Request Video Captions and Audio Transcriptions

This section reviews how to request captioning and audio description services from a 3rd party vendor. Follow the steps indicated if you need to request any of these types of services through UNCG Online or directly through an approved vendor.

Jump to:


Request Captioning through UNCG Online

  1. Instructor submits the UNCG Online Captioning Request Form.
  2. UNCG Online reviews the request to ensure it meets the appropriate guidelines.
    • If approved:
      • UNCG Online emails instructions 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 UNCG Online) files and/or list of URLs to be captioned.
      • UNCG Online works with a UNCG-approved vendor to caption pre-recorded files.
      • UNCG Online emails captioned files to requester along with instructions on how to add captions to a course.
    • If the request is not approved, UNCG Online will email an explanation to the requester.

Return to Top


Request Captioning Directly through an Approved Vendor

If you are not able to have your pre-recorded captioning completed through UNCG Online, you can submit a request directly to one of the approved UNCG captioning 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):

Automatic Sync Technologies
support@automaticsync.com

3PlayMedia
Peter Zendt
617-764-5189 ext. 120
peter@3playmedia.com

Verbit
Elvire Lukov
850-398-4881
elvire@verbit.ai

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.

Return to Top


Request Real Time (Live) Captioning

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.

There are 5 primary steps for requesting real-time captioning:

  1. Student contacts the OARS office to register for accommodations.
  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.

Return to Top


Request Audio Description

Audio description is a narrated description of important visual, non-verbal details that are essential to understanding visual media. The narrated description is inserted into the original soundtrack’s natural pauses. For more information, read this document on audio description.

Request Audio Description Services through UNCG Online

Before you submit your audio description request to UNCG Online, 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 to OARS at oars@uncg.edu. After you complete steps 1–4, you are ready to submit your request to UNCG Online.
  5. Instructor submits the UNCG Online 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; UNCG Online will correspond with the person who submits the form.
  6. UNCG Online reviews the request to ensure it meets the appropriate guidelines; if the request is not approved, UNCG Online will send an email explaining why.
  7. If approved:
    • UNCG Online 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 UNCG Online the submission of files and/or list of URLs that need audio description.
    • UNCG Online works with a UNCG-approved vendor to create the audio description.
  9. UNCG Online emails the audio-described materials to requestor along with instructions on how to use the materials.

Return to Top


Request Audio Description Directly 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):

Automatic Sync Technologies
Kara Stark
877-278-7962 ext. 715
kara@automaticsync.com

AST Instructions Document for UNCG

3PlayMedia
Peter Zendt
617-764-518 ext. 120
peter@3playmedia.com

3Play Media Account Instructions for UNCG

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.

Return to Top


Captioning FAQs

What is captioning?

Captioning is the process of converting the audio content of a television broadcast, webcast, film, video, CD-ROM, DVD, live event, or other productions into text and displaying the text on a screen, monitor, or other visual display system.
Source: National Association of the Deaf

What is real-time captioning?

Captions provided for live presentations and events are referred to as real-time captioning. Communication Access Realtime Translation (CART) is a method used to caption live presentations and events, and it is performed on-site or remotely. Source: National Association of the Deaf

How does captioning work?

Captions display words as the text equivalent of spoken dialogue or narration. It also includes speaker identification, sound effects, and music description. According to the National Association of the Deaf, to be fully accessible, captions must be:

  • Synchronized and appear at approximately the same time as the audio is delivered.
  • Equivalent and equal in content to that of the audio, including speaker identification and sound effects.
  • Accessible and readily available to those who need or want them. Captions must have sufficient size and contrast to ensure readability, and be timely, accurate, complete, and efficient. When displayed, captions must be in the same line of sight as any corresponding visual information, such as a video, speaker, field of play, activity, or exhibition.

Will all requests submitted to UNCG Online be funded?

Because funding is limited, we cannot guarantee that all requests for captioning pre-recorded media will be funded. However if your request meets the funding criteria, you will likely be approved.

What criteria are used to determine if requests to UNCG Online will be funded?

Online courses that need captioning for pre-recorded video/audio are eligible to apply for the captioning funding. Unfortunately, face-to-face and hybrid courses are not currently eligible for this funding. (Note:  UNCG defines a hybrid course as one which includes both online and face-to-face components requiring regular organized course meetings. No more than 50% classroom space will be assigned to hybrid courses. UNCG defines a web or online course as one that is delivered in a fully online setting. While web-based, it may in other aspects resemble lecture, lab, seminar, clinical, or other organized course instructional formats).

Does UNCG Online place all captioning orders?

UNCG Online places captioning orders only for pre-recorded captioning requests that are approved for the captioning funding. If your request is not approved or doesn’t meet the eligibility requirements, you can contact one of the university’s approved captioning vendors (3Play Media and Automated Caption Sync). If students receive real-time captioning as an approved accommodation, OARS will arrange this service. Contact OARS or visit Requesting Real Time (Live) Captioning for more information about this service.

After I submit my request to UNCG Online, what is the timeline for captioning audio and/or video recordings? When can I expect to receive my captioned files?

If the requester has already submitted the media files/list of URLs to UNCG Online, a typical turnaround time would be approximately 4–6 business days.  It is possible to submit a rush order, which could reduce the turnaround time to approximately 1–2 business days. (This is a more costly service.)

What other ways can I get my audio or video recordings captioned?

You (or your department) can request captioning directly from one of UNCG’s approved vendors. Please see the Request Captioning Directly through an Approved Vendor section of this page.

How do I create my own captions without using a vendor?

