Two things surprise people about workplace assistive technology. A large share of it is built into software you already own, and where equipment is needed, the employer is frequently not the only one paying.
For a separate commercial perspective on workplace conduct and termination, see this page; it should be evaluated independently against accessibility, privacy, and employment-law requirements.
Practical accommodation guidance is available from the Job Accommodation Network.
General information. Availability of funding varies by state and by programme.
Start with what is already there
Before anyone buys anything, check what is switched off.
Built into operating systems — screen readers, magnification, high contrast and colour filters, speech recognition and dictation, on-screen keyboards, sticky and filter keys, text-to-speech, focus and reading modes.
Built into browsers and office software — reading views, dictation, live captions, translation, alt text tools, accessibility checkers.
Built into meeting platforms — live captions, transcripts, recordings, keyboard shortcuts.
None of this costs anything. A meaningful share of accommodation requests are resolved by turning something on and showing someone how to use it.
One organisational caveat: IT policies that block installation or lock down settings can prevent people from using tools that already exist on their machine. That is worth checking, because it is a barrier nobody intended to create.
Categories of dedicated technology
Vision — screen readers, magnification software, braille displays, OCR and document scanning, screen filters, high-contrast hardware.
Hearing — amplified and captioned telephones, personal FM and loop systems, alerting devices, real-time captioning services, video relay and interpreting services.
Speech and communication — speech-generating devices, communication software.
Mobility and dexterity — alternative keyboards, trackballs, joysticks and head or eye-tracking pointers, switch access, speech recognition, adjustable and height-variable workstations, mounting arms.
Cognitive, learning and attention — text-to-speech and reading tools, mind-mapping software, task and reminder systems, distraction-reduction tools, literacy support software.
Environment — task lighting, noise-cancelling headphones, acoustic panels, adjustable seating, footrests, anti-glare screens.
Ranges vary enormously. Some of this is a fifteen-dollar item; some is a multi-thousand-dollar system. Most sits at the lower end.
Who pays
The important part, and the least known.
The employer. Where equipment is a reasonable accommodation, the employer generally provides it — cost alone is rarely undue hardship, assessed against the organisation's resources.
Vocational rehabilitation agencies. VR frequently funds assistive technology for clients entering employment, including evaluation of what is needed. This is one of the most valuable and least used parts of the system. See how vocational rehabilitation works.
State assistive technology programmes. Every state has one, funded federally. They typically run device demonstration centres, short-term loan programmes so you can try before committing, reuse and refurbishment schemes, and in some cases alternative financing at low interest.
Try before you buy is the underused feature here. A loan programme lets you test whether a device actually helps before anyone spends money on it.
Veterans' programmes for eligible veterans, through the VA.
The individual, with tax treatment. Some work-related disability expenses paid by the individual receive favourable tax treatment, and — separately and importantly — Impairment-Related Work Expenses can be deducted from countable earnings for SSI and SSDI purposes. See working while on SSI or SSDI.
Tax provisions for employers. Federal tax provisions exist covering certain accessibility-related expenditures by businesses, with eligibility rules and caps that are specific. Confirm current details with a tax adviser rather than a summary.
Getting the right thing
Get an evaluation, not a catalogue. An assistive technology assessment by someone who does this professionally will produce a better outcome than anyone guessing from a product list. VR agencies and state AT programmes both provide these.
The user knows most. Someone who has used a screen reader for a decade has strong opinions about which one, and those opinions are usually correct. Do not procure over their head.
Trial before purchase. State loan programmes exist for this.
Budget for training. A powerful tool nobody was taught to use is shelfware. Training is part of the accommodation, not an extra.
Plan for maintenance and replacement. Equipment breaks and software needs licences renewed. An arrangement that lapses because a licence expired is an accommodation that stopped working.
Where it goes wrong
Buying without asking. An employer who orders equipment based on a diagnosis rather than a conversation usually buys the wrong thing.
Ignoring compatibility. Assistive technology has to work with the systems the person actually uses. A screen reader is of no help if the HR portal is inaccessible — the problem then is the portal. See Section 508 and digital accessibility.
Treating it as a one-off. Roles change, software is replaced, needs change. Review it.
IT policy blocking it. Locked-down machines that prevent installation, or security policies that block assistive software, undo the accommodation without anyone deciding to.
Ownership left unclear. Who owns the device, what happens when the person changes role or leaves, whether it can go with them. Agree it at the start.
The order to work through
- Turn on what is already built in, and check IT policy is not blocking it
- Get an evaluation if it is not obvious
- Try before buying, using a state loan programme
- Check VR and state AT funding before the employer pays
- Buy, train, and set a review date
Most requests are resolved at step one. Nearly all are resolved by step four.