Supporting Deaf and Hard of Hearing Colleagues: Information, Resources, Adjustments and Communication Tips

Hearing loss occurs when sound signals do not reach the brain effectively. There are different types of hearing loss depending on which part of the auditory system is affected:

• Sensorineural – Damage to the inner ear 
• Conductive – Problems in the outer or middle ear 
• Mixed – A combination of both types 

Hearing loss can be present from birth, inherited, caused by illness or injury, or occur as part of the ageing process. It's more common than many people realise: 

• Around 40% of over-50s experience hearing loss 
• More than 70% of over-70s are affected 

(Source: Royal National Institute for Deaf People (RNID)) 

Always ask individuals how they prefer to communicate and what support they may need. 

The Deaf and HoH community includes people with a wide range of hearing experiences. Understanding preferred terminology can help promote respectful and inclusive communication. These definitions (from HearingLink.org) reflect how many people choose to describe themselves: 

• Hearing impairment / hearing loss – Any degree of hearing reduction 
• Deaf (uppercase ‘D’) – People who are culturally Deaf and use sign language as their primary means of communication 
• Deafened – Individuals who lost hearing later in life 
• Hard of hearing – Those with partial hearing loss 
• deaf (lowercase ‘d’) – Individuals with hearing loss who may use spoken language and/or sign language 
• Acquired hearing loss – Loss of hearing developed after birth 
• Congenital hearing loss – Hearing loss present from birth 

Hearing loss is a significant, yet often invisible part of our university landscape. A study from June 2024 evaluating population estimates of the number of adults in the UK with a hearing loss shows that about 18 million are affected (12 million are of working age).  

Based on these estimates, it’s likely that over 2,000 students and around 800 staff at LSE may be Deaf or hard of hearing. 

Not everyone chooses to disclose hearing loss to their employers or colleagues, but many still face daily barriers that can be reduced through greater awareness and inclusion. 

Inclusive practices benefit all members of our university. Supporting Deaf and HoH colleagues ensures: 

• Equal access to opportunities and services 
• A stronger sense of community 
• Compliance with equality legislation – Deaf and HoH individuals are protected under the Equality Act 2010 and are entitled to adjustments to remove any barriers 
• Improved communication and awareness of assistive technology tools for everyone. 

Deaf and hard of hearing individuals bring unique strengths, including: 

• Leadership in accessibility and inclusion 
• Valuable cultural and linguistic insights 
• Excellent visual and non-verbal communication and problem-solving skills 
• Resilience and adaptability in overcoming barriers 
• Strong community building and advocacy—for example, through initiatives like the Staff Disability and Wellbeing Network and the Deaf and Hard of Hearing Café. 

Despite their strengths, it is important to understand that Deaf/HoH individuals often face specific challenges, including: 

• Communication difficulties in noisy rooms or group settings 
• Misconceptions about hearing loss and hearing aids 
• Lack of access to interpreters or captioning 
• Social isolation during informal conversations 
• Environmental obstacles, such as poor lighting or unclear emergency procedures 

Understanding these barriers helps us create more inclusive and supportive spaces. 

When communicating with a Deaf or hard of hearing person (always check what their individuals preferences are):

Face the person: Ensure that you face the person directly when speaking with them and remember not to turn away during the conversation. This allows them to see your facial expressions, body language, and lip movements.  

Speak clearly and at a moderate pace: Avoid shouting, as it can distort your lip movements and make it more difficult to understand. Speak clearly and at a moderate pace, allowing the person to follow your words more easily. 

Use gestures and facial expressions: Supplement your words with appropriate gestures and facial expressions to convey meaning. This can provide additional context and make communication more effective. 

Make sure that there’s a good lighting environment. Ensure there is good (though not harsh/bright) light on your face. Do not sit/stand with a window or bright light behind you- this makes faces appear dark and impossible to lipread.  

Keep your face clearly visible. Do not put your hands near it or wear sunglasses, and don’t turn away while you are talking. Dipped heads hide lips. When attending online meetings, ensure that your full face is on view so that your lips can be seen.  Also remember that you can use captions in online meetings – and that, when using them, they will cover low heads / low lips.  

Get the person's attention before speaking. A wave of your hand can help get the person's attention before you start speaking. This way, they can focus on you and be better prepared for the conversation. 

Use visual aids. If appropriate, use visual aids such as written notes, diagrams, or images to support your verbal communication. This can be especially helpful in conveying complex information. 

Provide a quiet environment. Whether you’re interacting online or in person, try to reduce any background noise to a minimum. 

Learn basic sign language. While not everyone who is hard of hearing or deaf uses sign language, having a basic understanding of common signs shows your willingness to adapt and communicate in a way that suits the other person. 