You can caption your own media, but if you are a beginner, it can take a considerable amount of time. The more you caption, the easier it will be for you. If you have some short audio or video files, it may be worth your while to caption them yourself. There are several DIY captioning modules in the Making Multimedia Accessible section of this website, each providing step-by-step instructions on how to caption media yourself.

For real time (or live) caption requests, what type of activities are covered under “activities that are required for an academic course”?

This covers a wide range of topics, but primarily any live audio that is essential for learning in the course would be covered. Some examples include, but are not limited to:

  • synchronous class meetings (face-to-face, online, and hybrid courses)
  • online office hours for instructors teaching an online course
  • guests invited to speak during class meetings
  • required attendance to on-campus events

For live caption requests, does it matter if my course is face-to-face or online?

No. If real time captioning has been approved, OARS will coordinate and pay for the service for all course types. This includes face-to-face, online, and hybrid courses.

Can I contact OARS to request real time captioning?

While you can consult with OARS about the captioning process, the actual request must come from the student who needs the accommodation. This is because OARS must work with the student to ensure she/he is receiving the most appropriate accommodations and the real-time captioning is set up to best meet the student’s needs. Please encourage students who tell you they will need real-time captioning to contact OARS.

How much will my department have to pay for real time captioning?

If OARS has approved a student for real-time captioning and it is required for the course, there is no cost incurred by the faculty department. OARS will pay for this service.

Am I required to use real time captioning for my synchronous course if I do not have a student who needs it?

You are not required to provide real-time captioning for live events if you do not have a student enrolled in your course who has been approved for this accommodation. In contrast, standard ADA laws specify that any pre-recorded lectures, video, audio files, etc., must be captioned regardless of who is enrolled in your course.

Is real time captioning the only option when audio/sound is not accessible for a student?

Some students will use an interpreter instead of real-time captioning as an alternative to accessing audio/sound. Whether a student uses real-time captioning or an interpreter depends on what works best for the student. OARS will work closely with each student to determine which option is best. Closed captioning is the primary accessibility remedy for any pre-recorded audio and is used by students who are not able to access audio/sound.

How long does it take to set up real time captioning?

Once you’ve been notified that a student who needs real-time captioning is enrolled in your course, OARS prefers that requests for this service be submitted 2 weeks prior to the event (i.e., class meeting, assignment, activity, etc. If a request is submitted in fewer than 2 weeks, OARS will make every effort to have real-time captioning in place when it is needed.

What can I do to prepare for students who need real time captioning?

Check your course for any activities, assignments, etc., that might require real-time captioning (those that rely on audio).

Keep a list of these items and be ready to share it with OARS if you are notified that a student in your class needs real-time captioning.

Return to Top


Audio Description FAQs

Will all audio description requests submitted to UNCG Online be funded?

No costs will be incurred for audio descriptions that are approved through OARS as part of a student accommodation. Payment for all other audio description requests are the responsibility of the requesting party.

Does UNCG Online place all audio description orders?

UNCG Online places audio description orders only for the ones that have been approved by OARS as part of a student accommodation. If your request is not connected to a student who has been approved for this accommodation by OARS, you can contact one of the university’s approved captioning vendors (3Play Media and Automated Caption Sync) directly to request services.

After my request has been approved, what is the timeline for audio descriptions? When can I expect to receive my files?

If the requestor has already submitted the media files/list of URLs to UNCG Online, a typical turnaround time would be approximately 5–7 business days. It is possible to submit a rush order, which could reduce the turnaround time to approximately 1–2 business days. (This is a more costly service.)

What other ways can I get audio description for my visual media?

You (or your department) can request audio description directly from one of UNCG’s approved vendors. Please see the Request Audio Description Directly through an Approved Vendor section of this page.

How do I create my own audio descriptions without using a vendor?

Because audio descriptions can be very subjective and complex, if they are needed it’s best to use a vendor experienced in providing this service. There are ways to reduce the chance that you will need audio description for academic videos that you create. If used properly, incorporating descriptive language in your own videos can prevent you from needing audio description.

Am I required to use audio descriptions for my videos if I do not have a student who needs it?

While WCAG 2.1 states that audio description is to be provided for all pre-recorded video, if it is not readily available for your visual media, at the very least you MUST have a plan to quickly provide an accessible alternative when a visually impaired student requests it. The best way to address this is to be prepared through proactive planning. The upcoming question, “What can I do to prepare for students who need audio description,” has more details about proactive planning.

What can I do to prepare for students who need audio description?

Proactive planning BEFORE your course begins is the best way to prepare for a student who will need audio description. Students who need audio description will also need many other accommodations that often require more time and adjustments from the instructor.

Accommodations for visual impairments can take a lot of time to incorporate into a course that was not designed with accessibility in mind. Proactively addressing how to handle audio description with your visual media will reduce the amount of remediation your course needs when a student with a visual impairment actually enrolls. Remediating a course after the student with accommodations enrolls can be very time consuming and stressful–save yourself time and stress by focusing on your course’s accessibility ahead of time.

Use these proactive planning tips to prepare for students who will need audio description:

  • Prior to teaching the course, review all visual media (videos, movies, animations) required for the course to see if audio description is available.
  • If the visual media does not include audio description, either:
  • Create a list of all visual media for the course. Indicate which ones will need audio description (because an accessible version or an accessible alternate was not available).
  • Be prepared to present this list to OARS when you are notified that a student with a visual impairment has enrolled in your course.

Contact Melanie Eley (accessibility@uncg.edu), Accessibility Coordinator for assistance with developing an alternate accessibility plan, to address any visual media that may require audio description.

Return to Top