Download a copy of our Documentation Guidelines (.docx)

Student Access Services (SAS) reviews documentation to better understand how a disability affects your access to learning and participation at WVC. Documentation is one part of our interactive review process. We also consider your personal experience and the barriers you describe. Please note that a diagnosis alone does not automatically establish eligibility for accommodations.

Note: These documentation guidelines specifically apply to Student Access Services (SAS) at Wenatchee Valley College (WVC) and may differ at other schools or testing centers.

If you are unsure whether your documentation meets these guidelines, please submit what you have. We are happy to review it with you and discuss next steps.

What Should Documentation Include?

Ideally, documentation should be relatively current ( within the last three years) and reflect adult-level functioning. Older documentation will still be reviewed and considered, particularly for conditions that are stable or lifelong.

• The credentials, contact information, and signature of the qualified provider.
• Detailed summary of the evaluation procedures used to establish the disability or diagnosis (e.g., test or evaluation results).
• In the case of a learning disability, psychoeducational test scores and/or other clinically significant results that demonstrate that the student meets the criteria for a Specific Learning Disorder or related disability.
• Thorough description of current symptoms and the impact of the disability.
• If relevant, information about treatment, medications, or side effects that may impact academic functioning.
• Treatment history with provider such as the frequency of visits, most recent appointment(s), and length of treatment. 
• Expected progression or duration:
  • If the condition is temporary, please include information about the expected duration or timelines for re-evaluation. 
  • If the condition is episodic (flares), please include information about the frequency, duration, triggers, and symptoms experienced during a flare.

Note: SAS thoroughly reviews and considers all information shared, including additional information from the medical practitioner or mental health professional. While recommendations from providers are welcomed and carefully considered, Wenatchee Valley College determines reasonable accommodations within the context of our programs, courses, and institutional standards.

Examples of Accepted Documentation

Students are encouraged to submit any documentation that may help SAS understand the disability or impact of their experiences. Students may submit more than one type of documentation, and the list below is not exhaustive.

• Neurological evaluations, ER discharge papers, or medical assessment summaries.
• Assessment results from counselors, school psychologists, or similar professionals, including interpretations of results. 
• A recent IEP that includes psycho-educational assessments or other evaluation details.
• A detailed letter from a healthcare professional or other qualified provider. Please share the "what should documentation include" section with your provider before requesting a letter.

How to Submit Your Documentation

• Upload with the Student Access Services Online Application.
• Email to sas@wvc.edu.
• Bring in Person:
• Wenatchee: drop off in the SAS secure drop box (outside room 2133 in Wenatchi Hall).
• Omak: bring it to the front desk in the administration building and request it be sent to Student Access Services (or to our director, Jenna Floyd).
• Contact us for additional options, if needed. 509-682-6854, TTY/TDD: 711

What If I Don't Have Documentation?

Please provide what you have. If you are unable to submit documentation you can still get started. Our staff will work with you to identify next steps and options, as appropriate. Please don’t let this keep you from reaching out or starting your request for accommodations. 

Why Do We Ask for Documentation?

Documentation helps SAS:

• Determine whether a student meets the legal definition of a person with a disability under applicable laws.
• Better understand how the disability impacts access in an academic environment.
• Identify reasonable accommodations that provide equal access to WVC programs and services.

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All disability related information is kept confidential according to FERPA. Disability records are retained and destroyed in compliance with the WA Community and Technical Colleges Records Retention Schedule.