When hosting events that have a webconferencing component, accessibility and disability accommodations need to be considered. This page will provide information on how to implement American Sign Language services within Syracuse University's instance of Zoom Meetings and Zoom Webinar.

Requesting an ASL Interpreter

First, determine if the event needs ALS. More information on when to provide disability accommodations can be found by visiting ASL Interpreting Services / CART. If ALS is needed, an outside vendor/transcriptionist will need to be booked. Be sure to test with the interpreter ahead of time and check if they have provided ASL for the selected platform (Zoom). When using these platforms through Syracuse University, a host can invite the transcriptionist to their meeting as a guest, however the transcriptionist may still need to configure the platform on their device. Below are some vendors that are able to provide remote services. 

Aurora of CNYEmpire

Whole Me, Inc.

Configure ASL for a Zoom Meeting/Webinar

If a Zoom account has not been configured, please view Zoom at Syracuse University for more help and documentation. Before creating a meeting, you should also view the Answers page on Securing Zoom Meetings.

The following sections will go over the procedures of creating a meeting and Webinar with ASL incorporated. 

Once you have secured an ASL interpreter, you will need to invite them to the Meeting/Webinar either through the Zoom App or Zoom Web-portal.

Invite the ASL Interpreter

If the meeting is scheduled ahead of time, a guest URL is available that can be shared with the transcriptionist. Please note that for Zoom Webinars, the interpreter will need to be invited as a panelist ahead of time. 

Zoom Meetings

Zoom Web Portal

Zoom Application

  1. Sign in to the Zoom web portalsyracuseuniversity.zoom.us
  2. In the navigation panel, click Meetings.
  3. Click on the upcoming meeting.
  4. Under Invite Attendees, there is an option to Copy the Invitation.
  5. Confirm that you want to Copy Meeting Invitation to Clipboard.
    1. This copies all information including any meeting passwords.
  6. Send this information to the interpreter.
    screenshot of zoom web portal, meeting invitiation
  1. Sign in to the Zoom Application
  2. If a meeting is already scheduled, select the Meeting tab.
    1. Select the desired meeting.
    2. Select Copy Invitation, and send it to the interpreter.
  3. If a meeting is not scheduled, go to the Home tab.
    1. Select New Meeting.
    2. If Start with Video is disabled, the meeting invite will appear on the main screen.
    3. If you are sharing your webcam, the meeting invite can be found in the upper left Information icon.
    4. Copy URL and send it to the transcriptionist.
      screenshot of zoom app meeting invitation
Zoom Webinar
Zoom Web Portal
  1. Sign in to the Zoom web portalsyracuseuniversity.zoom.us
  2. In the navigation panel, clickWebinars.
  3. Click on the upcoming Webinar.
  4. Under the Invitation Pod select the "Edit" Button next to the "Invite Panelists" field
    Screen Shot of the Invite Panelist field in the Zoom Webinar Web Portal
  5. Type in the name and email of the Interpreter
  6. Select "Send invitation to all newly added panelists immediately"
  7. Select Save
  8. The interpreter should receive an email with the invitation link to the Webinar
    Screen Shot of the Invite Panelists Pod.

Spotlighting the ASL Interpreter

As of desktop client version 5.2.2, Zoom now allows users to spotlight multiple participants videos. This is very helpful, as both the presenter and ASL interpreter can be spotlighted by the host, instead of being pinned by each individual user. This is the new preferred method as it will give all participants the same experience. The following instructions walk you through spotlighting the video:

  1. Start the Meeting
  2. The Interpreter needs to join the Zoom Meeting (as a participant) or Zoom Webinar (as a panelist)
  3. Hover the mouse over the ellipses ("...") icon of the interpreters video or  the "more" icon on the participants name in the participants pod. 
  4. Select Spotlight for Everyone as seen in the following image

  5. This same process is used to spotlight additional participants and to remove the spotlight.
  6. When a participant shares their screen in a Meeting/Webinar it is preferred that the host sets the "View" icon in the upper right corner of the application to "Side-bySide Speaker" or "Side by Side-Gallery"
    1. This allows the user to adjust the size of the video via the Scale Bar in-between the webcams and shared screen
    2. To incorporate this in Zoom Webinars, the host should set the video view/layout to "Follow Host View" 

Pinning the ASL Interpreter

Pinning an ASL interpreter needs to be utilized when using breakout rooms as spotlighting is not an option. Note that the user will need to pin the ASL Interpreter's video, (this cannot be done by the host). The following instructions should be given to users before the meeting starts.  

  1. Make sure the Interpreter is assigned to the same breakout room
  2. Hover the mouse over the ellipses/"..." icon of the interpreters video or the "More" icon on the participants name in the participants pod. 
  3. Select Pin video
    Screen Shot of a zoom meeting, with the ellipsis icon selected next to a video participant, to show the pin video feature.
  4. It the host allows multi-pin, the user can pin multiple videos within the breakout room

  5. This same process is used to remove the pin.

Best Practices

  • All questions asked either by microphone or chat should be repeated by the presenter. This will ensure proper translation by the ASL Interpreter. 
  • Be sure to monitor and change the spotlight if there are multiple interpreters for the Meeting/Webinar
  • If recording to the cloud, make sure to check the recording settings in the Zoom Web Portal
    • Select: Record Shared Screen/Active Speaker, Record Shared Screen/Gallery View, and Recording Seperately, as this will allow for more flexibility if the files need to be shared and edited at a later date. 
       Screenshot of the Zoom Web Portal Recording Settings.
  • No labels