Event and Caption Strategies

Introduction

This content outlines event types, the recommended captioning strategy, and methods or resources available to the event organizer to ensure accessibility requirements are met.

Presidential Events

Recommended Caption Strategy

Communication Access Realtime Translation (CART) services should be procured for the event to ensure maximum accuracy. 

Methods and Resources

The Electronic Information Resources Accessibility Coordinator can assist in identifying a vendor for CART services. Requests for CART services should be made no later than 72 hours before an event.

Board of Regents Meetings

Recommended Caption Strategy

Automated Captions should be used unless a request for CART services is made within a reasonable timeframe (72 hours or 3 business days).

Methods and Resources

Microsoft Teams is the easiest auto captioning solution to set up and can be scaled to large events using Teams Live Events

The Electronic Information Resources Accessibility Coordinator can assist in identifying a vendor for CART services. Requests for CART services should be made no later than 72 hours before an event. 

Division or Department-wide Live Events

Recommended Caption Strategy

Automated Captions should be used unless a request for CART services is made within a reasonable timeframe (72 hours or 3 business days).

Methods and Resources

Microsoft Teams is the easiest auto captioning solution to set up and can be scaled to large events using Teams Live Events. During the live event, each user has the option of enabling live captions in the Microsoft Teams client.

If using Zoom, you can utilize their cloud recording feature to create a transcript automatically. Instructions can be found on the Zoom support website.

The Electronic Information Resources Accessibility Coordinator can assist in identifying a vendor for CART services. Requests for CART services should be made no later than 72 hours before an event. 

Public Events

Recommended Caption Strategy

CART Services should be procured for the event to ensure maximum accuracy.

Some accommodation requests may specify the need for a live interpreter instead of, or in addition to, captions. The ADA Compliance Coordinator can assist with identifying resources for these types of accommodation requests.

Methods and Resources

The Electronic Information Resources Accessibility Coordinator can assist in identifying a vendor for CART services. Requests for CART services should be made no later than 72 hours before an event. 

Prerecorded video content on web and course sites

Recommended Caption Strategy

There are couple of options to handle this situation. First, departments can manually edit their transcripts to ensure their spelling, grammar, and punctuation are accurate. The second option is for departments to use a captioning service to caption their content. 

Methods and Resources

For paid captioning services, Rev is an option. The Amara editor can be used in conjunction with Mediaflo to edit a transcript directly. Additionally, Microsoft Stream can be used to edit a transcript created by PowerPoint or Microsoft Teams

Live Captions for Synchronous or Face to Face Courses

Recommended Caption Strategy

Unless an accommodation for CART services is approved by the Office of Disability Services, automatic live captions should be used for these types of courses.

Methods and Resources

Zoom provides real-time live captioning for meetings and Microsoft Teams provides automatic captioning and can be scaled to large events using Teams Live Event.

The Electronic Information Resources Accessibility Coordinator can assist in identifying a vendor for CART services. Requests for CART services should be made no later than 72 hours before an event. 

Prerecorded Podcast or Audio Content without Video

Recommended Caption Strategy

Uploading an accurate transcript is recommended. Additionally, transcripts complement the captioned content and provide options to users who prefer to read a transcript rather than read captioned videos. The link to the transcript should be directly beneath the audio content.

Methods and Resources

Rev can be paid to create an accurate transcript for a podcast although it is the most expensive option. Microsoft Stream and PowerPoint can create transcripts automatically and represent the least expensive option. The transcripts can be edited if necessary.

Please view instructions for how to use PowerPoint and MS Stream to create transcripts automatically.