Documentation Guidelines
Students who feel they may be eligible for services through the Office of Student Disability Services need to submit the appropriate written documentation. The documentation must be based on an evaluation from the appropriately credentialed professional.
- Example: a physical condition is generally diagnosed by a physician, ophthalmologist, audiologist, physical therapist, etc.
- Example: a diagnosis of a learning disability should typically come from a professional who is considered to be trained and qualified to evaluate specific learning disabilities in adolescents and adults: psychologists, learning disabilities specialists, medical doctors, etc.
- Example: a student with an emotional illness should be diagnosed by a psychologist, psychiatrist or other licensed mental health provider.
- It is the student’s responsibility to contact Student Disability Services to report the disability. Ideally, this should be done as soon as possible after acceptance to the University or immediately following an injury or a diagnosis of a disorder. Reporting the disability to any other department or representative of the University will not initiate the official procedure needed to establish eligibility for support services.
- Documentation should be age-appropriate and in most cases, should state a diagnosis and functional limitations of the disability within an educational setting. Typically, it should be printed or typed on official letterhead, or SDS documentation forms, and completed and signed by an evaluator qualified to make the diagnosis. Documentation from a family member, even if qualified professional, cannot be accepted.
- Documentation Guidelines, which may help facilitate the documentation process, are available under Frequently Used Forms. However, completion of the relevant form is not necessarily required because each person’s situation is unique. Other forms of documentation are often accepted; please contact SDS at 317-940-9308 for an individualized discussion about your circumstances as they relate to the necessary documentation. Documentation can be submitted by fax at 317-940-9036, by email at sds@butler.edu or by dropping it off in Jordan Hall 136.
- Up-to-date information outlining the student’s current level of functioning can provide an additional level of information that may allow for the development of a comprehensive plan of accommodation and support.
- Once documentation is received, an SDS team member will initiate an individualized discussion with the student. This is necessary in order to finalize registration with SDS.
- Review this policy and the University Documentation Guidelines with the professional who will be conducting the evaluation. In this way, the evaluation can be individualized to fit the student’s diagnostic needs as well as to include University requirements. The evaluation is to be done at the student’s own expense.
The documents below may help facilitate the documentation process. However, completion of the relevant form is not necessarily required because each person’s situation is unique. Other forms of documentation may be accepted; for learning disabilities, a neuropsychological evaluation report is typically preferred over the completion of a form.