University of Houston-Victoria

Disability Services

General Guidelines for Documentation

The Office of Disability Services works with students who have disabilities to ensure equal access to all programs and activities offered at UHV.   Eligibility is based on the nature of the disability and its impact on learning.    The documentation must verify the student’s eligibility under Section 504 of the Rehabilitation Act, the Americans with Disabilities Act (ADA), and the ADA Amendments Act (ADAAA).

In order to evaluate the need for accommodations, we will consider all information provided including:

  1. Student’s Self-report - Students will complete the  which can be found on the UHV Disability Services website.
  2. Observation and Interaction - Intake interview with the DS Manager, either face to face, or by phone or other electronic means.
  3. Documentation from a qualified professional - Complete, current information about the disability including a written report or official letter of diagnosis by a treating or diagnosing healthcare professional or other person licensed to make such diagnosis may be required depending on the disability and the situation (psychologist, psychiatrist, counselor, therapist, social worker, medical doctor, optometrists, speech-language pathologists, educational diagnosticians, licensed specialist in school psychology, etc.) Written documents may include educational records, medical records, reports & assessments, and evidence of previous use of accommodations. The DS Manager will help determine appropriate documentation. UHV Disability Services reserves the right to request additional or more current documentation, which the student would bear the expense for the updated documentation.

Verification letter and/or form: Medical or evaluation professionals may send a letter of verification for documentation purposes or complete the Disability Verification Form. The letter should be typed on letterhead, dated, and signed by a qualified professional and include the following information:

  1. Diagnostic statement – include description of how condition was diagnosed, date of original diagnosis, and most recent follow-up evaluation.  Please attach supporting documentation reports.
  2. Description of the severity, expected progression, or stability of the disability, if applicable, including the expected changes over time, information on the cyclical or episodic nature of the disability and any known suspected environmental triggers.
  3. Functional limitations of the disability including major life activities that are affected. Describe how the disability impacts the student’s academic activities and daily living.
  4. List current medications and the effect or possible side effects.
  5. Recommend reasonable accommodations, assistive technology, and/or support services that may help minimize the impact of the disability in the academic setting.
  6. Name of Evaluator/Diagnosing Professional, title, credentials.

Send all items of documentation directly to the Office of Disability Services at the address above.

Disability Services will consider all relevant information provided and all documentation will be reviewed on an individual, case-by-case basis. If you have any questions about these documentation guidelines, please contact the Office of Disability Services at (361) 570-4287 or email.