Use technology. Consider using text messages, emails, or messaging apps for quick and effective communication. 

Be patient. If the person is having difficulty understanding or responding, be patient. Give them the time they need and be open to finding alternative ways to communicate. 

Ask for preferences. Everyone has unique communication preferences. Some may prefer lip reading, while others may rely on written communication. Ask the person about their preferences and adapt your communication style accordingly. 

Remember, effective communication is a two-way street. Be open to feedback and work together to find the best way to communicate in any given situation. 

Creating an inclusive work environment means providing appropriate and tailored adjustments that enable Deaf and HoH employees to thrive. As well as considering the above tips to help adjust communication for Deaf and HoH colleagues, here are some additional adjustments to consider:

• Quiet working spaces to help reduce background noise
• Live captioning for meetings, whether online or in person
• Recording meetings with captions enabled so they can be reviewed later
• Desk allocations and communication considerations: Where possible, assign desks in quieter areas, near natural light to support lip-reading, and ideally positioned to face the door to enhance visual awareness. Positioning the staff member with a wall behind them can also help reflect sound forward, improving clarity. In setups where desks and monitors face each other, avoid speaking while seated behind a screen, as this can block visual cues. Instead, stand or move so your face is clearly visible when communicating.
• Training for colleagues or managers in Deaf awareness or basic BSL to promote inclusive communication.
• Regular check-ins for employees with line managers to review whether current adjustments are effective.

In addition to the above, the following may also need consideration: 

• Personal Emergency Evacuation Plans (PEEPs). Having an individual PEEP in place ensures there is a clear, safe plan for evacuation in the event of a fire or emergency, especially where audible alarms or verbal instructions are used. This may include vibrating pagers, flashing alarms, or buddy systems. Any staff member (or their line manager) with a disability or condition (whether temporary or permanent) which may affect their ability to respond to a fire and evacuate the building should contact estates.fire.safety@lse.ac.uk so that a Personal Emergency Evacuation Plan (pdf) can be developed for them. 
• The Access to Work scheme is a Department of Work and Pensions government-funded scheme that can help cover the cost of communication support—such as BSL interpreters, speech-to-text services, specialist equipment, or travel support—for Deaf and HoH employees, ensuring they can perform their role effectively and independently. Please see the Access to Work Toolkit and the Department of Work and Pensions website for more detailed information about the scheme.

When planning an event or meeting that is inclusive of LSE’s Deaf and HoH community:

• Ask attendees in advance about adjustment requirements or communication needs.
• Where possible provide examples of what adjustments can be offered.
• Provide live captioning, BSL interpreters, or note-takers if needed.
• If BSL interpreters may be required, notify the provider well in advance in case they are unable to accommodate last-minute requests.
• Ensure good lighting and clear sightlines for lip-reading
• Use microphones, and ask speakers to face the audience
• Introduce speakers each time for clarity in captions
• Share slides before and after the session
• Minimise background noise and choose venues with good acoustics
• Arrange seating for visibility—consider circular or horseshoe layouts
• Supplement spoken content with visual support
• Avoid playing music or videos with sound over speakers during events. What may be considered background music to some can significantly interfere with a deaf or hard-of-hearing person's ability to hear and focus on speech or conversation.

Technology can enhance accessibility for the Deaf and HoH community in a range of settings:

• Live captioning tools (e.g. in Microsoft Teams and Zoom)
• Speech-to-text apps for real-time transcriptions
• Hearing aid-compatible devices via Bluetooth or telecoil (A telecoil is a very small copper wire built into a hearing aid. Having a telecoil in your hearing aids gives you the option of hearing significantly better in places that have a hearing loop)
• Visual alert systems (flashing lights for alarms, calls)
• Video Relay Services (VRS) for BSL users
• Remote BSL interpreting for virtual meetings
• Induction loops in meeting rooms and reception areas.

Employees can apply to Access to Work for a needs assessment to determine what technology may be helpful and also funds to help cover costs. See the Access to Work Toolkit for more information. Some technology may also be suggested by the Occupational Health Service. See here for more information and line managers can check with their HR Partner as to whether an Occupational Health referral may be appropriate. 

BSL Interpreter suppliers approved on One Finance include:

• Clarion
• Sign Solutions

Internal support and resources:

• Access to Work Toolkit
• Staff Disability and Mental Health Adviser (l.h.mu@lse.ac.uk) and the HR Partnering Team.

 External support and resources:

• Free online deaf awareness course – UCL
• Free online deaf awareness course – Signature
• HearingLink.org – resources and information as well as a helpdesk and support groups
• Royal National Institute for Deaf People (RNID) – resources and guidance for individuals and employers