Request Video Captions & Audio Transcriptions

Request Captioning Through an Approved Vendor

You can submit a request directly to one of the approved UNCG captioning vendors (ideal for campus events and for caption requests that do NOT meet the criteria for the Provost’s Captioning Fund).

Contact either of the UNCG-approved vendors directly if you have questions about pricing or how to get started with this process (see contact information below).

List of Vendors

PAYMENT

Payment for requests should be sent directly to the vendor. The sponsoring department (where the content that needs to be captioned originates) will be responsible for payment. For example, if a psychology instructor records his lecture and wants to post it in Canvas, the Psychology Department would be responsible for contacting the vendor and for payment of services. There are two approved methods for payment: purchase order or PCard.

Purchase Order

• The requesting UNCG department will obtain an estimated quotation for the proposed job prior to services being rendered.
• The requesting UNCG department will submit a requisition to UNCG Purchasing for the proposed job based on the estimated quotation.
• UNCG Purchasing will issue a purchase order.
• The company receiving the order will include the UNCG PO# on their invoice and send the invoice to UNCG Accounts Payable for payment processing.

UNCG VISA Purchasing Card (PCard)

• The requesting department can pay for the services via a UNCG VISA purchasing card.
• Due to the Single Transaction Limit (STL) associated with the PCard, the requesting department will need to obtain an estimated quote from the company prior to the services having been rendered.
• Should the estimated quote exceed the STL, the requesting department will need to submit a requisition to UNCG Purchasing so that a purchase order can be issued for that particular job.

REQUEST CAPTIONING Through ITS: Learning Technology

The Provost’s Office has funds available for captioning services. Because these funds are limited, priority for approval will be given to courses that are currently in session and are required to accommodate a student as identified by OARS. All other requests for pre-recorded media will be considered for approval based on the availability of funds.

Steps for Requesting Captions

1. Instructor submits the UNCG Captioning Request Form.
2. The request is reviewed to ensure it meets the appropriate guidelines.
   • If approved:
     • Instructions will be emailed to the requester explaining next steps.
     • Captioning funds will be used for payment of services (faculty departments will not be responsible for payment).
     • Requester submits (to [email protected]) files and/or list of URLs to be captioned.
     • ITS: LT works with a UNCG-approved vendor to caption pre-recorded files.
     • ITS: LT emails captioned files to requester along with instructions on how to add captions to a course.
   • If not approved:
     • ITS: LT will email an explanation to the requester.

Request Real-Time (Live) Captioning for an OARS Accommodation

OARS coordinates and pays for real-time (live) captioning for courses of all types when a student needs it to access audible content, events, or activities that occur in real-time and are required for the course. Real-time captioning is provided only when a student with a disability requests it.

steps for requesting real-time captioning

1. Student contacts the OARS office to register for accommodations.
   • Connect with OARS by submitting the New Student Welcome Form.
2. Student receives approval for real-time captioning.
   • Approval is based on how the disability affects the student, which must be supported by documentation.
3. OARS contacts instructors to let them know when a deaf or hard-of-hearing student enrolls in their course.
4. Instructor provides student (and OARS) with a class schedule of synchronous class meetings, assignments, activities, etc., when real-time captioning will be needed.
5. OARS gives the list to the captioning vendor and proceeds with setting up arrangements.

Request Audio Description Through an Approved Vendor

To request audio descriptions of media that have not been approved by OARS, you can submit a request directly to one of the approved UNCG audio description vendors.

Contact either of the UNCG-approved vendors directly if you have questions about pricing or how to get started with this process (see contact information below).

PAYMENT

Payment for requests should be sent directly to the vendor. The sponsoring department (where the content that needs to be captioned originates) will be responsible for payment. For example, if a psychology instructor records his lecture and wants to post it in Canvas, the Psychology Department would be responsible for contacting the vendor and for payment of services. There are two approved methods for payment: purchase order or PCard.

Purchase Order

• The requesting UNCG department will obtain an estimated quotation for the proposed job prior to services being rendered.
• The requesting UNCG department will submit a requisition to UNCG Purchasing for the proposed job based on the estimated quotation.
• UNCG Purchasing will issue a purchase order.
• The company receiving the order will include the UNCG PO# on their invoice and send the invoice to UNCG Accounts Payable for payment processing.

UNCG VISA Purchasing Card (PCard)

• The requesting department can pay for the services via a UNCG VISA purchasing card.
• Due to the Single Transaction Limit (STL) associated with the PCard, the requesting department will need to obtain an estimated quote from the company prior to the services having been rendered.
• Should the estimated quote exceed the STL, the requesting department will need to submit a requisition to UNCG Purchasing so that a purchase order can be issued for that particular job.

Request Audio Description Through ITS: Learning Technology

The Provost’s Office has limited funds available for audio description services, and is provided only when a student with a disability requests it. Before you submit your audio description request to ITS:LT, be sure that the following has occurred:

1. OARS has informed you that a student who is blind or visually impaired has enrolled in your course and is approved for the accommodation.
2. If it hasn’t already been done, review all visual media (videos, movies, animations) required for the course to see if audio description is available.
3. Create a list of all visual media for the course. If you are unable to locate an accessible version or an accessible alternate, this should be noted on the list.
4. Send the visual media list along with a class schedule that shows when the media will be needed to OARS at [email protected]. After you complete steps 1–4, you are ready to submit your request to ITS: LT.
5. Instructor submits the ITS: LT Audio Description Request Form.
   • Requests are only for students who have been approved by OARS for audio description.
   • Only one person can submit a request; ITS: LT will correspond with the person who submits the form.
6. ITS: LT reviews the request to ensure it meets the appropriate guidelines; if the request is not approved, ITS: LT will send an email explaining why.
7. If approved:
   • ITS:LT emails instructions to the requestor explaining next steps.
   • Special funds will be used for payment of services (faculty departments will not be responsible for payment).
8. Requestor coordinates with ITS: LT the submission of files and/or list of URLs that need audio description.
   • ITS: LT works with a UNCG-approved vendor to create the audio description.
9. ITS: LT emails the audio-described materials to requestor along with instructions on how to use the materials.
10. If not approved:
    • ITS: LT will email an explanation to the requester.