Disability Resource Center

Communication Access Resources for Faculty

Faculty are important partners when it comes to ensuring communication access for DRC students. Faculty are responsible for:  

  • Ensuring all pre-recorded instructional materials have appropriate transcripts and/or captions and turning on captions for any video materials shown in class; and 
  • Cooperating with DRC coordinators to facilitate communication access accommodations.

Captions and Transcripts for Pre-Recorded Instructional Materials

Accurate transcripts and captions are required for all pre-recorded instructional materials. This is especially important when a student who has requested communication access accommodations is in the class. 

When showing a video or streaming media during class or online, closed captioning must be available and turned on. Showing multimedia without captions is not permitted.  Realtime captioners and sign language interpreters in the classroom will not transcribe or interpret recorded material during class. Accurate captions must be shown on the same screen as the recorded material to constitute equal access.   

Faculty with students who have requested communication access accommodations in their classes will be eligible to receive professional captioning for recorded material. DRC gives MediaVision a list of faculty authorized for professional media captioning each semester. If a faculty member believes they should have professional media captioning access but finds they do not, please contact DRC at drc@cpp.edu to inquire. Professional captioning is costly, so faculty are asked to only utilize the service for the requested classes. 

Media Captioning Tips

All videos created in or uploaded to Kaltura, CPP’s recommended video streaming service, will have auto-generated captions added to the content. Faculty have the ability to review and edit the auto-generated captions for accuracy, and are encouraged to do so for all of their instructional media.  

Faculty with students who have requested communication access accommodations in their classes may opt to request professional captions be added to their Kaltura content as follows: 

  1. Upload content to Kaltura, If you're unsure how to do this, please refer to CAFE’s Kaltura quick start guide
  2. Select the check box to the left of the content you'd like to caption 
  3. Select the 'Actions' drop down in the top right 
  4. Select 'Caption and Enrich' 
  5. Select the ‘Unit’ drop down menu and select ‘Cal Poly Pomona Plus Human’ 
  6. All of the default options under the caption area are good to go.  Feel free to add instructor notes if you feel it's necessary 
  7. Hit Submit 
  8. Captions will be updated to video within 2 business days 

Once the video is uploaded to Kaltura you can use the embed link or share the video in Canvas. The link will not change when captions are added.

Instructors should review captions in videos created by others. If the captions are missing or inaccurate, instructors may submit a request to MediaVision to have captions addedInstructors who received a Faculty Notification Letter that a student in their class has requested Communication Access Accommodations and requires professional captions, should be sure to check the box that a DRC student enrolled in the class requires captions. Once captions have been added, instructors will be provided with new links to the content to use for the class.

If using recorded media that is audio only (spoken language), the instructor must make a transcript available. Many video captioning services can also generate transcripts for audio-only files. 

Facilitating In-Class Communication Accommodations 

In-class communication accommodations such as realtime captioning or sign language interpreting may require faculty cooperation to ensure equal access for students. Typically, these in-class communication accommodations only apply to classes with face-to-face or synchronous components in which there is live communication during a set class time. DRC’s captioning coordinators or interpreting coordinator will contact instructors as necessary to facilitate in-class accommodations.  

Steps faculty can take to help facilitate these accommodations include: 

  • Verifying the mode of instruction listed in PeopleSoft matches the mode of instruction the faculty member will be using for the course 
  • Making sure the meeting dates, times, and locations (including Zoom links) are provided to DRC staff well in advance  
  • Communicating any changes to hybrid class schedules to DRC staff well in advance, so DRC coordinators know whether in-person or remote service providers will be needed 
  • Adding DRC staff members to the Canvas course upon request, enabling staff to receive any class updates in a timely manner and to prepare for captioning or interpreting course-specific content 
  • Adhering to the class schedule and not running over time; students who rely on these services may miss out if class runs late and their service providers need to move on to their next class 

Additional steps to facilitate these accommodations in face-to-face class meetings include: 

  • Ensuring adequate workspace is allocated for DRC service providers in the classroom 

Additional steps to facilitate these accommodations in remote class meetings include: 

  • Keeping the Zoom application updated to the most-recent release 
  • Ensuring the student receiving accommodations is placed in the same breakout rooms as their captioners or interpreters 
  • Enabling Zoom multi-pinning feature for classes with sign language interpreting 
  • Adding DRC staff as Zoom co-hosts upon request 

Please contact DRC’s captioning and interpreting coordinators with any questions about facilitating in-class accommodations.