{"id":739,"date":"2012-11-29T13:54:42","date_gmt":"2012-11-29T21:54:42","guid":{"rendered":"http:\/\/depts.washington.edu\/uwdrs\/?page_id=739"},"modified":"2026-02-05T09:32:47","modified_gmt":"2026-02-05T17:32:47","slug":"documentation-guidelines","status":"publish","type":"page","link":"https:\/\/depts.washington.edu\/uwdrs\/prospective-students\/documentation-guidelines\/","title":{"rendered":"Documentation Guidelines"},"content":{"rendered":"<p><b>On This Page<\/b><\/p>\n<ul>\n<li><a href=\"#Why-we-request-documentation\">Why we request documentation<\/a><\/li>\n<li><a href=\"#How-to-submit-documentation\">How to submit documentation<\/a><\/li>\n<li><a href=\"#What-kind-of-documentation-do-I-need?\">What kind of documentation do I need?<\/a><\/li>\n<li><a href=\"#What-if-I-don\u2019t-have-documentation?\">What if I don\u2019t have documentation?<\/a><\/li>\n<li><a href=\"#Still-have-questions?\">Still have questions?<\/a><\/li>\n<\/ul>\n<h1 id=\"Why-we-request-documentation\"><a href=\"#Why-we-request-documentation\">Why we request documentation<\/a><\/h1>\n<p><span style=\"font-weight: 400;\">Our main goal is to work collaboratively with you to ensure you have equitable access to your education and all aspects of university life at UW. We are governed by federal laws, including the Americans with Disabilities Act (ADA) and Section 504, which require universities to provide reasonable accommodations for qualified students with disabilities.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Think of documentation as the shared information that helps us understand your access barriers and partner with you effectively. It serves two key purposes in our interactive process:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Verify Eligibility:<\/b><span style=\"font-weight: 400;\"> Documentation helps confirm that you have a disability as defined by the <\/span><a href=\"https:\/\/policy.uw.edu\/directory\/sgp\/sgp-208-reasonable-accommodation-of-students-with-disabilities\/\"><span style=\"font-weight: 400;\">University&#8217;s accommodations policy<\/span><\/a><span style=\"font-weight: 400;\">, making you eligible to utilize DRS services and receive accommodations as part of a legally protected group.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Inform Accommodation Decisions:<\/b><span style=\"font-weight: 400;\"> It provides essential details about the specific barriers you encounter in the university environment due to your disability. This information is crucial for working together during your Access Planning Meeting (APM) to identify reasonable and effective accommodations tailored to your situation at UW.\u00a0\u00a0<\/span><\/li>\n<\/ol>\n<h1 id=\"How-to-submit-documentation\"><a href=\"#How-to-submit-documentation\">How to submit documentation<\/a><\/h1>\n<p><span style=\"font-weight: 400;\">The easiest way to submit documentation is to upload it directly within your online application through the myDRS portal. You&#8217;ll be prompted to do this near the end of the application process. <\/span><span style=\"font-weight: 400;\">The max size for documents is 3 MB per upload.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you cannot upload documentation with your application, you can email it as an attachment to <\/span><a href=\"mailto:uwdrs@uw.edu\"><span style=\"font-weight: 400;\">uwdrs@uw.edu<\/span><\/a><span style=\"font-weight: 400;\">. Do not email documentation until after you have submitted an application. All files need to be named in this format: <\/span><span style=\"font-weight: 400;\">student ID#, last name, first name, Documentation (example 0123456 Smith, Claire Documentation). <\/span><span style=\"font-weight: 400;\">Your documentation should include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">UW student ID#<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">first name &amp; last name<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">healthcare provider name\/signature and license information<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">your UW email address<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">attachments in these formats: PDF, DOCX, JPG<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\"><strong>IMPORTANT<\/strong>: DRS will not accept, and will return, documentation that does not have the following information:\u00a0\u00a0\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Student name &amp; ID number\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Healthcare provider name\/signature &amp; license information<\/span><\/li>\n<\/ul>\n<h1 id=\"What-kind-of-documentation-do-I-need?\"><a href=\"#What-kind-of-documentation-do-I-need?\">What kind of documentation do I need?<\/a><\/h1>\n<p><span style=\"font-weight: 400;\">The most helpful documentation provides both <\/span><b>verification of disability <\/b><i><span style=\"font-weight: 400;\">and<\/span><\/i><b> information regarding the impacts <\/b><span style=\"font-weight: 400;\">on your functioning.\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Documentation of any kind does not guarantee any specific accommodation can be approved, and s<\/span><span style=\"font-weight: 400;\">ome requests require more detailed justification. The <\/span><b>type of accommodation<\/b><span style=\"font-weight: 400;\">, <\/span><b>your specific disability<\/b><span style=\"font-weight: 400;\">, and your <\/span><b>program of study<\/b><span style=\"font-weight: 400;\"> can all impact what\u2019s considered reasonable.