When hosting events that have a webconferencing component, accessibility and disability accommodations need to be considered. This page will provide information on how to request CART accommodations for events, how to implement captioning within a virtual room, and how to embed the transcript for recorded events. In particular, this page will go over the captioning features within Zoom.
Requesting a CART transcriptionist
First, determine if the event needs CART. More information on when to provide disability accommodations can be found by visiting ASL Interpreting Services / CART. If CART is needed, an outside vendor/transcriptionist will need to be booked. Be sure to test with the transcriptionist ahead of time and check if they have provided captioning 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.
Professional Reporting Services | Caption Advantage | Automatic Sync Technologies/CaptionSync |
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Configure Captioning for a Zoom meeting
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 with captions enabled.
Check Meeting Settings
Before starting or scheduling a meeting, the User's settings need to enable captioning.
- Sign in to the Zoom web portal: syracuseuniversity.zoom.us
- In the navigation panel, click Settings.
- Click the Meeting tab.
- Under Meeting (Advanced), verify that closed captioning is enabled.
- A second prompt will ask to confirm, select Turn On
- Below Closed captioning, there is also an option for Save Captions. This allows participants to also save the captions.
Check Recording Settings
If the video is being saved and posted elsewhere, it is a good idea to also check the recording settings.
- Sign in to the Zoom web portal: syracuseuniversity.zoom.us
- In the navigation panel, click Settings.
- Click the Recording tab.
- Make sure the settings for Local recording and Cloud recording are enabled to the user's preference.
Schedule a Meeting
Meetings can be scheduled in two ways: via the Zoom web portal or via the Zoom app.
Zoom Web Portal | Zoom App |
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In the web portal, there is a tab labelled Schedule a Meeting in the upper right corner of the top menu bar. The Schedule a Meeting button is also found under the Meetings tab in the navigation panel. Custom settings can be selected to your preference. | After logging in to the Zoom App, there is an option for a New Meeting in the Home tab. Please note that this is a generic meeting room. Meetings can also be scheduled by selecting the Schedule Meetings button in the Home tab. |
If you need more help to create a meeting, please visit the Hosting a Zoom Meeting section on Zoom at Syracuse University.
Invite the Transcriptionist
If the meeting is scheduled ahead of time, a guest URL is available that can be shared with the transcriptionist.
Zoom Web Portal | Zoom Application |
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Start Closed Captioning in a Meeting
These instructions can also be found on Zoom's Help Page.
- Click the Closed Caption button on the toolbar.
- Select Assign a Participant to Type.
- In the Participant Panel, find the transcriptionist.
- Hover the mouse over their name, and select the More option.
- Select Assign to Type Closed Caption.
- Next to the Closed Caption button, there will now be an Up Arrow that allows participants to
- show/hide captioning.
- view the full transcript.
- change their subtitle settings.
Record the Meeting
If the meeting needs to be recorded and posted elsewhere, take the following steps.
- In the meeting, select the Record button on the toolbar.
- Choose to record to your local device or on the cloud. NOTE:
- Recording cannot be done simultaneously on both.
- SU users are limited to 500MB of cloud storage.
- Use the Pause/Stop button on the toolbar or the upper left corner to control the recording.
- When the meeting ends, the recording will be processed.
- Recordings will vary based on the options the user selects under the Recording tab in their Zoom Web-Portal Settings.
The following table will explain how to access the recording and captions based on which method was used:
Cloud Recording | Local Recording |
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When the meeting ends, the video will be automatically processed and posted to the Zoom Web Portal.
| When the meeting ends, a prompt will appear stating that the recording is being converted.
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