Guidelines for documenting physical dexterity/mobility disabilities

A qualified evaluator

Professionals using assessments to determine the diagnosis of physical dexterity or mobility disabilities must be qualified to do so. This should be a treating or diagnosing healthcare professional with expertise related to the individual’s condition. The documentation must meet the following criteria:

  • Include evaluator’s name, title and professional credentials.
  • Be typed, dated and signed on the professional’s letterhead.
  • Evaluator may not be a family member.


Must be current: Reasonable accommodations are based on the current impact of a disability. It is critical that documentation describe an individual’s current level of functioning and need for accommodations. A full report from a treating healthcare professional completed within the past twelve months is considered current unless the condition is permanent/unchanging. The documentation may need to be updated annually in order to best accommodate the student.

Must be comprehensive: Many conditions are changeable in nature. Documentation must therefore be thorough, giving a full picture of the individual, not simply a diagnosis. A diagnosis alone is not a basis for accommodation. Documentation must include:

  • A discussion of:
    • History of presenting symptoms and relevant medical history.
    • Description of current impairment.
    • Summary of assessment and evaluation instruments.
    • Severity of disorder
    • Treatment and medication history, including medication side effects.
    • Discussion of any assistive devices and technology used.
    • Status of the individual’s condition (i.e. static, improving or degrading).
    • Expected progression of the condition over time.
  • A clear diagnosis of the physical dexterity/mobility disability.
  • The current limitations of the individual in an academic environment.
  • Appropriate and specific recommendations for accommodations in the academic environment.

May include supporting information: In addition to a qualified evaluator’s report, other helpful documents include:

  • Records of previous accommodations.
  • Previous medical evaluations.
  • Teacher or employer reports can also assist in better understanding and accommodating the student with a physical dexterity/mobility disability.