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Zoom Accessibility for Deaf and Hard of Hearing in Virtual Meetings

ADA Access Requirements As a reasonable ADA Accommodation, a participant may request an American Sign Language (ASL) interpreter(s), Cued Language transliterators (CLT) and/or live captions (CART) in Zoom meetings. It is possible to provide each of these accommodations in the Zoom platform. In this Guide:

! Comparison of Zoom Platforms – Zoom Meetings vs. Zoom Webinars ! FAQ - Captioning, Interpreting, and Transliterating ! Comparison of Caption Methods – StreamText, StreamCast and Zoom CC ! Host Responsibilities - Setting up Your Zoom Meeting Account with CART

! Providing Closed Captions (Available on Zoom, viewed only by participants who select to view captions)

! Providing Open Captions - (Viewed by all participants in Microsoft Teams, Google Meet, GOTO Meetings, others)

! Host Responsibilities - Setting up Your Zoom Meeting with ASL Interpreters ! Viewer Responsibilities in Zoom Meetings for Viewing Captioning or

Interpreter(s) ! Sample Email to Send to Meeting Attendees

For changes or updates go to: Accessible Virtual Meeting or Webinars: Resources, Updates, and Tips https://nvrc.org/accessible-virtual-meeting-and-webinars/

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Comparison of Zoom Platforms

Zoom Meetings Zoom Webinars Best for private groups

Larger audiences

You know who is attending

Set number of presenters

Need more interactivity

Open to the public

Option for everyone in the audience to participate

Audience can see, listen and ask questions (Text)

Attendee has option to view in “Gallery View” or "Speaker View”. Host has limited control over how the attendee sees the presentation

Host has complete control how the audience sees the presentation

Do not use spotlight if there is an interpreter present (Prevents viewer from “Pinning” ASL Interpreter)

Use Spotlight to keep ASL interpreter visible.

FAQ - Captioning, Interpreting, and Transliterating

What is an American Sign Language (ASL) Interpreter? An American Sign Language (ASL) Interpreter interprets the spoken word into a visual sign language used by deaf and hard of hearing attendees. Interpreter must be visible during all times of the meeting.

What is a Cued Language Transliterator?

A Cued Language Transliterator (CLT) transliterates the spoken language into Cued Speech for deaf and hard of hearing attendees. The transliterator must be visible during all times of the meeting.

What is Communication Access Realtime Translation (CART)?

A stenographer/court reporter transcribes the spoken word into text that is then viewed by all attendees as “Open” captions or viewed as “closed captions” only to attendees who want to read the captions.

Why use a CART Service? Automatic Speech Recognition (ASR) is a computer technology used to identify and process the human voice and generate text. ASR has many applications. Persons who are deaf or hard of hearing often use it for spoken and telephone conversations as well as captioning for meetings. The accuracy of ASR varies and is impacted by the quality and characteristics of the speaker’s voice, the audio and background sounds.

Communication Access Realtime Translation (CART), unlike ASR, is generated, not by a computer technology, but by a trained operator who uses a special keyboard or stenography methods to transcribe spoken speech into written text. The accuracy of CART is generally superior to ASR.

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What is StreamText?

This is a method of transmitting the transcript/captions to individual attendees through the Internet. The attendee has the option to view the captions on a phone, tablet, or another window on their computer. (This is not connected or incorporated within Zoom Settings.)

The StreamText URL is provided by the CART service provider and should be shared with all attendees who require captions/transcript prior to the meeting. (Please note, this method can be used with any conference system, Microsoft Teams, Google Meet, GOTO Meetings)

What is StreamCast?

This is a method of providing open captions by overlaying them onto any application that does not have built-in captioning, such as a shared screen or PowerPoint. StreamCast APP must be downloaded to the computer that will share the screen, and the StreamCast URL provided by the CART services needs to be shared with the Host or Co-Host prior to the meeting.

Comparison of Caption Methods

StreamText StreamCast -

Open Caption Zoom -

Closed Caption Viewer connects by URL** provided by host with invite

Viewed by all participants Viewer has the option to view Click on CC bottom of window

View on a Browser, Tablet or Phone

Over-laid on Shared Screen by the presenter. Not best for multiple presenters

Appears at bottom of screen

User adjustable text size, color, and background

Can be recorded with presentation

Limited number of text lines, size is adjustable

Can be used with any platform.

Can be used with any platform. No viewer set up

Scrolls automatically, Limited time to read

User can scroll to previous text

Scrolls automatically StreamText Demo Link

Host has to share API URL with captioner (Cart provider)

No download required Host or presenter required to download application

API needs to be sent prior to meeting when preparing to start meeting. (15-30min)

** Request CART provider unique URL for each meeting if privacy is an issue.

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Host Responsibilities - Setting up Your Zoom Meeting Account with CART Prior to the meeting, schedule a CART reporter. Provide the CART service with as much information as possible: type of meeting, list of attendees (spelling of names), agenda, topic, PowerPoint slides, if there is technical vocabulary please provide a list of vocabulary terms. CLOSED CAPTIONS (Available on Zoom, viewed only by participants who select to view captions) How to set up closed captioning within Zoom interface Use the integration of a third-party CART service Live caption In the Zoom Admin setting: turn on the (CC) Closed Captions option in Zoom In the Admin Account > PERSONAL >SETTINGS> CLOSED CAPTIONS (scroll down) *Please Note - The Zoom option that allows you or another meeting attendee, assigned by the host, to type closed captioning in a meeting is NOT CAPTIONING. At best, it’s note taking and this does not meet the ADA requirement for accommodations.

1. Schedule a meeting in the Zoom Admin account then, approximately 30 minutes before the meeting is scheduled to begin, temporarily start the meeting.*

2. In the open host screen, on the bottom control bar click on the (CC) Closed Caption.

3. Under “Use a 3rd party CC service”, roll over and click on “Copy the API token”

a. Once the API token is copied, paste the token into the information

email you are sending to the CART service captioner when preparing to start the meeting. The token will look like a long URL:

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Example: https://wmcapi.zoom.us/closedcaption?id=200610693&ns=GZHkEA==&expire=86400&spparams=id%2Cns%2Cexpire&signature=nYtXJqRKCW

b. Send the API token URL to the CART service or captioner. c. Ten to fifteen minutes before the meeting starts ask the CART

captioner to test the captions, on your computer see if the closed captions appear. *Note the API token must be obtain from Zoom within approximately 30 minutes of the meeting start time. If the API token is copied and sent further in advance, it likely will change before your meeting begins and CART will not be able to access.

4. In the meeting invitation email to all attendees, inform your attendees that (CC) captions will be provided and include instructions on how to access the (CC) closed captions. (See page 11 for email template)

OPEN CAPTIONS - (Viewed by all participants in Microsoft Teams, Google Meet, GOTO Meetings, others) Instructions for Setting up Open Captioning During Meeting CART - using StreamCast - Use with a MEETING on shared screen. The captions are over-laid on the shared screen for all attendees to view. (Open Captions) (Not connected with Zoom Settings)

• The StreamCast URL provided by the CART services needs to be shared with the Host or Co-Host prior to the meeting. Whomever is sharing their screen.

• StreamCast APP must be downloaded to the computer that will share the screen in Zoom during the meeting. (Best to have two monitors and share entire second screen in Zoom screen sharing settings.) StreamCast Download and Instructions: https://streamtext.zendesk.com/hc/en-us/articles/209995746-StreamCast-instructions-and-overview

• Set StreamCast window to cover the entire second monitor’s lower third of the shared screen, the live caption/ transcription will scroll up during the meeting.

• The shared screen with captions needs to be shared by host or other through the entire meeting. The captions will be seen/visible to all attendees. Test prior to starting meeting. (Not the best caption method for multiple presenters)

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CART - using StreamCast with a PowerPoint Presentation (.PPT) on shared screen. The captions are over-laid on the shared screen for all attendees to view. (Open Captions) (Not connected with Zoom Settings)

• The StreamCast URL provided by the CART services needs to be shared with the shared screen Host and Presenter prior to the meeting.

• StreamCast APP must be downloaded to the computer that will share the screen in Zoom during the meeting. (Best to have two monitors and share entire second screen in Zoom screen sharing settings.) StreamCast Download and Instructions - https://streamtext.zendesk.com/hc/en-us/articles/209995746-StreamCast-instructions-and-overview

• If presenting with MS PowerPoint Open slideshow in “Window” not full screen. Size the window so it shares the screen with the StreamCast application window.

• It is best to share entire screen, not the application screen, in Zoom screen sharing settings. Test prior to starting meeting.

[Example above of what the attendees see when presenter shares their screen]

Host Responsibilities - Setting up Your Zoom Meeting with ASL Interpreters Arranging for ASL Interpreting services Prior to meeting schedule ASL or Cued Language Interpreter/Transliterator. Provide the interpreting service with as much information as possible, such as the type of meeting, a list of attendees (unique spelling of names), agenda, topic, PowerPoint slides, and if

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there is technical or jargon related to the presented topic, provide a list of vocabulary terms.

Note on number of Interpreters: Any interpreting assignment of more than one and a half hours may require two interpreters depending on the content and type of assignment and other factors.

Best Practices:

1) As Host instruct non-participants to turn off their video and audio when not speaking. (This allows attendees, CART, and ASL Interpreter to hear and see persons presenting or speaking.)

