Documentation Guidelines - University Registrar

Documentation Guidelines

Documentation guidelines for academic petitions

If you are submitting an academic petition, the Academic Petition Review Committee strongly recommends that you submit supporting documentation.

What is appropriate documentation?
  • Medical records to substantiate illness or injury:
    • A letter on doctor/clinic/hospital letterhead that includes dates of service.
    • A letter of support from a medical or mental health professional that includes dates of service.
  • Records to substantiate death of family member:
    • A copy of an obituary with the date of death.
    • A news article.
    • An original copy of a funeral program
  • Other circumstances:
    • Legal issues — court or law enforcement documentation
    • Change of housing — lease documents or mortgage paperwork
    • Change of employment — letter from employer.
What is NOT appropriate documentation?
  • Letters from medical providers that are not on official letterhead
  • Letters that are not signed and/or do not provide contact information of person providing information
  • Letters from family members
  • Photos of medical incidents or conditions
  • Chart notes from doctor/clinic/hospital that includes dates of service, relevant diagnosis, and treatment/restrictions.
  • Any documents that do not have the following redacted: Social security numbers, dates of birth, other sensitive information that is not pertinent to your petition
How do I submit my documentation?
  • Attach to your Academic Petition Form
  • E-mail PDFs or image files to
  • If your documentation is from WOU’s Student Health and Counseling Center, you may have them submit official documentation via WOU email to or through campus mail to the Registrar’s Office