Frequently Asked Questions - Captioned Media FAQs for Instructors

AIM, the Accessible Information Management System, is a web-based database system that provides a means for DSP to communicate and interact with faculty, staff, and disabled students in one robust platform. It’s also fully integrated with Berkeley Student Information System (SIS/Cal Central) making coordination of services for students easier. 

For further information, please visit DSP's Accessible Information Management Sytem (AIM) page.

Accessing Accommodation Information in AIM

  1. Faculty and Instructors must go to the AIM Instructor log-in page and log in with your Berkeley CalNet ID and Passphrase.

  2. After an Instructor reads and agrees to the FERPA agreement, click "Continue to View Student Accommodations" to advance to the next "Overview" page.

  3. From the "Overview"page, an instructor can see a list of all DSP students, the main accommodations they requested, and whether or not an instructor has read the LOA (Letter of Accommodation). 

  4. Instructors can click "View" next to a specific student’s name to see the LOA (Letter of Accommodation). 

  5. At the bottom of the "Overview" page is a section that will show, if enabled, a list of students who are registered with DSP but have not requested accommodation for that course.

6. Search Students' Eligibilities: On the top right is a link to "Search Students' Eligibilities."  Selecting that option will allow instructors to see a list of student names and email addresses that can be exported. 

  7. Selecting "Click to Expand Advanced Search Panel" displays a list of student eligibilities that Instructors can use to search. (Some examples are given below). 

  8. Export Students' Eligibilities

    8a. Export Student List. Then export a list of all student eligibilities. The eligibility is based on whether a student is eligible for a particular accommodation.

    8b. Export Student Accommodation Requests. Exports a list of all the accommodations requested by students.

    8c. Export Student Courses with Eligibility. Combines the two reports for the student’s eligibility and requested accommodations.

  9. Add Proxies (Add Instructor)

    9a. On the top furthest right-hand corner of the page is a link to "Add Instructor."  Selecting that option will allow instructors to add/assign proxies to their selected course(s).

  10. From the "Add Instructor"page, faculty can select a course and enter the appropriate contact information of the instructor they would like to assign proxy privileges.

  11. Once complete, select the "Add Instructor" button at the bottom of the page, and that instructor will be sent an email to confirm their access as an Instructor or Proxy for the course to which they were assigned.

  12. Once they click on the link provided in the email and CalNet authenticate, their name, course information, and status will appear in the "List of Requests for Adding Instructors," similar to the example shown below, once processing is complete.

1. Log into AIM

2. Click the “Deaf and Hard of Hearing” tab on the left side.

3. Click “Submit Video Captioning Request” on the right side.

4. Select the appropriate class you are making the request for.

5. Click “Continue to View Request For This Class." You will then fill out the request form.

6. Fill out the form, ensuring that all spaces with a red asterisk are completed. Use the exact name of the video as it is listed in your Media Gallery. Please ensure that your file names are distinguishable from one another.

7. Indicate in the “notes” section if there are any special instructions.

 8. Click “Add Video List” 

My Media is the place on bCourses where all of your recordings and Zoom lectures are uploaded and housed. All of this content is unique and viewable only to you.

Media Gallery is for videos that are viewable by those with access to the bCourses site.

We will fulfill all of your captioning requests through your bCourses Media Gallery. 

Here is additional information on making content available: Service Now Knowledge Base

You can choose to share your captioned media with all of your students by placing it in your Media Gallery, or you may keep it private in your My Media folder on bCourses.  Here's how to share a video from your My Media folder on bCourses with your students: Berkeley Service Now How to Share My Media

For further information on how to share media on bCourses, please visit bCourses Video Sharing

There are two options to have YouTube media captioned:

• Submit YouTube media and request captioning through the DSP portal AIM.
• Submit public and unlisted YouTube links via bCourses

Submit YouTube media and request captioning through AIM

If the material is on YouTube, you should check to see if it’s appropriately captioned. If it is not properly captioned, you may submit the media and your captioning request through AIM.

*A warning about YouTube videos:  Often YouTube videos show the “CC” symbol indicating they are captioned. However, if you click on the “CC” symbol and it says “English (Auto Generated),” these captions are produced using voice recognition software and fall below the Americans with Disabilities Act (ADA) and UC Berkeley quality standards. When used in the classroom, auto-generated captions may limit accessibility for the student with hearing loss. 

The auto-generated captions are sometimes so inaccurate that they prohibit proper comprehension of the material being presented. It is required that you always review the entire YouTube video to check the quality of the captions before showing it in class.  If the captions do not meet ADA and University requirements, you should request that the DSP have them captioned. 

Submit YouTube links via bCourses

This solution is useful if you are using several different Youtube links.

In bCourses, go to Media Gallery

In Media Gallery, click on Add Media

Choose Add New, then Youtube

**The prompt will indicate that only public videos can be used. This is not correct.  You may add unlisted videos as well.

Add the URL, then click Preview

Next, click the Play arrow in the middle of the video, and the video information will populate. Make sure to click the Save button.

Your video is saved. You can now submit the video for captions via AIM.