 24153
540-375-2485 (Fax)


If a requested accommodation is denied, a written grievance/appeal procedure is in place and may be obtained from the Office of Disability Support Services.

For further details regarding documentation guidelines that are accepted as best practice by most post-secondary institutions refer:

Confidentiality: The Office of Disability Services adheres to the laws governing confidentiality.  Once registered, all documentation and information becomes confidential, and is maintained in a secure location.  Documentation of a disability is never part of a student's academic record.