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Educational AccessibilityDocumentation Guidelines

Playing the Violin

These guidelines are provided to identify evaluation reports that appropriately document students with different disabilities. Students with the appropriate documentation may receive accommodations through the Office of Educational Accessibility.


Old Dominion University students seeking academic accommodations are required to submit documentation verifying eligibility under Section 504 of the Rehabilitation Act of 1973. All documentation is confidential and is never considered a part of the academic transcript. The following guidelines are provided in the interest of identifying evaluation reports appropriate to document eligibility. Students with the appropriate documentation may receive accommodations. If you have questions regarding any of these guidelines, please contact the Office of Educational Accessibility at (757) 683-4655. The documentation guidelines are as follows:

  • Reports should be on letterhead, typed, dated, signed and otherwise legible.
  • Name, title and professional credentials of the evaluator as well as the area of specialization, employment and state/province in which the individual practices should be clearly stated in the documentation.
  • The evaluator should have training and experience with adolescent/adult populations (evaluators include clinical psychologists, neuro-psychologists, psychiatrists, other relevantly trained medical doctors, a clinical team approach to diagnosis may also be appropriate)
  • Identify the type of disability (i.e. the diagnosis )
  • A description of the symptoms
  • A statement of functional limitations of the impairment(s)
  • A summary of the assessment procedures and/or evaluation instruments that were used to make the diagnosis
  • Information about current medication(s) used to treat the disability.
  • Possible side effects of any prescribed medication.
  • Suggested recommendations for effective and reasonable accommodations.

Documentation may be faxed (757-683-5356), e-mailed to an Educational Accessibility staff member, mailed, or personally delivered to Educational Accessibility.

Documentation will be reviewed by qualified Educational Accessibility staff members and accommodations determined on a case-by-case basis

These guidelines are provided to identify evaluation reports that appropriately document students with specific learning disabilities. Students with the appropriate documentation may receive accommodations through the Office of Educational Accessibility. If you have questions regarding any of these guidelines, please contact the Office of Educational Accessibility at (757) 683-4655.

  1. Evaluations must be comprehensive. Documentation must show that DSM-IV-TR criteria for learning disorders have been met.
    • Aptitude. The Wechsler Adult Intelligence Scale-Revised (WAIS-III) with subtest scores or the Woodcock-Johnson Psycho-Educational Battery-Revised: Tests of Cognitive Ability are the preferred instruments.
    • Achievement. Current levels of functioning in reading, mathematics and written language are required. Among the preferred instruments are the Woodcock-Johnson Psycho-Educational Battery-revised: Test of Achievement, the Scholastic Abilities Test for Adults, and the Woodcock Reading Mastery Tests-Revised. The Wide Range Achievement Test is not preferred. Evaluation of the student's current record of academic achievement may be applicable.
    • Information Processing. Specific areas of information processing (e.g. short and long term memory; sequential memory; auditory and visual perception/processing; processing speed) must be assessed. Use of subtests for the WAIS-R or the Woodcock-Johnson Test of cognitive Ability are acceptable.
  2. Testing must be current. In most cases, this means within the past three years or at least in late adolescence. If the student entering the program is an older adult, the testing should have been carried out during or, preferably, following late adolescence. Since assessment constitutes the basis for determining reasonable accommodations, it is in a student's best interest to provide recent and appropriate documentation to serve as the basis for designing appropriate accommodations in an academically competitive college environment.
  3. Documentation must state clear and specific evidence and identification of a learning disability. Individual "learning styles" and "learning differences" in and of themselves do not constitute a learning disability.
  4. Test scores/data should be included. This is important since certain University policies and procedures (e.g. petitioning for permission to substitute courses) require actual data to substantiate eligibility.
  5. Professionals conducting assessment and rendering diagnoses of specific learning disabilities must be qualified to do so. Trained and certified and/or licensed psychologists, learning disabilities specialists and educational therapists are usually those professions involved in the process of assessment. The person who signs the report should be the person who administers the tests and writes the report. Experience in working with an adult population is essential.
  6. Evaluators should be able to demonstrate that the selection of assessment instruments is based upon the suitability (i.e. reliability and validity) for use with an adult population.
  7. Diagnostic reports must include the names, titles and license information (state and number, if applicable) of the evaluators as well as the date(s) or testing.
  8. Reports should contain recommendations about accommodations for the academic setting, which the University will consider.

Temporary Mobility Impairment - Use of Golf Cart Transportation

These guidelines are provided to inform students who have temporary medical and physical disabilities which impact mobility on the use of Golf Cart Transportation Services. Students with the appropriate documentation of mobility impairment may receive transportation assistance through the Office of Educational Accessibility. If you have questions regarding any of these guidelines, please contact the Office of Educational Accessibility at (757) 683-4655.

The Student Must Provide

  • A clear statement of the diagnosis of the medical or physical condition from a qualified examiner (e.g. ER discharge paperwork, a physician, or Athletic Trainer). This should include a description of the present symptoms/features, including the severity of the condition and the expected duration of the condition. Students may be asked to provide re-certification of continuing need.
  • A copy of their class schedule which indicates the EXACT pick up and drop off locations and times
  • Proper documentation should be turned in as soon as possible so that services can begin within 48 hours.

Please Note

  • Golf cart transportation is available to pick students up from the residence halls or parking location starting at 8:30am and to deliver students to the residence halls or parking location until 5:00pm. Transportation is not available to drive to residence halls between classes.
  • Golf cart transportation services are provided on main campus only (between 43rd Street and 49th Street and Hampton Boulevard and the Elizabeth River) due to state and city law.
  • Pick-up/drop-off begins no earlier than 8:30am and end no later than 5:00pm.
  • The University offers accessible transportation through the shuttle service if you need transportation outside of the hours of operation of the office.
  • The golf cart will wait 5 minutes for you to arrive at the designated pickup location, then it will leave to avoid disrupting the schedule for other students.
  • You need to notify OEA with any cancellations at least one hour before the scheduled time.
  • If you miss a pick-up you must contact the Office of Educational Accessibility and indicate the need for transportation for the remainder of the day.
  • If you miss your ride 2 times without appropriate notification, the Coordinator of Golf Cart Transportation will contact you to discuss continuing your services. If you miss your ride 1 time after this without proper notification you will be removed from the transportation schedule.
  • Transportation services are only available during the fall and spring semesters.
  • Please be aware that many students use these services, and we cannot guarantee that every student arrives to class on time. OEA can provide you with a letter for your professors documenting your need to be excused from being tardy to class.

If the Office of Educational Accessibility cannot provide golf cart transportation, there is a campus shuttle that operates Monday - Thursday 7:30 AM to Midnight and Friday 7:30 AM to 6:00 PM. For more information please see the Transportation and Parking Services website: