Students are responsible for providing the documentation of their disability. Students are diagnosed at their own expense. This information is considered sensitive and handled accordingly. Accessibility Services is responsible for maintaining submitted information and guarding against the unintentional disclosure of this sensitive information.  Even though this information is housed in Accessibility Services, it is considered to be a part of the student’s educational record and is covered by FERPA. This information may be shared with other institutional personnel only when there is a legitimate educational interest. Accessibility Services uses all information to make a professional judgment about eligibility and appropriate accommodations. Documentation is used to determine if a disability is present, causes a substantial limitation to a major life activity and determination of eligibility for accommodations for equal access. Accessibility Services utilizes several sources of documentation: submitted current documentation from a treating professional (appropriate to the disability/non-relative), observation/interview with the student along with self-report and any other relevant information gathered by the Manager. A medical information form is available online for licensed professionals to complete and fax to the Accessibility Services Office. Hand carried copies of this form are not accepted. If services were received while in high school, it is helpful to forward the most current diagnostic re-evaluation report, 504 plan, Summary of Performance (SOP), and last IEP.  Keep in mind that the college is not obligated to provide or adopt recommendations made by outside entities.

Documentation should include:

  • Clearly stated diagnosis or diagnoses
  • Functional limitations as a result of the disability
  • Medical, developmental, and/or educational history
  • Method of evaluation
  • Description of how accommodations are related to the disability

The Manager through this collaborative process of interview with student, review of documentation and any other pertinent information will determine appropriate accommodations case by case.

It is the responsibility of the student to contact the office for an appointment. It is recommended that students submit documentation and meet with the Manager well in advance of the anticipated accommodation (8 weeks is suggested). The college recognizes that this is not always possible and will attempt to provide reasonable accommodations with shorter notice. However, some accommodations may take longer to arrange. The college will make a good faith effort in providing an approved accommodation or an alternate until the final approved accommodation can be arranged.

The office maintains a student file (separate from the admissions file) that contains documentation and detailed contact information relating to approved accommodations, disability and academic issues. The file is removed from the active files once the student is no longer registered for classes. These files are scanned and remain available for five years from the last contact date with the office. At the five year mark, the files are deleted. If documentation is received and the student does not make contact with the office, the information is held for only two semesters and then shredded.

The release of any disability information is governed by federal/state regulations regarding privacy of information. In keeping with the spirit and intent of the law, information regarding the disability is confidential and is shared on a need-to-know basis if institutional personnel have a legitimate educational interest in file content.Please note: Documentation guidelines will vary among institutions.

Contact Info

Documentation should be submitted to:

Accessibility Services Manager
St. Charles Community College
4601 Mid Rivers Mall Drive
Cottleville, MO 63376
Fax: 636-922-8588