\u00a0 As part of the interactive process, DRS may sometimes request additional information or clarification, at any time, in accordance with <\/span><a href=\"https:\/\/policy.uw.edu\/directory\/sgp\/sgp-208-reasonable-accommodation-of-students-with-disabilities\/\"><span style=\"font-weight: 400;\">University policy<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<h2><b>Preferred Documentation\u00a0<\/b><\/h2>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Our <a href=\"https:\/\/depts.washington.edu\/uwdrs\/wp-content\/uploads\/2025\/09\/Disability-Verification-Form_Academic_rev_2025-09.pdf\"><strong>Disability Verification Form-Academic<\/strong><\/a><\/span><span style=\"font-weight: 400;\">, completed by a medical or mental health provider, provides us with the most comprehensive information to make the best accommodation determinations.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><span data-teams=\"true\">For housing accommodations or Emotional Support Animal accommodations<\/span> this<\/span><b>\u00a0<a href=\"https:\/\/depts.washington.edu\/uwdrs\/wp-content\/uploads\/2025\/09\/DISABILITY-VERIFICATION-FORM-Housing-ESA_rev_2025-09.pdf\">Disability Verification Form &#8211; Housing ESA<\/a><\/b><span style=\"font-weight: 400;\"><span data-teams=\"true\"> is the preferred form as it provides the most complete and helpful information needed to determine appropriate individual accommodations. If you submit other types of documentation, please ensure it includes the same<\/span><\/span><span style=\"font-weight: 400;\"><span data-teams=\"true\">\u00a0comprehensive information.<\/span><\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Note: If requesting both academic and housing\/ESA accommodations, multiple forms of documentation may be requested.<\/span><\/p>\n<h2><b>Limited Documentation<\/b><\/h2>\n<p>Detailed documentation aids us in determining reasonable accommodations. Some documentation may help us verify eligibility, but may not provide enough information to implement a comprehensive access plan. In these circumstances, we may be able to approve limited and temporary academic accommodations. To start the interactive process, please share as much information as possible in your application and provide anything you have that helps verify your disability and impacts.<\/p>\n<p><span data-teams=\"true\">\u00a0<\/span>Types of documentation that may be used to start the interactive process could include:<\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A <\/span><b>letter from a provider<\/b><span style=\"font-weight: 400;\"> that clearly explains your diagnosis and how it impacts you in your specific program or environment at the University. You can refer your provider to our Disability Verification Form to understand the information that we find helpful.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A full <\/span><b>evaluation report<\/b><span style=\"font-weight: 400;\"> (e.g., psychoeducational or neuropsychological assessment) that clearly explains how your disability affects you in the learning environment and relates to any specific accommodations you\u2019re requesting.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Full <\/span><b>after-visit summaries<\/b><span style=\"font-weight: 400;\"> (should include diagnosis, recommendations, prescriptions, treatment plan)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Current <\/span><b>medication labels<\/b><span style=\"font-weight: 400;\"> (must include prescriber information, medication name, your name, date of birth, prescribed date, refill info, expiration date)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Full past <\/span><b>IEP or 504<\/b><span style=\"font-weight: 400;\"> plans (should include diagnosis, recommendations or accommodations)<\/span><\/li>\n<\/ul>\n<h1 id=\"What-if-I-don\u2019t-have-documentation?\"><a href=\"#What-if-I-don\u2019t-have-documentation?\">What if I don\u2019t have documentation?<\/a><\/h1>\n<p><span style=\"font-weight: 400;\">To start the interactive process, please share as much information as possible in your application and upload a <\/span><b>self-written statement<\/b><span style=\"font-weight: 400;\"> (see below for instructions on what to include).<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When we receive this, we will contact you with recommendations or to schedule an appointment to discuss your circumstances confidentially in an Access Planning Meeting (APM). We will:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Talk through your needs.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Review what you\u2019ve submitted.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Let you know if more is needed\u2014and help you figure out what that might be.