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. Your event may not be exactly like these, so use your best judgement when choosing a strategy that most closely matches your event.
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
Yuja provides a powerful automated caption generator and editor that is free to use by university faculty and staff. ITAC provides training specifically for the captioning tools in Yuja.
Additionally, Microsoft Stream can be used to edit a transcript created by PowerPoint or Microsoft Teams.
For paid captioning, Texas State University has contracts with 3Play and Rev. For additional information and account setup, contact ITAC.
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.