Guidelines for Clinical Documentation of
Physical Disabilities and System Illnesses

Under the Americans with Disabilities Act Ammendments Act (ADAAA) of 2008, Americans with Disabilities Act (ADA) of 1990, and Section 504 of the Rehabilitation Act of 1973, individuals with disabilities are guaranteed certain protections and rights to equal access to programs and services.  In order to establish that an individual is covered under the ADAAA and/or Rehabilitation Act, documentation must be submitted, indicating that the disability substantially limits one or more major life activities (see Disability Laws).

In order to receive reasonable accommodations for a physical disability and/or systemic illness, the student must obtain documentation from a qualified evaluator and submit a copy to Disability Services.  The student is also responsible for obtaining additional information or testing when requested.  If co-existing learning disabilities orother disabling conditions are indicated, further assessment by a qualified evaluator may be required.

The provision of all reasonable accommodations and services is based upon the current impact of the disability on academic functioning.  A prior history of accommodations without demonstration of current need does not guarantee the provision of like accommodations.  If no prior accommodations have been provided, the evaluator must include an explanation as to why, and why accommodations are necessary now. 

The following guidelines are provided to ensure documentation validates the existence of a physical disability and/or systemic illness and impact on the individual's educational performance, as well as meets Colorado School of Mines criteria for reasonable accommodations.  The final determination of appropriate accommodations rests with Disability Services and is based on a review of the provided documentation.  All information obtained in diagnostic and medical reports will be maintained and used in accordance with applicable confidentiality requirements.

Qualified Evaluators
Physicians, including neurologists and psychiatrists, as well as other medical specialists are qualified to provide diagnosis and recommend accommodations.

The documentation must include the name, title, and professional credentials of the evaluator, including information about licensure and/or specialization.  It is not appropriate for professionals to evaluate members of their own families.  All evaluation reports must be typed on letterhead, signed, and dated.

Documentation
The age of acceptable documentation is dependent upon the need for accommodations in the post-secondary setting.   Therefore, it should be no older than three years and must include the following:

Diagnostic Evaluation

Prescribed Medications 

Recommended Accommodations
The recommendation of reasonable accommodations must be appropriate for the postsecondary level and Colorado School of Mines, and must be supported by the diagnosis.  If extended test/quiz and/or lab time is recommended, the amount of time must be specified.  Rationale must be given for each recommendation.

If special disability related parking is requested, medical providers must provide the following:

Documentation should be sent to:  Disability Services, Student Development and Academic Services, Colorado School of Mines, 1600 Maple Street, Suite 8, Golden, CO 80401

Please allow a minimum of two weeks for a review of your request and documentation.

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