What to Expect From a DSO Appointment at the University at Buffalo

What a DSO appointment covers

A DSO (Disability Services Office) appointment at the University at Buffalo is where you discuss accommodations for a documented disability—physical, sensory, cognitive, mental health, or chronic illness. The DSO staff review your medical or psychological documentation, confirm what barriers you face in classes or campus life, and authorize specific accommodations like extended test time, note-taking support, accessible classroom seating, or assistive technology access.

This is not a counseling session or a medical appointment. The DSO does not diagnose or treat conditions. They work from documentation you bring (usually from a doctor, psychologist, or other licensed provider) and translate that into practical classroom and campus supports that UB instructors and departments must honor.

The appointment is confidential. Information you share stays within the DSO and is not automatically reported to your academic file, your instructors, or your parents—though you will authorize the DSO to contact specific instructors about your accommodations once they are approved.

Key Takeaways

• Bring current medical or psychological documentation that describes your condition and its functional impact on learning, not just a diagnosis.
• The DSO appointment is where staff confirm your disability-related needs and decide which accommodations UB will provide.
• You must request accommodations each semester, and instructors are legally required to implement them once the DSO notifies them.
• If your documentation is outdated or incomplete, the DSO will tell you what additional records to obtain before accommodations can be approved.

What documentation you need to bring

The DSO requires current documentation from a licensed healthcare provider—a physician, psychiatrist, psychologist, neuropsychologist, or other may have access to professional depending on your condition. "Current" typically means within the last three years, though some conditions require more recent evaluation. The documentation must state your diagnosis, describe how the condition affects your ability to learn or function in an academic setting, and list any functional limitations relevant to school (not just general symptoms).

For example, a letter saying "Patient has ADHD" is not enough. The DSO needs to see how that ADHD affects your ability to focus during lectures, take notes, or complete timed exams. Similarly, documentation of anxiety should describe how it impacts your performance in classroom or test-taking situations, not just that you experience anxiety.

If your documentation is vague, incomplete, or too old, the DSO will tell you specifically what is missing and may ask you to request updated records from your provider. This can delay approval, so gather and review your documentation before the appointment.

How to schedule and what to bring

Contact the Disability Services Office directly through the UB website or by phone to schedule an intake appointment. Appointments are usually available within one to two weeks. Bring your documentation, a photo ID, and your UB student ID number. If you have multiple documents (medical records, psychological evaluation, letters from providers), bring all of them—the DSO will review the full picture.

Bring a list of any accommodations you have used before (at high school, in previous college, or through other services) and note which ones helped. This gives the DSO context for what might work for you at UB. If you are unsure what accommodations might help, the DSO staff can discuss options based on your documented needs.

Plan for the appointment to last 45 minutes to an hour. Bring a notebook if you want to take notes on what the DSO recommends, though they will also provide written documentation of approved accommodations.

What happens during the appointment

The DSO staff member will review your documentation, ask you questions about how your condition affects your daily life and academic work, and discuss what accommodations might help. They may ask about specific classes, whether you have trouble with timed tests, how you take notes, whether you need a quiet space to work, or whether you use assistive technology. This conversation helps them understand your actual needs, not just what your diagnosis is.

Based on your documentation and conversation, the DSO will determine which accommodations are reasonable and necessary. Common accommodations include extended time on exams, a separate testing location, note-taking support (a classmate or recording permission), priority registration, reduced course load, accessible parking, or access to assistive technology in the campus computer labs.

The DSO will explain each accommodation, how it works at UB, and what you need to do to use it. They will also tell you whether any accommodations require additional steps—for example, some require instructor approval or coordination with specific campus departments.

After the appointment: authorization and instructor notification

Once accommodations are approved, the DSO issues a formal letter or notification that you can share with your instructors. You are responsible for giving this to each instructor—the DSO does not automatically contact them. Some students prefer to email the letter; others hand it to the instructor in person or during office hours. The timing matters: instructors need to know about accommodations before the first exam or assignment deadline, so notify them early in the semester.

If an instructor refuses to honor an accommodation or you encounter problems using it, contact the DSO immediately. They can follow up with the instructor or department and ensure compliance. The DSO also handles appeals if you disagree with a decision about accommodations.

What to do if your documentation is incomplete or outdated

If the DSO determines your documentation does not meet their standards, they will explain what is missing and provide guidance on what to request from your provider. This might mean asking for a more detailed letter, updated test scores, or clarification about how your condition affects specific academic tasks. You will need to contact your provider, request the additional information, and return to the DSO with the updated documentation.

This process can take several weeks, so if you know your documentation is old or incomplete, reach out to your provider before scheduling the DSO appointment. Having everything ready speeds up approval and means you can use accommodations from the start of the semester rather than waiting weeks into classes.

Frequently Asked Questions

Do I have to tell my instructors I have a disability?

No. You only need to share the DSO accommodation letter with instructors. You do not have to disclose your diagnosis or condition. The letter simply states what accommodations you need—for example, "extended time on exams"—without explaining why.

What if I do not have current documentation?

Contact your healthcare provider and request updated records. If cost is a barrier, ask the DSO whether they can refer you to low-cost or free evaluation services on or near campus. Some providers can also write a letter based on existing records if recent evaluation is not possible.

Can I use accommodations from my high school at UB?

Not automatically. UB makes its own information based on current documentation and UB's policies. However, your high school accommodations are useful context—bring records of what worked for you, and the DSO will consider them when deciding what to authorize.

How long does it take to get accommodations approved?

If your documentation is complete and current, approval usually happens within one to two weeks of your appointment. If documentation is incomplete, the timeline depends on how quickly you can obtain additional records from your provider.

Do my parents or my academic advisor get told about my accommodations?

No. The DSO keeps your information confidential. Your parents and advisor are not notified unless you authorize it or unless you ask the DSO to contact them. You are in control of who knows about your accommodations.