2) As Host instruct the speaker or presenter to turn on both their video and microphone. (Visible facial cues are important)

3) As Host in a Zoom Meeting DO NOT USE the Zoom “Spotlight” feature. Turning on defeats the feature to “Pin” the ASL Interpreter in zoom by attendee. (If presenting in a Zoom Webinar “Spotlight” is a useful tool for keeping the ASL Interpreter visible to attendees)

4) Send instructions to all with meeting invitation on how accessibility options can be accessed.

Zoom and other virtual conference systems use the active microphone to identify the active speaker. This sometimes can create problems for accessible meetings, because while in speaker view, only one active video screen is highlighted or visible. For this reason, for people that wish to always have the ASL interpreter visible, they need to set their screen using two settings. In Zoom they need to select 1) “Gallery View” and 2) “PIN” the interpreter’s screen.

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Viewer Responsibilities in Zoom Meetings for Viewing captioning/interpreter(s)

1. Inquire or request ahead of time for accessibility needs to be made available.

2. Depending on how the captions are provided, read the instructions prior to the meeting and prepare for how to view captions.

Viewing Closed Captions: Zoom Instructions

a. If StreamText is being used have the URL opened in your browser, position the window so you can see both the meeting screen and the caption/transcript window. (Use mobile device, tablet, second monitor)

b. If Zoom closed captions are provided on the bottom menu bar click on the 1. (CC) Closed Caption button, select 2. Show Subtitle, or 3. View Full Transcript. To adjust the size of the Subtitle or Chat window text, go to 4. Subtitle Settings…

Viewing the ASL Interpreter To keep the ASL Interpreter in view throughout meeting/presentation:

a. In upper right of Zoom window either “Speaker View” or “Gallery View” will be displayed. Gallery View: all of the meeting participants using video will be displayed in squares.

GALLERY VIEW – Shows all video screens. SELECT GALLERY VIEW When Gallery View is SELECTED the “Speaker View” text is visible. SPEAKER VIEW – Shows only one video screen the active speaker. When Speaker View is SELECTED the “Gallery View” text is visible. Speaker View: the speaker (the person currently speaking) is displayed in a large square, the non-speakers are in small squares at the top of the screen. (Interpreter will not be visible)

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b. If in Gallery View all the non-video participants screens are visible.

From one of the non-video participant screens roll over upper right corner until you see three (1) ••• dots, CLICK, then from menu select (2) “Hide Non-Video Participant” . All people with their video off will be hidden.

c. Look for the video screen labeled Interpreter, roll over upper right corner until you see three (1) ••• dots, CLICK, then from menu select (2) “Pin Video”. (If there are a team of interpreters you might need to do this more than one time during the meeting.)

d. When there is a shared screen (ex: PowerPoint, or other shared application), to adjust the size of the speaker and interpreter video screens: roll over the gap between the video screens and the shared screen window. A vertical bar will appear and allow you to size the video screens by moving the bar left or right, making the video screens larger or smaller.

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Sample Email to Send to Meeting Attendees Thank you for registering for the "MEETING TITLE” Zoom Meeting. We look forward to you joining us on DATE AND TIME. Topic: MEETING TITLE Time: DATE AND TIME Eastern Time (US and Canada) Join Zoom Meeting https://us02web.zoom.us/j/ZOOMLINKIDANDPASSWORDNUMBER Meeting ID: XXX XXXX XXXX Password: XXXXXX Note: You will be on mute when entering the webinar to limit background noise. Also please to turn off your video during the presentation. Questions can be entered in the chat box and will be answered at the end of the presentation. Please use the chat box only for questions. (Shared with everyone) We will have captioning and ASL interpreting for this meeting. We suggest the following screen settings to see all the windows during the presentation. 1) Full Screen 2) Your Video Off - Your Audio Off (during the presentation. when it is time for questions and answers, you can turn them on) 3) Gallery View (See Multiple Windows) 4) Under View Options select "Side-by-Side Mode” 5) You can adjust the size of the windows by moving your mouse over the vertical gap between the Caption Window and the Presenter windows Three Caption Options: 1) Live CART through a StreamText URL: Click on URL below view captions on a computer Web Browser, Tablet, or Smart Phone https://www.streamtext.net/player?event=STREAMTEXTLINKFROMCAPTIONER 2) Zoom CART Subtitles After clicking and opening Zoom Meeting, Click on CC at bottom of the Zoom Window. Select Subtitles (You can change the size of the subtitles from Subtitle Settings) 3) Zoom CART Transcript window Click on CC at bottom of the Zoom Window. Select Transcript - will open a new window where the Transcription of the meeting will appear.