DHHS Captioning Services

Real-Time Captioning Services

Real-time captioning or Communication Access Realtime Translation (CART) services is a professional service that can be delivered on location or remotely.

This DHHS service is provided to DeAnza College students as an approved accomodation by a DSS counselor.

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How Captioning Works:

Assignment of Captioners 

• Real-time captioners are assigned to classes by the Deaf Services Supervisor.
• Neither the instructor nor the student has the authority to dismiss a captioner.
• The Deaf Services Supervisor will release a captioner from an assignment when necessary.
• Exceptions to the standard captioning guidelines may be made in the case of an approved accommodation based on disability related limitations.  A Disability Support Services Counselor must approve such adjustments,

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 Classroom Captioner Guidelines

• The captioner will transcribe instructor lectures and student comments using specialized computer equipment.
• The captioner will begin writing when the student arrives.
• If a student leaves the classroom for any reason, the captioner will resume writing when the student returns.
• The captioner is responsible to transcribe only auditory/verbal information.
• During a test, lab or captioned video, the captioner will remain in the classroom.

Classroom Captioning Guidelines for Students

• The student is responsible to either take personal notes or request a note taker to have a record of any written information.
• If a class requires an instructor-student conference during the quarter, students should select an appointment within the regularly scheduled class time, if possible.
• If the appointment is outside the regularly scheduled class time, student will need to a fill out a request form to receive services.

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Transcript Guidelines

• Students will receive an electronic copy of the transcripts for referencing.
• Only students registered with DSS are entitled to the transcripts.
• Students cannot sell, distribute or reproduce transcripts for any purpose.
• Transcripts will be provided only for class sessions attended by the student.
• Transcripts will be e-mailed to the student within a 2-day (48-hour) turnaround time.
• The college's standardized format is to display captioned text in an easy-to-read layout. 

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Wait Time & Cancellation Polices

Wait Times

Below are the required wait times for interpreters/captioners. After the wait time has expired, the interpreter/captioner will contact the supervisor to report the "no-show" and to possibly be reassigned.

LENGTH OF CLASS	WAIT TIME
1 Hour Class	15 Minutes
2 Hour Class	20 Minutes
3 Hours or More	30 Minutes

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 Classroom Captioning Policies & Procedures

• Text should always be presented in "Sentence Case”, size 14 font, in PDF format or Word doc.
• Black background with white font.
• Displayed Real-time text should read like a script and include accurate punctuation marks with proper sentence structure.
• The display should not have any other words or texts obstructing the screen while in real time.
• Ethernet should always be used to ensure connection stability.
• The Deaf Services standardized format is to display text in an easy-to-read layout.
• Student preferences should be honored in how you format.

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 Before Class Assignment

• The CART Provider is responsible for setting up at least 15 minutes before their scheduled assignment.

• Please make sure your cell phone is turned to “silent” during class.

• Turn off your untranslatable in your software so real-time writing is clean.

• Be sure to have your computer and steno machine charged.

• The CART Provider is responsible to ask the student for any formatting preferences. 

• Prep for all classes and add any terms that are not already in your dictionary.

During Class Assignment

• If group work will take place, please advise the instructor that it is preferable for your student’s group to come to you and make a circle or group.

• It is the CART Provider’s responsibility to communicate the need for accessibility during group work for our student.

• Stay for the entirety of class during any lab work, in-class silent work and/or captioned videos.

• If the instructor is showing a video/media in the classroom, please approach the instructor to confirm that the video is captioned/subtitled.

• Ensure your equipment and case are nearby for quicker setting up and tearing down.

After Class Assignment

• Editing of the transcript should be completed within 48 hours.

• Add all untranslated words to your dictionary.