What This Guide Covers
This guide outlines your legal rights under the ADA, common accommodations (like tech and physical changes), step-by-step instructions on how to make a request, and real-world scenarios of how accommodations work in practice.
You Have Legal Protections
Under the Americans with Disabilities Act (ADA), employers with 15 or more employees must provide reasonable accommodations for hearing loss. You don't need to disclose your hearing loss before a job offer, and you cannot be fired or denied a job solely because of your hearing loss.
Understanding Your Legal Rights
Hearing loss is covered under the Americans with Disabilities Act (ADA) when it substantially limits a major life activity like understanding spoken communication. This means you have legal protections throughout the employment process, from interviews through your entire career.
During Job Applications
Employers cannot ask about your hearing loss before making a job offer. They can only ask if you need accommodations for the interview process and whether you can perform essential job functions (with or without accommodations).
After Receiving an Offer
Once you receive a job offer, an employer may ask health questions or require a medical exam, but only if they do this for all new hires in that position. They cannot withdraw the offer simply because you have hearing loss unless it poses a safety risk that cannot be addressed through accommodations.
Medical Privacy
Employers must keep all medical information confidential. Your colleagues don't need to know details about your hearing loss. Employers can only share information with supervisors if needed to provide accommodations or with safety personnel in case of emergencies.
Protection from Discrimination
You cannot be fired, demoted, or harassed because of hearing loss. If you experience discrimination, you can file charges with the Equal Employment Opportunity Commission (EEOC).
What qualifies as "reasonable accommodation"?
An accommodation is reasonable if it effectively removes barriers to doing your job without causing "undue hardship" (significant difficulty or expense) to the employer. The accommodation doesn't have to be the exact one you request, but it must be effective. If two accommodations would work equally well, the employer may choose the less expensive or burdensome option.
Common Workplace Accommodations
The right accommodations depend on your specific hearing loss, your job duties, and your work environment. Here are the most commonly requested and effective accommodations organized by category:
Technology & Communication Tools
Remote Microphone Systems (like Roger™)
What it is: A wireless microphone that transmits speech directly to your hearing aids or cochlear implants, making the speaker's voice louder than background noise.
Best for: Meetings (especially large ones), presentations, noisy work environments, conference calls
How it helps: Research shows hearing aid users understand almost 10 times better in noise with remote microphones compared to hearing aids alone. They're particularly effective when you need to hear one main speaker in a busy environment.
CART Services (Communication Access Realtime Translation)
What it is: A trained professional listens to speech and types it in real-time so you can read what's being said on a screen, tablet, or laptop.
Best for: Important meetings, training sessions, conferences, situations requiring high accuracy
Why it matters: Unlike automatic captions, CART understands context, technical jargon, speaker corrections, and can identify who is speaking.
Video Relay Services & Captioned Phone Systems
What it is: Phone systems with live captions or video interpreting services for phone calls.
Best for: Jobs requiring frequent phone communication
Physical Workspace Modifications
- Quieter office location: Moving your desk away from noisy areas (copy machines, break rooms, high-traffic hallways) or to an interior office away from street noise
- Sound-dampening materials: Acoustic panels, carpeting, or door seals to reduce background noise
- Visual alert systems: Flashing lights for fire alarms, phone rings, or when someone approaches your desk
- Desk positioning: Facing the room or near windows for better natural light (helps with lipreading)
Meeting Best Practices You Can Request
- Written agendas and materials distributed before meetings so you can prepare
- Meeting notes or summaries sent after discussions
- One person speaking at a time (meeting facilitator can enforce this)
- Face-to-face meetings instead of phone calls when possible
- Video calls with cameras on (for lipreading) instead of audio-only
- Preferred seating location (where you can see everyone's faces)
- Sign language interpreter for large meetings or presentations
For Virtual/Hybrid Work
- Live captions enabled: Microsoft Teams, Zoom, and Google Meet all offer automatic captions
- Recording meetings: Permission to record for later review and transcription
- Camera-on policies: Asking colleagues to keep cameras on for lipreading
- Quality headsets: Noise-canceling headphones or hearing aid-compatible headsets that reduce background noise
Important Note
Employers are generally not required to provide hearing aids, as they're considered personal use items needed both on and off the job. However, employers must provide job-specific equipment like remote microphone systems, amplified phones, or assistive listening devices that you need specifically to perform your work duties.
How to Request Accommodations
Requesting accommodations doesn't have to be complicated. Here's a step-by-step guide to make the process as smooth as possible.
Step 1: Decide When to Disclose
You are not required to disclose hearing loss before or during the interview process. Many people wait until after receiving a job offer to request accommodations.
Step 2: Identify What You Need
Before making your request, think carefully about which specific tasks are difficult and what tools would help. You don't need to have all the answers—the process is collaborative—but having ideas helps.
Step 3: Make Your Request (In Writing)
There are no "magic words" required to request accommodations, but putting it in writing creates a paper trail that protects you. Send your request to your direct supervisor or HR.
Sample Accommodation Request Letter
Step 4: The Interactive Process
Your employer will likely want to meet to discuss your needs. They may ask for a doctor's note confirming your hearing loss (which we can provide), discuss specific solutions, and set a timeline for implementation.
Step 5: Follow Up
After accommodations are implemented, document what works and what doesn't. Communicate with your supervisor if adjustments are needed.
Real-World Scenarios
Scenario: Software Engineer in Open Office
Challenge: Background noise from colleagues makes it impossible to focus or participate in daily stand-up meetings.
Solution: Desk moved to quieter corner; noise-canceling headphones provided; meeting notes shared via Slack after stand-ups.
Scenario: Sales Manager with Frequent Client Calls
Challenge: Phone conversations with clients are exhausting and details are often missed.
Solution: Captioned phone system installed; video calls preferred over phone calls; written summaries sent to clients after calls.
Resources & Support
- Job Accommodation Network (JAN): Free, confidential guidance on workplace accommodations. AskJAN.org
- Equal Employment Opportunity Commission (EEOC): Federal agency that enforces the ADA. EEOC.gov
- Hearing Loss Association of America (HLAA): Advocacy organization with resources on workplace rights. HearingLoss.org
Your UCSF Audiology Team is also a key resource. We can provide documentation letters, recommend specific tech, and help you demo assistive devices.
The Bottom Line
You deserve to work in an environment where you can succeed. Your hearing loss doesn't limit your abilities—the right accommodations unlock your potential. By understanding your rights under the ADA and proactively requesting the tools you need, you can reduce work-related stress and perform at your best. Remember: requesting accommodations isn't asking for a favor; it's ensuring you have equal access to do the job you were hired to do.
Next Steps
Ready to move forward? Here are resources to help you succeed: