Documentation Guidelines: Deaf and Hard of Hearing

Students seeking support services from Student Accessibility Services (SAS) on the basis of a previously diagnosed hearing loss must submit documentation that verifies their eligibility under Section 504 of the Rehabilitation Act, the Americans with Disabilities Act (ADA) and the ADA Amendments Act. The documentation must describe a disabling condition, which is defined by the presence of significant limitations in one or more major life activities. Merely submitting evidence of a diagnosis is not sufficient to warrant academic accommodations. If submitting a Certification of Deafness from the Deaf and Hard of Hearing Services Division (DHHS) in Texas Health and Human Services (THHS), please include the documentation used to qualify for the certification.

An audiologist, speech and hearing specialist or other qualified professional should make the diagnosis. The diagnostician should not be a family member of the student.

Documentation should include:

  • A clear statement of deafness or any degree of hearing loss with a current audiogram is required.  The age of acceptable documentation is dependent upon the condition and the nature of the student’s request for accommodations. It should also note the status of the individual’s hearing (static or changing). Hearing loss of a changing nature may need to be documented more frequently.
  • A narrative summary of assessment procedures that was used to make the diagnosis, evaluation results, and list any recommended accommodations.

Further assessment by an appropriate professional may be required if co-existing learning disabilities or other disabling conditions are indicated.

All documentation must be submitted on the official letterhead of the professional describing the disability. The report should be dated and signed and include the name, title, and professional credentials of the evaluator, including information about license/certification. Student Accessibility Services will make the determination regarding whether accommodations are reasonable in the University environment.

All documentation submitted to SAS is considered confidential.