Conestoga Student Success

myLEARNING

Documentation

If you have a documented permanent or temporary disability, or are experiencing difficulties that affect your learning, you can register for academic accommodations.

Accommodations are determined with your Accessibility Advisor based on:

  • your needs
  • your program requirements
  • your documentation

Depending on your accommodation needs, our office may ask for additional, updated, or more specific documentation. Receiving this documentation in advance of your first appointment will help us provide an accommodation plan more quickly.

Please note: While recommendations will be considered, the college reserves the right to determine the most appropriate accommodations in our context. Our goal is to reach consensus with you about this, but if you believe we have made an error, you may request an appeal.

Submit your documentation

If you are new to Accessible Learning, documentation can be uploaded via our Intake Form. Alternatively, it can be uploaded to Accommodate, emailed, faxed, or submitted in person to Accessible Learning.

OSAP Disability Verification

OSAP requires that a Disability Verification Form (DVF) be completed and uploaded into the OSAP student profile in order for Student Financial Services to confirm permanent or temporary disability. Disability verification with OSAP may allow students to access awards, scholarships, grants, and bursaries. Students are also required to provide Accessible Learning a copy of the completed DVF, or other relevant medical documentation, so that academic accommodations can be put into place as needed.

Please note: If you have checked the disability box on the OSAP website, but have not completed and uploaded the Disability Verification Form, it may delay your OSAP funding until disability verification is confirmed by Student Financial Services. You may send a request to Student Financial Services to uncheck the box until you have the documents in place. Using the same email address you used in your OSAP application, send an email to Student Financial Services with your name and student ID number, requesting to remove your disability status. Your status will be adjusted once the completed DVF form is uploaded onto your OSAP student profile and disability is confirmed by Student Financial Services.     

Who can verify a permanent disability?

Documentation to confirm a permanent disability may be provided by a qualified healthcare practitioner who has training and experience in the area of diagnosis. Examples of qualified practitioners include:  

  • Audiologists
  • Chiropractors
  • Occupational Therapists
  • Optometrists
  • Ophthalmologists
  • Nurse Practioners
  • Physicians
  • Physiotherapists
  • Psychiatrists
  • Psychologists
  • Speech-Language Pathologists
Documentation for physical or mental health condition

Options of supporting documentation include:         

  • OSAP Disability Verification Form (DVF)
  • Conestoga's Health Certificate Form (pdf)
  • Medical Letter (including name, title, professional credentials, licensure/certification information of assessing professional that indicates the student’s limitations or needs in the academic setting)
  • Psychoeducational Assessment Report
    • Please note: this may allow for academic accommodations, however, an assessment completed when the student was at least 18 years of age or within the past five years may be required to access funding for equipment and/or services.
  • Individualized Education Plan (IEP) that references a physical or mental health condition.
    • Please note: your IEP may provide valuable information to help us understand what support was available in high school, however, additional documentation may be required depending on the accommodation request. Examples of disability types covered in this area: ASD, ADHD, physical needs, mental health, visual or hearing impairment, injuries, concussions, and medical conditions.
Documentation for learning disabilities

Options of supporting documentation include:   

  • OSAP Disability Verification Form (DVF)
  • Psychoeducational Assessment Report
    • Please note: this may allow for academic accommodations, however, an assessment completed when the student was at least 18 years of age or within the past five years may be required to access funding for equipment and/or services.
  • Individualized Education Plan (IEP)
    • Please note: your IEP may provide valuable information to help us understand what support was available in high school, however, additional documentation may be required depending on the accommodation request.
Getting additional documentation

If your accommodation request exceeds what your documentation can support, your Accessibility Advisor can direct you to the appropriate source in order to obtain additional documentation and support.

In the case that an updated psychoeducational assessment is needed, the Accessibility Advisor will check to see if you are eligible for funding for reassessment. If eligible, you will be referred to a psychologist or psychological associate to obtain this documentation.

No documentation

If you do not have documentation, or are unsure about your eligibility, please indicate this on your intake form. Accommodations may or may not be immediately available, but supports and suggestions will always be provided. 

If mental health concerns are impacting your academic performance, please call Student Health & Wellness at 519-748-5220, ext. 3679 to make an appointment. 


Documentation criteria

In order for Accessible Learning to provide support that is most appropriate to your circumstances, documentation should meet the following criteria:

  • Be in English (if you have documentation in another language and obtaining an English version could be challenging, please contact us)
  • Be as recent as possible:
    • Psychoeducational assessments within the last 5 years, completed at age 18, or using adult norms.
    • Most recent IEP
    • New concussions, injuries, or other temporary medical conditions within the last few weeks
    • All other disabilities within the last year
  • Completed by a regulated health professional who is operating within their scope of practice in keeping with the usual standards in Ontario (we will accept documentation from other jurisdictions and consider it according to the established principles for this region). At minimum, this must include:
    • Name and contact information
    • Professional credentials and licensing/certification information
    • Date and signature
  • Identify functional limitations relevant to participation in the learning environment of the college
  • A description of fluctuations in your abilities that would ordinarily be expected (if at all) such as in the case of episodic disabilities
  • A description of any standardized tests that were used when assessing your abilities, including specific scores and a statement about the reliability of the data
  • Be relevant to the accommodations/support for which you are seeking
  • Provide dates or anticipated duration of impact
  • Confirmation that a diagnosis exists, or that tests/assessment is underway. Note that providing the actual diagnosis is optional (except for learning disabilities), however, without it there may be limits on the available funding or supports provided by third parties.

Confidentiality and retention of documentation

All information shared with Accessible Learning will remain confidential to the staff associated with the department. For more information, please refer to the Personal Health Information and Privacy Consent Form.

Please be aware that email is not a secure method of providing medical information. To send in your documentation ahead of time, please use our secure fax at 519-748-3507.

Conestoga College