Interpreting and Captioning Services

• Ensure deaf and hard-of-hearing students have equal access to academic programs, services, and activities through sign language interpreting and Communication Access Real-time Translation (CART).
• Services are available to students registered with the OAE and approved for these accommodations.
• Services are provided for academic-related activities, including lectures, course sections, labs, office hours, required program events, practicums, field placements, and university-sponsored co-curricular requirements. 

Students who may be eligible include those who:

• Are deaf, hard-of-hearing, or have a significant hearing impairment.
• Require in-person or remote sign language interpretation for full participation in classes, discussions, and university activities.
• Require in-person or remote real-time, word-for-word transcription of spoken language.

Eligibility is determined by the OAE based on:

• A review of appropriate medical or audiological documentation.
• An interactive process with the student to assess communication needs.  

• Register with OAE and complete the accommodation approval process.
• Submit service requests on OAE | CONNECT (Academic Request Forms) as early as possible, ideally at course registration, prior to the start of classes. See How to Submit Deaf Services Requests on OAE CONNECT for step by step instructions. When submitting these requests, review the Sign Language/CART Agreement to understand your responsibilities as a student.
• Include preferences such as:
  • Sign language type: on-site or remote options in American Sign Language, Pidgin Signed English, and Signed Exact English
  • CART preferences: on-site or remote options
• For changes (added/dropped courses, location/time changes, one-off events), notify OAE promptly. Students should not schedule interpreters/CART providers directly.
• Registered students with approved Deaf Services accommodations may also submit requests for course media content (such as uncaptioned videos or podcasts) to be captioned. 

• OAE will arrange qualified interpreters and CART providers for academic settings.
• Instructors will be notified that services are present; instructors may not deny the use of interpreters or CART once approved.
• Students who have requested ASL interpreting or CART captioning services must provide their instructor with their OAE Accommodation Letter to verify eligibility and facilitate timely coordination of services.
• OAE may coordinate with other departments such as the Registrar’s Office or LTS to ensure space and safety (e.g., seating capacity).
• On-site services are prioritized; remote video interpreting (VRI) or remote CART may be used when in-person providers are unavailable or when the student prefers remote services. 

• Services provided by qualified, certified interpreters who facilitate communication between spoken English and sign language.
• The OAE offers in-person and remote options in American Sign Language, Pidgin Signed English, and Signed Exact English.
  • In-person interpreting requires a professional interpreter to be in the classroom with the student, usually at the front of the classroom so that the student observes both the interpreter as well as any media content that the professor is displaying.
  • Remote interpreting requires the student or instructor to use a small, discrete microphone in order to provide audio content to the interpreter. OAE students eligible for interpretive services may loan assistive technology from the OAE, such as a lapel microphone for their instructor, to ensure quality audio access for the interpreter.
  • The student views remote interpreting through their own device.
• Interpreters do not tutor, participate in class discussions, or provide additional explanations beyond their role.
• Interpreters may request Canvas access (facilitated by the OAE) to utilize prep materials (syllabus, slide decks, terminology) to ensure accuracy. 

• Services provided by trained real-time captioners who transcribe speech into text in real-time for display on a screen.
• Captioners use specialized software and a display device in order to capture all spoken information and type it in near-real time so that the student is able to read the lecture or class discussion on their monitor. Live captioning is extremely accurate and only has a 2-3 second delay.
• CART may be on-site or remote.
  • In-person CART requires a professional captioner to be physically in the classroom with the student, listening to all audio content in the room and converting it to text on a computer monitor.
  • Remote CART requires reliable audio (microphone use and platform setup) and a suitable display for the student. OAE students eligible for CART may loan assistive technology from the OAE, such as a lapel microphone for their instructor, to ensure quality audio access for the captioner.
• Captioners may request Canvas access (facilitated by the OAE) to utilize prep materials (syllabus, slide decks, terminology) to ensure accuracy.
• CART is distinct from automated speech recognition (ASR). ASR is not a substitute for CART unless the student specifically agrees. 

• When requested, captioning/CART transcripts are typically provided to the accommodated student for personal educational use. They are not intended to replace course notes or serve as an official course record. Transcripts are generally not shared with instructors; any distribution to instructors or other students is restricted and may occur only with prior OAE authorization and in accordance with vendor licensing/copyright, privacy, and institutional policy.

Request and Release Process: 

• All transcript requests must be coordinated through the OAE. The availability and scope of transcripts—and any sharing beyond the student—depend on the captioning vendor’s policies. Where permitted, the OAE will determine whether, how, and to whom transcripts may be released; without authorization, instructors and others should not receive or retain transcript copies. 

• Submit requests early and include your preferences (ASL vs SEE, on-site vs remote, display platform).
• Review and agree to the Sign Language/CART Agreement when submitting academic requests on OAE | CONNECT.
• Notify OAE immediately about schedule changes, added events, class cancellations, or location moves.
• Coordinate loaning assistive technology, such as lapel microphones, or FM systems, with the OAE if needed.
• Arrive on time and sit in the agreed-upon seat for best line-of-sight and audio.
• Do not contact interpreters/CART providers directly for scheduling; work through the OAE.
• Report any issues (accuracy, audio problems, no-shows) to the OAE promptly. 

• Students should notify OAE as far in advance as possible if they cannot attend a class or event.
• Repeated no-shows may affect service continuity; the OAE will discuss patterns and solutions with the student.
• In the case of campus closures or emergency changes, the OAE will inform providers and instructors and shift to remote services when feasible. 

• If a request for services is denied or an implementation dispute arises, students may appeal through OAE’s complaint process.
• Students retain the right to file a complaint with the U.S. Department of Education’s Office for Civil Rights if they believe their rights have been violated.