ODR has created guidelines (not requirements) to assist us in understanding specific disability related impacts. ODR utilizes flexibility in determining how recent documentation must be, especially for conditions that are permanent or non-varying. Changing conditions and/or changes in how a condition impacts the individual may warrant more frequent updates.
Generally sufficient documentation includes: a psychological/psycho-educational evaluation or a letter from medical/mental health provider which includes:
1. Qualifications of Clinician/Provider: Documentation must be typed on office or practice letterhead, dated and signed by a professional who is licensed or certified in the area for which the diagnosis is made. Name, title, and license/certification credentials must be stated and shall not be family members or others with a close personal relationship to the individual.
2. Diagnosis & History: A diagnostic statement identifying the disability including ICD or DSM classification along with any relevant personal, psychosocial, medical, developmental and/or educational history.
3. Description of Diagnostic Methodology (when applicable): A full description of the diagnostic methodology used, including data and measurements from appropriate evaluation instruments. The results obtained should draw a direct link to the diagnosis and the functional limitations of the disability. For cognitive disorders, evaluations should use adult norms.
4. Current Impact and Functional Limitations: A clear description of the level of severity along with the current impact and functional limitations of the condition pertaining to the academic and/or residential settings. Information regarding if symptoms are constant or episodic, and the frequency and/or duration should be addressed. Information provided must reflect the condition substantially limits a major life activity or major bodily function. Any treatments, medications, and/or assistive devices/services currently prescribed or in use, should include a description of the mediating effects and potential side effects from such treatments.
Recommendations (Optional): Recommendations accompanied by a rationale that is directly linked to the impact, functional limitations or medication prescribed to control symptoms associated with the disability are welcomed and considered. However, ODR makes the final determination of the eligibility and appropriate academic adjustments necessary to provide equal access for participation.
Emotional Support Animal (ESA) Specific documentation must also address an existing and continuing diagnostic and therapeutic relationship; the provider's confirmation that the Emotional Support Animal has been prescribed for treatment purposes and is necessary to help alleviate symptoms associated with the person's condition and/or to help the person use and enjoy university housing services; and include a clear description of how the animal will mitigate functional limitations. Generally, documentation from health care professionals who review emotional profiles and create template ESA letters for public housing and air carriers, or who have had no contact with the individual except for limited encounters that were specifically intended to produce an ESA letter are not considered reliable. ODR neither requires nor recognizes an ESA "license", "certificate" or "vest" as the basis for establishing the legitimacy of an ESA. Emotional support animals additional requirements for animal approval documentation are outlined at University Assistance Animal information. If you are considering an ESA, read through our guidance document: Thinking of Getting an ESA.