<\/span><\/li>\n<\/ul>\n<h2><b>What to include in a self-written statement\u00a0<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Documentation that does not allow us to fully assess your impacts and barriers may prevent us from determining reasonable accommodations. Your statement must include:\u202f\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Date\u202f\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Student ID\u202f\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Why you can\u2019t obtain other sources of documentation right now\u202f\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Your plan to obtain other sources of documentation in the future (if known)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Specific information about your diagnosis (if known) or access barrier\u202f\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">How the diagnosis or barrier impacts your academics\u202f\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Signature \u2013 Letter should be signed by you (the student)\u00a0\u00a0<\/span><\/li>\n<\/ul>\n<p><b>Note-<\/b><span style=\"font-weight: 400;\"> A self-written statement is a binding document.\u00a0 To abide by the University\u2019s student conduct code, make sure you represent the information accurately.<\/span><\/p>\n<h2><\/h2>\n<h1 id=\"Still-have-questions?\"><a href=\"#Still-have-questions?\">Still have questions?<\/a><\/h1>\n<p><span style=\"font-weight: 400;\">You&#8217;re welcome to connect with your DRS campus front desk. We\u2019re here to help you understand what to submit, what to expect, and your next steps.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<div id=\"uw-accordion-shortcode\">\n<h3>Frequently Asked Questions<\/h3>\n<div class=\"js-accordion\" data-accordion-prefix-classes=\"uw-accordion-shortcode\">\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">Where should my documentation be submitted?<\/h2>\n<p> Students can submit documentation <a href=\"https:\/\/depts.washington.edu\/uwdrs\/current-students\/mydrs-student-guide\/#Fill_out_the_New_Student_Application\">directly to their myDRS application<\/a>, or students or their health care providers can email it to <a href=\"mailto:uwdrs@uw.edu\">uwdrs@uw.edu<\/a>, fax it to 206-616-8379, or drop it off in-person to DRS in Mary Gates Hall 011.<\/p>\n<\/div>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">What if my existing documentation does not meet the above guidelines?<\/h2>\n<p> Students are encouraged to submit what they have for review to <a href=\"mailto:drsintake@uw.edu\">drsintake@uw.edu<\/a>. Provisional accommodations may be established while additional documentation is being obtained. If additional documentation is needed the DRS Coordinator can work with the student to clarify what information is needed. If the student does not currently have a health care provider that can update documentation the DRS Coordinator can help the student identify local providers who may be of assistance.<\/p>\n<\/div>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">What is the privacy requirement for health information provided to DRS?<\/h2>\n<p> All information and documentation submitted to the DRS office is kept separate from academic records and is considered private under the <a href=\"http:\/\/www.washington.edu\/students\/reg\/ferpa.html\">Family Education Rights and Privacy Act (FERPA)<\/a>. HIPAA privacy and confidentiality guides do not apply to documents submitted to DRS, as they are not being used for medical treatment. Under FERPA guidelines, DRS cannot guarantee complete confidentiality as there may be times when sharing some information with other UW staff\/faculty with an educational need to know is necessary in the facilitation of the accommodation process.<\/p>\n<\/div>\n<\/div>\n<\/div>\n<p>(Updated 4\/2024)<\/p>\n","protected":false},"excerpt":{"rendered":"<p>On This Page Why we request documentation How to submit documentation What kind of documentation do I need? What if I don\u2019t have documentation? Still have questions? Why we request documentation Our main goal is to work collaboratively with you to ensure you have equitable access to your education and all aspects of university life&#8230;<\/p>\n<div><a class=\"more\" href=\"https:\/\/depts.washington.edu\/uwdrs\/prospective-students\/documentation-guidelines\/\">Read more<\/a><\/div>\n","protected":false},"author":12,"featured_media":6020,"parent":733,"menu_order":2,"comment_status":"closed","ping_status":"closed","template":"templates\/template-small-hero.php","meta":{"_exactmetrics_skip_tracking":false,"_exactmetrics_sitenote_active":false,"_exactmetrics_sitenote_note":"","_exactmetrics_sitenote_category":0,"footnotes":""},"class_list":["post-739","page","type-page","status-publish","has-post-thumbnail","hentry"],"_links":{"self":[{"href":"https:\/\/depts.washington.edu\/uwdrs\/wp-json\/wp\/v2\/pages\/739","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/depts.washington.edu\/uwdrs\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/depts.washington.edu\/uwdrs\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/depts.washington.edu\/uwdrs\/wp-json\/wp\/v2\/users\/12"}],"replies":[{"embeddable":true,"href":"https:\/\/depts.washington.edu\/uwdrs\/wp-json\/wp\/v2\/comments?post=739"}],"version-history":[{"count":131,"href":"https:\/\/depts.washington.edu\/uwdrs\/wp-json\/wp\/v2\/pages\/739\/revisions"}],"predecessor-version":[{"id":7058,"href":"https:\/\/depts.washington.edu\/uwdrs\/wp-json\/wp\/v2\/pages\/739\/revisions\/7058"}],"up":[{"embeddable":true,"href":"https:\/\/depts.washington.edu\/uwdrs\/wp-json\/wp\/v2\/pages\/733"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/depts.washington.edu\/uwdrs\/wp-json\/wp\/v2\/media\/6020"}],"wp:attachment":[{"href":"https:\/\/depts.washington.edu\/uwdrs\/wp-json\/wp\/v2\/media?parent=739"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}