Guidelines for Documentation Request

The SUNY Polytechnic Institute Disability Services Office works with students with temporary and permanent disabilities in order to assure that campus services and instruction are accessible and equitable. A student requesting accommodations should contact the Coordinator of Disability Services at (315) 792-7170 to set up an appointment to discuss his/her ideas for academic accommodations. Reasonable accommodations depend upon the nature and degree of the impact of the documented disability. Documentation explaining the identified disability is required.

Acceptable documentation would include an evaluation or diagnostic summary from an appropriate professional who specializes in the treatment or evaluation of that particular diagnosis or condition. Documentation should be on letterhead stationery and be signed by that professional.

If the impact of the condition or disability is one which may change, improve, or deteriorate significantly over time, updated documentation may be requested by the Disability Services Office to ensure that the accommodations remain sufficient and reasonable.

Plans from another setting, such as an IEP or a 504 plan from a secondary school, or an accommodation plan from another post-secondary institution, may be helpful in developing the SUNY Poly accommodation plan. Other plans are not automatically implemented at SUNY Poly.

Documentation should include:

  • A diagnostic statement, including the date and format, process or instrument used for the most recent comprehensive evaluation.
  • The current functional impact of the condition, or limitations imposed by the condition. A statement explaining how the condition or disability affects participation in academic coursework.
  • Prognosis or anticipated changes, progression or duration over time.
  • Treatments, medications, devices or services currently prescribed or used to mitigate the impact of the condition.
  • Any adverse impact of those treatments, medication, devices or services which may require accommodation.

In addition to the basic documentation, recommendations from involved professionals are welcome and will be given full consideration in evaluating a request.

Recommendations should:

  • Provide a clear description of the recommended accommodation(s), adaptive devices, assistive services, compensatory strategies, and/or collateral support services.
  • Connect the recommended accommodations, devices, services, strategies or supports to the impact of the condition or its treatment.
  • Provide possible alternatives to the recommended accommodation(s).
  • Include a statement of the level of need or consequences of not receiving the recommended accommodation.

Student input and observations about his/her own learning styles, strengths and needs, are an integral part of the establishment of accommodation plans. Content of the documentation and the exact nature of a disability or condition is shared only upon request and written consent from the student. Students may choose to discuss the nature of their disability or condition with staff or professors at SUNY Poly if they feel it will be helpful. It is an individual decision and is not required.


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