Documentation Guidelines

To request services, students need to complete the online intake form in the Accommodation Information Management (AIM) system. Current documentation from appropriate providers can help ensure appropriate and effective accommodations or adjustments. Such documentation might include medical documentation, individualized educational plans (IEP), 504 plans, cognitive or psychoeducational assessments, or other relevant documents.

The following information is helpful as part of the documentation:
  • Names, titles, addresses, and phone numbers of the evaluators, as well as dates of evaluations
  • Quantitative and qualitative information that supports the diagnosis
  • Names of any assessment instruments used
  • Severity of the disability and impact on major life activities in and out of the classroom
  • Notation of medications prescribed, if any, and potential impact on learning
  • Recommendations for specific accommodations
  • Additional observations or recommendations which could assist us in adequately serving the student

The last two items are of particular value in determining academic accommodations and adjustments.  

All documentation is reviewed on an individual basis.

Examples of Documentation
  • Deaf and Hard of Hearing: Audiogram accompanied by audiologist's report documenting a hearing loss
  • Visually Impaired: Report from ophthalmologist/optometrist documenting visual impairment
  • Psychological Disability: Clinical diagnosis by a licensed psychologist or psychiatrist indicating functional limitations and how the disability impacts one's ability to function as a university student in a learning environment
  • Medical Disability: Documentation of a disease, illness, etc. from an appropriate medical provider, listing any functional limitations and its impact
  • Learning Disability or ADHD: Assessment information from a qualified provider, indicating barriers to learning an recommendation for accommodations


Rick Muthiah
Director of Learning Support Services
Lemmons 9C
George Fox University
414 N. Meridian - Box 6243
Newberg, OR 97132

Call 503-554-2314 or email if you have any questions.