Documentation Criteria

Documentation for Academic Accommodations should meet the following guidelines:

1. Appear on official letterhead and be typed, signed, and dated by a qualified, licensed professional who is credentialed in the area related to the diagnosed condition for which the accommodation is being requested.

2. Provide a diagnosis, including symptoms related to the student’s disability or condition. Please include a history of diagnosis, including duration, stability, and/or progression of the condition.

3. Provide recent objective findings, test scores, and/or clinical observations used to determine the diagnosis of the student’s disability, the student’s functional limitations, and the student’s current need for accommodation(s).

4. Describe any functional limitations, as they related to the diagnosed condition, and how they will be supported by specific academic accommodations.

5. Identify current medications the student is taking, as well as any side effects currently experienced by the student.

6. 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 of such treatments.

7. Recommendations: Recommendations should be directly linked to the impact or functional limitations associated with the disability, or medication prescribed to control symptoms, and include a clear rationale based on the level of impairment.

Click HERE for a copy of the documentation criteria for academic accommodations.

Documentation is required for any type of requested accommodation.  Documentation for housing accommodations must be from a qualified medical professional.  Qualified medical professional, for our purposes, is defined as a non-family member whose professional training qualifies them to diagnose and treat the impairments associated with the student’s disability. The student must either be a current patient of the professional who completes the documents or have an established history of treatment that is documented.  Each question on the required forms must be completed by the medical professional.  We will not accept notes or letters in lieu of the provided documents.

The diagnosis of a medical condition in and of itself does not automatically qualify a student for housing accommodations. In determining the reasonableness of an accommodation, the Office of Accessibility Resources and Services (OARS) may not grant a specific request by a student if it is determined that there is an equally effective alternative available, or if it would impose an undue administrative or financial burden on the University.

Accessible housing will ensure equal access to the residence halls and campus.  It does not guarantee a specific room or residence hall.  Appropriate options may be suggested by the University as alternatives to the requested accommodations.

Click HERE for a copy of the Documentation Criteria for Accessible Housing.

An Emotional Support Animal (ESA) is a reasonable accommodation that affords a person with a disability an equal opportunity to use and enjoy University housing by alleviating one or more identified symptoms or effects of a person’s disability. Documentation is required for any type of requested accommodation.

Documentation for an ESA must be from a qualified medical professional.  Qualified medical professional, for our purposes, is defined as a non-family member whose professional training qualifies them to diagnose and treat the impairments associated with the student’s disability. The student must either be a current patient of the professional who completes the documents or have an established history of treatment that is documented.  Each question on the required forms must be completed by the medical professional.  We will not accept notes or letters in lieu of the provided documents.

The ESA Policy explains the specific requirements applicable to a campus resident’s request for and possession of an ESA in University housing.  The ESA Policy does not apply to “service animals” under applicable law.

It is HPU’s policy that residents are generally prohibited from having animals of any type in University housing.  However, HPU OARS will consider a request by a resident with a disability for a reasonable accommodation of an ESA.  Students must adhere to the HPU ESA Policy in order to be eligible to request an ESA as a housing accommodation.

Resident MUST be approved by OARS for an ESA as a reasonable accommodation BEFORE bringing an ESA to campus.

Click HERE for a copy of the Documentation Standards for an ESA.

Click HERE for a copy of the HPU ESA Policy.