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University Accessibility Center

Documentation of Disability

Click here to download the Documentation of Disability Form



Please deliver documentation to the front desk in 2170 WSC, fax it to 801-422-0174, or email it to uacfrontdesk@byu.edu. Call the front desk at 801-422-2767 to ensure documentation has been received. After being received, documentation will be reviewed.

General Documentation Guidelines



All documentation should:

  1. Be from a licensed medical or mental health professional who is treating the student. NOTE: Regardless of licensure, letters will not be accepted from family members due to professional and ethical considerations
  2. Be documented on the UAC Documentation of Disability Form or printed on professional letterhead
  3. Include the following details:
    a. Name of physical or mental impairment
    b. Symptoms
    c. Expected duration of impairment
    d. Limitations to major life activity/major bodily functions
    e. Limitations to participation in educational tasks or on-campus housing
    f. Accommodation recommendations (helpful but only required for on-campus housing accommodations)
    g. Provider name, credentials, signature, and date

Specific Disability Documentation Guidelines



In addition to the guidelines above, specific details or documentation may be needed for some conditions or accommodation requests. These may include:
    • Documented within the last two years
    • Completed UAC Documentation of Disability Form or letter printed on professional letterhead following General Documentation Guidelines (see above)
    • Documented within the last two years
    • Exception: Adjustment Disorder documented within one year
    • Documented within the last two years (or, depending on the chronicity of the disability, at any prior time)  
    • Psychoeducational evaluation or neuropsychological evaluation, including diagnoses and test scores
    • Documented within the last seven years; if obtained at age 16 or older, documentation will suffice for the client’s entire tenure at BYU
    • Individualized Education Plans that include key element of a psychoeducational evaluation including standardized academic testing may also be considered.
  • Note: If the documentation lists the date of the original injury, this date will be used in following the timelines below. If it is not listed, the date on the documentation will be used.

    Updated Documentation of Disability Form should be submitted each semester for 18 months from the date of injury. If symptoms persist at 18 months from date of injury, the medical professional should provide:

    • An updated UAC Documentation of Disability Form or updated letter printed on professional letterhead following General Documentation Guidelines (see above), documented at least 18 months after the date of the original injury; this documentation will subsequently suffice for the client’s entire tenure at BYU

    Note: The initial diagnosis must be made by a provider who is licensed to diagnose a concussion, post-concussion or a TBI (M.D., D.O., P.A., N.P., neurologist, neuropsychologist, etc.), as applicable. After the initial documentation, subsequent documentation may be provided by a professional who can document lasting limitations (e.g., speech therapist, occupational therapist, optometrist, etc.).
    • Completed Temporary Condition Initial Meeting Form or letter printed on professional letterhead following General Documentation Guidelines (see above)
    • Documented within five months
      Note: Temporary conditions are generally expected to last less than six months.

Please note: The UAC coordinator has discretion to determine what type of professional documentation is necessary and whether the documentation submitted is reliable. If, in the coordinator’s judgment, the documentation does not meet certain criteria (i.e., contains insufficient diagnostic or clinical information; contains out-of-date information; is submitted by a healthcare practitioner who lacks the basis for his or her conclusions; etc.), the coordinator may ask the student to submit new and/or additional documentation. In addition, the student may also be asked to provide additional documentation depending on the nature and extent of his or her disability and the accommodation requested.

Specialized Accommodation Documentation Guidelines



Accommodation requests in this section may require information differing from the General Documentation Guidelines. See below for details.
    • Completed Housing Accommodation Request Form
    • Completed UAC Documentation of Disability Form or letter printed on professional letterhead following General Documentation Guidelines (see above) (Note: Documentation must include recommendations for specific housing accommodations that are based on the disability. If the housing accommodation requested is an Emotional Support Animal, do not submit a UAC Documentation of Disability Form; instead, submit an Emotional Support Animal Letter following the guidelines outlined in the Emotional Support Animals section below.)
    • Adherence to any other documentation guidelines that are specific to the client’s particular disability (see various disabilities above)
  • Optional letter that can be voluntarily shown to campus personnel:
    • Verification of the Service Animal’s vaccinations and licensing, submitted to the University Accessibility Center
    Service Animals in on-campus housing:
    See BYU’s Animals on Campus Policy and Animals on Campus Procedures for additional information about procedures related to Service Animals.
    • Completed Housing Accommodation Request Form
    • Vaccination and licensing records, which will be requested at some point by BYU On-Campus Housing Office; contact BYU Housing for species-related requirements
    • Signed and dated letter (not UAC Documentation of Disability Form) printed on professional letterhead from the physical or mental healthcare provider or licensed therapist who is treating the student. If the healthcare provider is practicing under a supervisor’s license, then both the healthcare provider and the supervisor must sign the letter. The letter must be current within six months of the last treatment session.
      At minimum, the letter should include:

