Why we request documentation
Our main goal is to work collaboratively with you to ensure you have equitable access to your education and all aspects of university life at the University of Washington (UW). We are governed by federal laws, including the Americans with Disabilities Act (ADA) and Section 504, which require universities to provide reasonable accommodations for qualified students with disabilities.
Think of documentation as the shared information that helps us understand your access barriers and partner with you effectively. It serves two key purposes in our interactive process:
- Verify Eligibility: Documentation helps confirm that you have a disability as defined by the University’s accommodations policy, making you eligible to utilize DRS services and receive accommodations as part of a legally protected group.
- Inform Accommodation Decisions: Documentation provides essential details about the specific barriers you encounter in the university environment due to your disability. This information is crucial for working together during your Access Planning Meeting (APM) to identify reasonable and effective accommodations tailored to your situation at UW.
How to submit documentation
The easiest way to submit documentation is to upload it directly within your online application through the myDRS portal. You’ll be prompted to do this near the end of the application process. The max size for documents is 3 MB per upload. Your documentation should include your student ID#, last name, first name.
If you cannot upload documentation with your application, you can email it as an attachment to uwdrs@uw.edu. Do not email documentation until after you have submitted an application. All files need to be named in this format: student ID#, last name, first name, Documentation (e.g.,0123456 Smith, Claire, Documentation). Your documentation should include:
- UW student ID#
- first name & last name
- healthcare provider name/signature and license information
- your UW email address
- attachments in these formats: PDF, DOCX, JPG
Important
DRS will not accept documentation that does not have the following information:
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- Student name & ID number
- Healthcare provider name/signature & license information
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If you are experiencing issues with your UW email address, contact UW IT.
A hard copy can also be mailed to University of Washington, Disability Resources for Students, Box 352808, Seattle, WA 98195-2808, faxed to 206.616.8379, or delivered in person to Mary Gates Hall, room 011.
What kind of documentation do I need?
The most helpful documentation provides both verification of disability and information regarding the impacts on your functioning.
Documentation of any kind does not guarantee any specific accommodation can be approved, and some requests require more detailed justification. The type of accommodation, your specific disability, and your program of study can all impact what’s considered reasonable. As part of the interactive process, DRS may request additional information or clarification at any time, in accordance with University policy.
Note
If you submit insufficient documentation that does not allow us to make a comprehensive accommodation plan, accommodations will be delayed or could not be approved and/or we may ask you to get more documentation.
Preferred Documentation
- For accommodations in academic environments, the DRS Disability Verification Form-Academic is recommended. This form provides us with the most comprehensive information to make the best accommodation determinations. This form should be completed by a medical or mental health provider,
- For housing accommodations and Emotional Support Animals, the Disability Verification Form – Housing/ESA is the preferred form as it provides the most complete and helpful information needed to determine appropriate individual accommodations. If you submit other types of documentation, please ensure it includes the same comprehensive information.
Note
If requesting both academic and housing/ESA accommodations, multiple forms of documentation may be requested.
Limited Documentation
Detailed documentation aids us in determining reasonable accommodations. Some documentation may help us verify eligibility, but may not provide enough information to implement a comprehensive access plan. In these circumstances, we may be able to approve limited and temporary academic accommodations. To start the interactive process, please share as much information as possible in your application and provide anything you have that helps verify your disability and impacts.
Types of documentation that may be used to start the interactive process could include:
- A letter from a provider that clearly explains your diagnosis and how it impacts you in your specific program or environment at the University. You can refer your provider to our Disability Verification Form to understand the information that we find helpful.
- A full evaluation report (e.g., psychoeducational or neuropsychological assessment) that clearly explains how your disability affects you in the learning environment and relates to any specific accommodations you’re requesting.
- Full after-visit summaries (should include diagnosis, recommendations, prescriptions, treatment plan)
- Current medication labels (must include prescriber information, medication name, your name, date of birth, prescribed date, refill info, expiration date)
- Complete past IEP or 504 plans (should include diagnosis, recommendations or accommodations)
What if I don’t have any documentation?
To start the interactive process, please share as much information as possible in your application and upload a self-written statement (see below for instructions on what to include).
When we receive this, we will contact you with recommendations or to schedule an appointment to discuss your circumstances confidentially in an Access Planning Meeting (APM). We will:
- Talk through your needs.
- Review what you’ve submitted.
- Let you know if more is needed—and help you figure out what that might be.
What to include in a self-written statement
Documentation that does not allow us to fully assess your impacts and barriers may prevent us from determining reasonable accommodations. Your statement must include:
- Date
- Student ID
- Why you can’t obtain other sources of documentation right now
- Your plan to obtain other sources of documentation in the future (if known)
- Specific information about your diagnosis (if known) or access barrier
- How the diagnosis or barrier impacts your academics
- Signature – Letter should be signed by you (the student)
Note
A self-written statement is a binding document. To abide by the University’s student conduct code, make sure you represent the information accurately.
Still have questions?
You’re welcome to connect with us. We’re here to help you understand what to submit, what to expect, and your next steps.
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