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Documentation for Disability Verification

Learn about disability documentation, including disclosure, requirements, and confidentiality.

Documentation provides the university with verification of a student’s disability. It is the student's responsibility to provide documentation of a disability to Accessibility Services (AS). Documentation requirements vary depending on the specific disability. In general, the less apparent the disability, the more information is required to determine a student’s needs and make accommodation recommendations. Documentation should be recent, relevant, comprehensive and where appropriate, contain test scores and interpretations (e.g., learning disability reports, audiograms, etc.).

If the original documentation is incomplete or inadequate to determine the extent of the disability or reasonable accommodations, the university has the discretion to require additional documentation.


The university is committed to maintaining the confidentiality of current and former students with disabilities. Students with disabilities are entitled to privacy and discretion in the handling of all disability-related information. Disability information provided to AS for accessibility requests, including documentation to establish the existence of a disability, is used solely for the purpose of enabling UMGC to provide supportive, academic and other services related to the student’s disability. Disability-related information is collected and maintained separately from other academic information and is kept in secure files with limited access. Disability information is not considered part of a student’s permanent academic record and is only shared on a need-to-know basis.

Disclosing a Disability

Students are under no obligation to disclose a disability unless an accommodation is being requested; likewise, faculty and staff have no authority to review disability documentation or obtain any information concerning a student's disability without a legitimate educational need to know.

Retention of Records

This statement provides notice of Accessibility Services' procedure for the retention of records. Accessibility Services treats all disability-related documentation provided to our office with the strictest confidentiality. Student records are classified as "inactive" five or more years after a student submits documentation and/or requests an accommodation from UMGC. Records classified as "inactive" will be scheduled for destruction. Accessibility Services will not provide students with further notice prior to the destruction of their records. As such, our office encourages students to retain original copies of their medical records and disability-related documentation.

Academic Records

Students’ grades, transcripts and other academic information are also confidential and are only released in accordance with the law and UMGC policies and procedures. It is the student’s responsibility to provide copies of grade reports and/or any other academic information to any agencies or individuals sponsoring the student.

Documentation Requirements

Students requesting accommodations and/or support services under the amended Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973 must provide documentation of the existence of a disability that substantially limits a major life activity (e.g., learning, speaking, breathing, seeing, hearing, walking, etc.). AS uses an individualized process to establish reasonable accommodations based on the student’s feedback and a review of all supporting documentation. Students may submit any documentation that is current and relevant, with the understanding that additional information may be required to support a specific accommodation request.

Documentation information should validate the need for services based on the individual's current level of functioning in the educational setting. A school plan such as an Individualized Education Plan (IEP) or 504 Plan or Summary of Performance (SOP) can be submitted as documentation, as long as the information provided addresses the impact of the condition and assists AS to determine a connection between the disability and the accommodation (s) being requested. AS reserves the right to request additional documentation in order to support specific accommodations.

All Documentation Must

  • Be completed by an evaluator who has training and experience with adolescent/adult populations.
  • Include the evaluator’s name, title, professional credentials, area of specialization, employer and state/province in which the individual practices.
  • Be typed, printed on letterhead, dated, signed and legible.

Disability Verification Forms

SAT® is a trademark registered by the College Board, which is not affiliated with, and does not endorse, UMGC.

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