      • Disability – a statement that the student has a physical or mental impairment that substantially limits one or more major life activities and describes how the student is substantially impaired in those major life activities; simply stating a diagnosis does not communicate how the condition substantially impairs a major life activity. Examples of major life activities include caring for self, eating, concentrating, interacting with others, learning, thinking, sleeping, working, etc.
      • Necessity of an Emotional Support Animal – a statement that the Emotional Support Animal provides a therapeutic benefit in alleviating one or more of the identified effects of the disability and how the Emotional Support Animal mitigates the symptoms or effects of the disability; general statements like “reduces anxiety” or “provides comfort” do not provide enough information
      • Contact Dates – the date when the provider first met with the student regarding the disability, and the date of the last professional interaction with the student regarding the disability
      • Type of Animal – the type of animal that is requested
      • BYU-specific recommendation – a salutation specifically written to BYU University Accessibility Center or a statement referencing BYU on-campus housing

    Note: The UAC accepts documentation from healthcare providers who have personal knowledge of the student through a professional relationship involving the provision of healthcare or disability-related services and who are practicing within their ethical, legal, and professional obligations. As a result, online sources of documentation (e.g., esa-letter.com, thedogtor.net) will generally not be accepted unless they meet these standards. The student must have had an actual appointment (could be remote) with the provider; email exchanges alone are not sufficient. Letters from family members will not be accepted due to professional and ethical considerations. See “Sample Emotional Support Animal Letter from a Service Provider” below. Also see BYU’s Animals on Campus Policy and Animals on Campus Procedures.




    Sample ESA Letter from a Service Provider [must be on professional letterhead]

    [Date] (must be within six months of last treatment session)

    Dear BYU University Accessibility Center:

    [Full Name of Resident] is my patient, and I affirm that I have a personal knowledge of [first name] through a professional relationship involving the provision of health care or disability-related services and that I am practicing within my ethical, legal, and professional obligations. Due to professional and ethical considerations, I also affirm that I am not a member of [first name]’s family. It is my professional opinion that [first name] has a physical or mental impairment that substantially limits one or more major life activity[ies]. Specifically, my patient is substantially limited in the following major life activity[ies]: (Examples of major life activities include breathing, caring for self, eating, concentrating, interacting with others, learning, thinking, sleeping, working, etc.) in the following ways: [describe how the patient is substantially impaired in the major life activities].

    I first met with my patient regarding this condition on [date], and the date of my last professional interaction with my patient regarding this condition was [date].

    It is anticipated that the presence of an Emotional Support Animal (ESA) will have a therapeutic benefit in alleviating one or more of the identified effects of [first name]’s disability in the following specific ways: [list ways that the ESA will mitigate the effects of the disability for this particular patient; general statements like “reduces anxiety” or “provides comfort” do not provide enough information.]. Thus, in my professional opinion, an ESA is necessary in order for [first name] to use fully and enjoy BYU on-campus housing. Therefore, I am prescribing a [type (and, if applicable, breed) of animal] that will assist [first name] with the symptoms of [his/her] disability.

    I am competent to make an assessment regarding the assistive and/or therapeutic benefits of ESAs for people with disabilities such as that experienced by [first name]. I am familiar with the professional literature concerning the therapeutic benefits of assistance animals for people with disabilities such as that experienced by [first name]. Upon request, I will share citations to relevant studies, and, with the appropriate release, would be happy to answer questions you may have concerning my recommendation that [full name of resident] have an ESA in BYU on-campus housing. Should you have additional questions, please do not hesitate to contact me.

    Sincerely,

    [Signature of Professional (psychotherapist, psychologist, physician, psychiatrist, rehabilitation counselor); if professional is practicing under a supervisor’s license, supervisor must also sign]

    [Name, Credentials and License #, Address and Contact Information of Professional(s)]
    • Completed UAC Documentation of Disability Form or letter printed on professional letterhead following General Documentation Guidelines (see above) (Note: Documentation must include recommendations for a specific mobility device, including a description of how it will help to ameliorate the symptoms of the student’s disability.)
    • Email sent by student to UAC coordinator containing details of device specifications (design, features, size, etc.)
    • Completed UAC Release of Information Form for BYU University Police