Documentation of Disability

Frequently Asked Questions

Click the question to get the answer.

Who is responsible for providing documentation of a disability?

Any Portland Community College (PCC) student requesting accommodations from Disability Services (DS). 

What is disability documentation?

Documentation is current and specific information about a student’s disability provided by a licensed clinical professional with expertise and training in the field of that disability.

When must a student provide disability documentation?

Documentation is provided to DS before the student can receive accommodations.

Where is disability documentation kept?

Documentation is kept in a confidential file which is maintained by DS, and is not part of the student’s academic transcript.

Why does PCC need documentation of disability?

The DS Counselor needs sufficient information to determine eligibility and effective accommodations for each student.

How recent must documentation be?
  • Typically, documentation should be no older than three years.
  • If the disability condition fluctuates or is progressive, updated documentation may be required.
  • A DS Counselor will inform each student on a case-by-case basis when updated documentation is necessary to determine eligibility for accommodations.

Documentation Required For Specific Disability Areas

Click on the disability to get a list of the documentation required.

Attention Deficit Disorder
  • Written diagnostic report from a licensed clinical professional that includes client history, DSMIV TR diagnosis, level of severity, symptoms, functional limitations, diagnostic procedures, and recommendations.
  • When applicable, include information regarding cognitive/academic testing, and/or medication(s) prescribed.
Autism Spectrum Disorder
  • Written diagnostic report from a licensed clinical professional that includes client history, DSMIV TR diagnosis, level of severity, symptoms, functional limitations, diagnostic procedures, and recommendations.
  • When applicable, include information regarding cognitive/academic testing, and/or medication(s) prescribed.
Head Injury/Traumatic Brain Injury
  • Written diagnostic report from a licensed clinical professional that includes etiology, location and severity of the injury, residual symptoms, functional limitations and recommendations.
  • When applicable, include a summary of cognitive and achievement testing used and evaluation results including subtest standard/scaled scores and percentiles.
Hearing Impairment
  • Copy of audiogram.
  • Diagnostic statement from a licensed clinical professional that includes etiology, type and severity of the hearing loss, functional limitations, and recommendations.
  • When applicable, include information regarding speech recognition threshold and use of amplification devices.
Speech or Language Impairment
  • Written diagnostic report from a licensed clinical professional that includes etiology, diagnosis, assessment procedures/instruments, functional limitations and recommendations.
  • When applicable, include a summary of cognitive and achievement testing used and evaluation results including subtest standard/scaled scores and percentiles.
Physical Disabilities with Other Health Impairments
  • Diagnostic statement from a licensed clinical professional that includes diagnosis, level of severity, symptoms, functional limitations, and recommendations.
  • When applicable, include information regarding client history, assessment procedures and/or medication(s) prescribed.
Psychological Disorder
  • Written diagnostic report from a licensed clinical professional that includes client history, DSMIV TR diagnosis, level of severity, symptoms, functional limitations, diagnostic procedures, and recommendations.
  • When applicable, include information regarding diagnostic procedures, client history and/or medication(s) prescribed.
Visual Impairment
  • Evaluation report from a licensed clinical professional including all measurements, data, visual fields, and visual acuity for each eye, with or without correction, if worn.
  • Diagnostic statement including etiology, diagnosis, symptoms, prognosis and treatment(s).
  • When applicable, include phorias, fusional ranges, depth perception and visual accommodation measurements.

Learning Disabilities

Counselors evaluate Learning Disability documentation based on the Association for Higher Education and Disability- AHEAD Documentation Guidelines and the Portland Community College(PCC) Learning Disability (LD) Guidelines.

PCC Guidelines for Learning Disabilities

  • Comprehensive Cognitive and Achievement Assessments that include the complete battery of Standard Scores
    • Minimum Cognitive Standard Score of 85.
    • Cognitive Assessments should include full scale scores, verbal, performance and index scores. Subtest scores preferred.
    • Achievement Assessments should include subtest and broad scores.
  • Written diagnostic report that includes:
    • the credentials of the evaluator;
    • a clear diagnostic statement;
    • the diagnostic methodology;
    • current functional limitations;
    • expected progression or stability of the disability,
    • current/past accommodations, services and/or medication(s);
    • recommendations. (AHEAD Guidelines)

Please Note: IEP and 504 usually do not include updated / recent evaluation reports.

Accepted Cognitive (IQ) Assessment*

  • Woodcock Johnson Psycho-Educational Battery — Revised, Standard and Supplemental Batteries (WJPEB-III)
  • Wechsler Adult Intelligence Scale — Revised or 3rd Edition (WAIS III)
  • Stanford-Binet Intelligence Scale (4th Edition)
  • Wechsler Intelligence Scale for Children-Revised (WISC-R or WISC III or IV)

* Brief measurements of Cognitive ability such as the WASI will be accepted when accompanied by a history of previous WISC-III or WAIS-III cognitive test scores. Scores must meet reliability standards.

Accepted Achievement Assessment

  • Woodcock Johnson Psycho-Educational Battery—Tests of Achievement, Standard Battery
  • Wechsler Individual Achievement Tests (WIAT)
  • Stanford Test of Academic Skills (STAS)
  • Scholastic Abilities Test for Adults (SATA)