Documentation Guidelines

These guidelines are intended to help students understand the role of supporting documentation throughout the Accommodation Request Process.

Disability Support Services relies upon multiple sources of information to understand student needs and to make decisions that support student access.  This includes Student Self-Report, which is information shared by students (and their family) during the interactive process, and Supporting Documentation from qualified professionals.

Student Self-Report

Student self-report is an important part of the process that allows students the opportunity to describe their disability, experiences, and accommodation requests in their own words. Student self-report includes the information students share with their completed Accommodation Request form through the DSS Portal, as well as information shared while communicating with DSS staff.

During our conversations, we will ask questions to understand students’ unique experiences and requests. Students are invited to share any information they believe will help us understand their disability, requests, and related concerns. Students should consider including relevant information about their disability, how it may impact them as a student at ECU, accommodations they are requesting now, and any accommodations that have worked for them in the past.

Supporting Documentation

Supporting documentation should be written by qualified professionals who have knowledge of the student’s disability, and it should provide information on the impact of the student’s disability.

Common sources of documentation include qualified professionals who are trained, certified, and/or licensed to diagnose and/or treat the conditions being disclosed. Examples include physicians, optometrists, psychiatrists, psychologists, licensed counselors, social workers, audiologists, registered dietitians, and more. DSS staff may request additional information as needed while considering accommodation requests.

To avoid conflict of interest, DSS generally does not accept documentation written by family members, close relatives, or individuals not serving in an official clinical capacity with the student.

Suggested Documentation Elements

  • Clearly written or typed on letterhead, dated, and signed by a qualified professional.
  • State the disability or disabilities.
  • Describe the current impact or symptoms of the disability, specific to the student.
  • Describe any cyclical or intermittent impacts, including Frequency (how often), Duration (how long), and Nature (description of symptoms) as they ebb and flow.
    • Cyclical pattern should be based on recent experience
  • If relevant, describe the severity and/or expected progression.
  • If relevant, list medication side effects that affect learning or access
  • Any recommended accommodations, including the professional’s rationale.

History of Accommodations and Disability Status

Students may also share copies of previous disability status and/or accommodation plans, such as 504 plans, Individual Education Plans (IEPs), or standardized testing accommodations. This history will be considered, but it does not automatically guarantee the same accommodations at ECU. Every student’s request and their documentation will be reviewed individually.

When and How to Submit Documentation

Disability Support Services reviews all relevant information provided as part of the accommodation request process. Students are encouraged to submit documentation as early as possible, preferably at least 2–3 weeks before accommodations or services are needed.

Those with questions about documentation should contact Disability Support Services (DSS) at 252-737-1016 or dss@ecu.edu.

Supporting documentation may be submitted through the DSS Portal after the Accommodation Request Form has been completed. Documentation may also be submitted by email, fax, or in person at the DSS office. Please submit documentation in commonly used file formats whenever possible, such as PDF or JPG.

Students who need assistance using the DSS Portal should review the DSS Portal Guide for Students.

The DSS Verification Form (PDF) can be used to document a student’s disability.

DSS Contact Information: