Americans with Disabilities Act (ADA) - Documentation Policy

Introduction

This policy was developed to provide individual technicians, professional diagnosticians, educators, and employers with specific information about ASE's policies regarding documentation of a test candidate's disability and the process for requesting accommodations on the ASE certification tests. The timely submission of proper documentation will help avoid delays in decisions related to providing accommodations for test candidates with disabilities.

This policy addresses the following topics:

Guiding principles
Procedures for implementation
Qualified diagnosticians
Currency of submitted documentation
Substantiation of diagnosis
Recommendation for accommodations
Confidentiality

Guiding Principles

ASE has long provided accommodations to test candidates with disabilities and is committed to compliance with the requirements of the Americans with Disabilities Act (ADA). In this regard, ASE has adopted the following guiding principles for responding to requests from test candidates for test accommodations:

1. Requirements and procedures for test accommodations must ensure fairness for all test candidates, both those seeking accommodations and those testing under standard conditions.
2. Accommodations must be consistent with ADA requirements and appropriate and reasonable for the documented disability.
3. Accommodations must not result in an undue burden, as that term is used under the ADA, or fundamentally alter that which the test is designed to measure.
4. Documentation of the disability must meet guidelines that are considered to be appropriate by qualified professionals and must provide evidence that the disability substantially limits one or more major life activities.

Procedures for Implementation

Requests for accommodations are initially reviewed by trained staff who look for specific information on the ASE Testing Accommodations Request Form (available at www.ase.com/ADAform) and in the accompanying documentation. If a staff member determines that some or all of the documentation is missing or inadequate, ASE will request the additional information. If the initial reviewer determines that the request appears complete, it is submitted to a staff specialist for the next level of review. The specialist might:

• approve the request and send it on for processing,
• submit the request to an expert reviewer with specific training in an appropriate clinical area, or
• determine that documentation is missing or otherwise insufficient.

Expert reviewers might be consulted to review documentation regarding cognitive or learning disabilities, for sight and hearing impairments, and for other physical conditions. If either the staff specialist or the expert reviewer determines that documentation is lacking, the test candidate is notified, usually by mail, and given the opportunity to submit additional documentation. If time does not allow for resolution prior to the requested test date, the test candidate's request will be considered for a later test date.

Once accommodations are approved, a staff member contacts the test supervisor at the requested test center to determine whether the center will be able to provide the approved accommodations. If the requested test center is unable to provide all the approved accommodations, another test center is contacted. Once the test center is assigned, a confirmation letter is sent to the test candidate, confirming the reporting date and time, the reporting location, and the precise accommodations to be provided. The test center supervisor is sent a copy of this confirmation letter.

Documentation Requirements

Qualified Diagnosticians

The administration of diagnostic assessments, determination of specific diagnoses, and recommendation of appropriate accommodations must be made by a qualified professional whose credentials are appropriate to the disability. The name, title, and professional credentials (e.g., degrees, areas of specialization, license or certification, employment) must be clearly stated in the documentation. For physical disabilities, documentation must be provided by a qualified physician.

Currency of Submitted Documentation

To best assess the current impact of an test candidate's disability or functional limitations as they apply to the test-taking process, the documentation must be sufficiently current and appropriate to the particular disabling condition. For ASE certification testing, the disability must have been diagnosed or reconfirmed by a qualified professional within the five years prior to the date of the request.

Substantiation of Diagnosis

Documentation must provide a comprehensive evaluation with objective evidence of a substantial functional limitation. The information needed for each general category of disability is provided below.

• Learning Disabilities: The test candidate must provide the results of diagnostic testing performed by a qualified professional. Documentation, including all standard scores and percentiles (including subtests) which are reliable, valid, and standardized measures, must address the following:
1. Description of the presenting problem(s) and its (their) developmental history, including relevant educational and medical history
2. Neuropsychological or psycho-educational evaluation which includes results of an aptitude assessment using a complete and comprehensive battery
3. Results of a complete achievement battery
4. Results of an assessment of information processing
5. Other appropriate assessments for consideration of differential diagnosis from co-existing neurological or psychiatric disorders
6. Specific diagnosis and evidence that alternative explanations were ruled out
7. Description of the functional limitations supported by the test results and a rationale for the recommended accommodations specific to those functional limitations

• Attention Deficit/Hyperactivity Disorder: The test candidate must provide diagnostic results from an evaluation by a qualified professional. Documentation must address the following:
1. Evidence of early impairment which, by definition in the Diagnostic and Statistical Manual of Mental Disorders (4th Ed.) (DSM-IV), is first exhibited in childhood and manifests itself in more than one setting
2. Evidence of current impairment including:
   a. statement of presenting problem
   b. diagnostic interview
3. A ruling out of alternative diagnoses and explanations
4. Relevant testing using reliable, valid, standardized, and age-appropriate assessments
5. Number of applicable DSM-IV criteria and description of how they impair the individual
6. Specific diagnosis
7. Interpretive summary including a discussion of how the effects of ADHD are mediated by the recommended accommodation(s)

• Visual Impairment: The test candidate must provide diagnostic results from a complete ocular examination performed by an optometrist or ophthalmologist. Documentation must address the following:
1. Chief complaint and history of impairment
2. Test results, including visual acuity, complete ocular motility exam (versions, tropias, phorias, stereopsis), slit lamp exam, visual field, pupil exam, optic nerve, and retina
3. Specific ocular diagnosis
4. Description of functional limitation and supporting evidence that the abnormality impedes functioning in settings such as standardized testing
5. Discussion of the extent to which the limitation has been addressed through glasses, contact lenses, or other treatment or devices
6. Specific recommendation for accommodation(s) and accompanying rationale

• Hearing Impairment: The test candidate must provide diagnostic results from a full hearing test performed by a qualified professional. Documentation must also address the following:
1. Relevant medical history, including date of hearing loss
2. Related educational development, especially effect on reading ability and processing speed
3. Specific diagnosis
4. Description of functional limitation (with and without any hearing aids or other assistive devices or treatments)
5. Specific recommendation for accommodation(s) and accompanying rationale

• Other Physical Disorders: The test candidate must provide diagnostic results from an appropriate medical examination that documents the relevant medical history, provides a description of functional limitation, and states a specific recommendation for accommodation(s) and accompanying rationale.

Each request for accommodation is evaluated on a case-by-case basis using the information described above. If a particular element of documentation is not provided, the diagnostician must explain why it is not included in the submission.

Recommendation for Accommodations

Requests for accommodations must specifically address the functional limitation of the disability. The diagnostic report must include specific recommendations for accommodations as well as an explanation of why each accommodation is recommended and how it alleviates the impact of the impairment when taking a standardized test. The evaluator(s) must describe the impact, if any, that the diagnosed disability has on a specific major life activity as well as the degree of significance of this impact on the individual in a testing situation. The evaluator must support recommendations consistent with specific functional limitations as determined by objective data substantiating a history of functional impairment, appropriate test results, clinical observations, and a comprehensive diagnostic interview.

It is important to recognize that accommodation needs can change over time and are not always identified through the initial diagnostic process.

If recommended accommodations are not clearly identified or supported in a diagnostic report, ASE will seek clarification and, if necessary, more information. ASE will make the final determination regarding appropriate and reasonable testing accommodations for test candidates with documented disabilities.

Confidentiality

All documentation submitted to ASE related to an accommodations request is kept confidential, and is used solely to determine the test candidate's eligibility for accommodations. Test supervisors are also instructed to treat as confidential all information they receive relative to the test candidate's disability and accommodations. ASE Score Reports and Certificates do not include any specifics about the disability or accommodations provided, nor any disclaimers stating that accommodations were provided.