Guidelines for Comprehensive Disability Verification Documentation

In order for the EARC to engage in the interactive process to determine reasonable and appropriate employment accommodations, it is crucial that the employee provide the EARC with medical/psychological disability verification documentation that meets the list of criteria below.*  The EARC has the right to require additional disability medical/psychological documentation from employees who are requesting employment accommodations if the provided documentation does not meet the criteria below. 

1. Diagnosis must be determined by a licensed physician or primary health care provider, psychologist, audiologist, speech therapist, learning disability specialist or other licensed professional who diagnosed or is treating the employee. A qualified professional, such as a

2. Learning Disability Specialist, can provide documentation for a learning disability based on appropriate testing. For disabilities such as psychiatric disabilities specific classifications such as DSM-IV must be provided where appropriate.  

3. Documentation must include an evaluation of the impact on the employee of both the diagnosed condition and any prescribed medications. This evaluation must include an explanation of the functional limitations of the disability and address how the impairment limits one or more of the employee's major life activities.  

4. The documentation should include specific detail regarding the disability(ies) and in the manner and degree in which any functional limitation(s) impede the employee's ability to do their essential job functions.  

5. All documentation must be submitted on the letterhead of the appropriate professional and/or on EARC's Medical/Psychological Verification Form (see #1 for appropriate professional) and include the clinician's name, title, license number, phone number and address.  

6. Indicate whether condition is short-term (less than 90 days) or long-term (more than 90 days).  

7. Documentation must be current based on the date of diagnosis or assessment, not the date of submission to the EARC.

8. Current documentation: for Learning Disabilities diagnosis must have been determined as an adult (18 years or older); last 2 years for psychiatric disabilities, last 3 years for all other disabilities (does not apply to physical or sensory disabilities of a permanent or unchanging nature e.g., deafness or blindness).

*Note: Disability verification documentation is not required of employees with obvious disabilities, such as an employee who uses a wheelchair or who is blind.