DRC Documentation Guidelines

In response to the expressed need for guidance concerning documentation of disabilities in adults, the University of North Florida (UNF) has developed a set of documentation guidelines. These guidelines provide students, professional diagnosticians, and service providers with a common understanding and knowledge base of those components of documentation necessary to validate the existence of a disability and the need for reasonable accommodations.

 

This documentation will assist the Disability Resource Center (DRC) in determining reasonable accommodations as required under the Americans with Disabilities Act of 1990 (ADA), Section 504 of the Rehabilitation Act of 1973, as amended, and other pertinent state and federal regulations. The ADA provides protection from discrimination for individuals on the basis of a disability. Section 504 of the Rehabilitation Act of 1973, as amended, prohibits discrimination of otherwise qualified individuals who are excluded from participation in, denied the benefits of, or are otherwise subjected to discrimination on the basis of their handicap.

 

Under the ADA, a 'person with a disability' is anyone with a physical or mental impairment that substantially limits one or more major life activities. Under Section 504 of the Rehabilitation Act of 1973, as amended, a 'handicapped person' means any person who has a physical or mental impairment, which substantially limits one or more major life activities.

 

To establish that an individual is covered under the ADA, the documentation must indicate that the disability substantially limits some major life activity, including learning. An impairment substantially interferes with the accomplishment of a major life activity when the individual's important life activities are restricted as to the conditions, manner, or duration under which they can be performed in comparison to most people. [1] It is important to note that the comparison involves an average person in the general population. Although UNF may regard the student as an individual with a disability or impairment, the student may not necessarily be regarded as substantially limited in his/her ability to learn, thus being ineligible for accommodations under the ADA.

The following documentation requirements are provided in the interest of assuring that documentation of a disability demonstrates an impact on a major life activity, is appropriate to verify eligibility, and supports the request for accommodations, academic adjustments, and/or auxiliary aides.

 

 

Documentation must be provided by one of the following licensed mental health professionals with regard to disabilities of the mind:

 

Psychologist

Psychiatrist

Clinical Social Worker

Mental Health Counselor

Psychiatric Nurse Practitioner (ANCC)

 

 Specific documentation requirements guidelines exist for each of the following categories:

Please View the Following Documentation Forms Links

Deaf or Hard of Hearing

Students who are Deaf or Hard of Hearing should provide an audiogram from a licensed Audiologist. A letter of explanation may accompany this doc, but the audiogram is most helpful. It does not have to be a recent document unless the student has a progressive loss.

Documentation Review Process 

After the student submits documentation, it is reviewed to ensure it meets UNF Documentation guidelines. This often involves a review by a Licensed School Psychologist or other appropriate licensed professional. Upon completion of the review process, the student is notified via the U.S. Postal System.

Confidentiality

The DRC will adhere to its confidentiality policies regarding its responsibility to maintain confidentiality of the evaluation and will not release any part of the documentation without the student’s informed consent or under compulsion of legal process.

Students are under the protection of the Privacy Act and need not disclose any information regarding the nature of their disability to anyone outside the DRC office.

 

ADA Grievance Procedure

The University of North Florida has adopted an internal grievance procedure for the prompt and equitable resolution of complaints alleging any actions prohibited by the U.S. Department of Justice regulations implementing Title II (public, state and local government) of the Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973. Title II states, in part, that “no otherwise qualified disabled individual shall, by reason of such disability, be excluded from participation in, be denied the benefits of, or be subjected to discrimination” in programs or activities sponsored by a public entity. Section 504 states, “No other wise qualified individual with a disability in the United States... shall, solely be reason of her or his disabilities, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance...”

 

All ADA/Section 504 complaints, excluding those filed against the ADA/Section 504 Compliance Officer should be addressed to:

ADA/Section 504 Compliance Officer (Building 6, Room 1314) 1UNF Drive Jacksonville, Florida 32224 (904) 620-2870

All ADA complaints filed against the ADA/Section 504 Compliance Officer should be addressed to:

Office of the President, University of North Florida (J.J. Daniel Hall; Building 1, Room 2800) 1 UNF Drive Jacksonville, Florida 32224 (904) 620-2500  

 

Complaints must be filed in writing, on the attached form, within 180 days after the complainant becomes aware of the alleged violation. It must contain the name and address of the person(s) filing the appeal and a description of the alleged violation.

 

An investigation, as may be appropriate, shall follow the filing of the complaint. The investigation shall be conducted by the ADA/Section 504 Compliance Officer or the Office of the President, depending upon the nature of the grievance. These rules anticipate informal but thorough investigations, affording all interested persons and their representatives an opportunity to submit evidence relevant to the complaint.

 

A written determination as to the validity of the complaint and a description of the resolution shall be issued by either the ADA/Section 504 Compliance Officer or the Office of the President, and a copy will be forwarded to the complainant no later than fifteen (15) working days after its resolution.

 

The ADA/Section 504 Coordinator shall maintain the files and records of the University of North Florida relating to complaints filed.

[1] (US Department of Justice, 1992) “Accommodations in Higher Education Under the Americans with Disabilities Act (ADA)”, edited by Michael Gordon and Shelby Keiser



ADA Compliance Contact Information

 

To visit the ADA Compliance Home page please select the following link: ADA Compliance 


Web Accessibility Information

 

There are people available who can and will help you with web accessibility; for Questions and Comments about ADA Web Compliance contact Either:

 

ADA Compliance by phone at (904) 620-2870 or by email at: rrgonz@unf.edu 

UNF's Webmaster by email at: webmaster@unf.edu


The ADA Compliance page about web accessibility provides comprehensive information on the subject. 

 

Please visit the following link to learn more:

 

 ADA Web Accessibility Information

 

For additional information on web accessibility please contact the Public Relations Department at (904) 620-2125.

 


 

 Section 504 Detail

 

The regulation implementing Section 504, at 34 C.F.R. 104.4, provides: 

 

No qualified person with a disability shall, on the basis of disability, be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity which receives Federal financial assistance. 

 

Discriminatory actions prohibited: A recipient, in providing any aid, benefit, or service, may not, directly or through contractual, licensing, or other arrangements, on the basis of disability…

 

Deny a qualified person with a disability the opportunity to participate in or benefit from the aid, benefit, or service; 

 

Afford a qualified person with a disability an opportunity to participate in or benefit from the aid, benefit, or service that is not equal to that afforded others; 

 

Provide a qualified person with a disability with an aid, benefit, or service that is not as effective as that provided to others; 

 

Provide different or separate aid, benefits, or services to persons or to any class of persons with disabilities unless such action is necessary to provide qualified persons with disabilities with aid, benefits, or services that are as effective as those provided to others; 

 

Otherwise limit a qualified person with a disability in the enjoyment of any right, privilege, advantage, or opportunity enjoyed by others receiving an aid, benefit, or service. 

 

A recipient may not, directly or through contractual or other arrangements, utilize criteria or methods of administration that (i) have the effect of subjecting qualified persons with disabilities to discrimination on the basis of disability, (ii) that have the purpose or effect of defeating or substantially impairing accomplishment of the objectives of the recipient's program or activity with respect to persons with disabilities.