Frequently Asked Questions - Communication Services

Communication Services

Including CART and American Sign Language (ASL)

Can I request to have ASL Interpreting for a public event that is not course related?

Yes. Disability Access and Compliance can arrange services for public events. Please contact them to request assistance at: Disability Access and Compliance request form

Captioned Media FAQs for Instructors

How do I get my media captioned?

Submit captioning requests to DSP Captioning via DSP's Captioned Media Portal. This includes all media including, but not limited to, bCourses videos, video and voiceover content, narrated embedded PowerPoint videos, videos listed on your syllabus, YouTube, TED Talks, Zoom lectures, and raw MP4 files. 

Instructions on How to Submit a Captioned Media Request in the Captioned Media Portal

  • The turnaround time for DSP captioning is within 10 business days. Contact dsp-captionedmedia@berkeley.edu for any questions regarding this process.

  • For DVDs or digitized/streaming media, go to OskiCat.Berkeley.edu to search for the DVD/movie you need captioned. Send the call number to avmccirc@library.berkeley.edu.  The turnaround time to caption a DVD is 10 business days.

  • Expedited requests: We understand last-minute changes and will do our best to get any last-minute requests back to you.  Reasonable attempts will be made to accommodate the request.

How do I share a captioned video or other captioned media with my students through bCourses/Kaltura?

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

What is the difference between My Media and Media Gallery?

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.

Screenshot of My Media and Media Gallery folders. My media is marked as private. Media Gallery is marked as viewable by those enrolled in course.

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

Where can I go to find an already captioned version of the film/video I want to play?

What if the media I plan to use is from YouTube?

Submit YouTube media through DSP's Captioned Media Portal

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 DSP's Captioned Media Portal.

*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. 

How long does it take to get media captioned?

For shorter videos of ten minutes or less, please allow 10 business days. For longer videos, please allow 21 business days. For last-minute media captioning requests, please submit your request via the DSP's Captioned Media Portal and indicate your desired turnaround time. Please plan accordingly. If videos are not captioned, they may not be shown in class or be required to view outside of class time.

Is a transcript of a video sufficient?

If the media has audio and video, it needs to have professional captions. A transcript is not sufficient to meet the Captioned Media accommodation.

Captioned Media FAQs for Students

What is included in Captioned Media accommodations?

The Captioned Media accommodation applies to any media that is presented, posted, and/or required to be viewed in a course. Students with a Captioned Media Accommodation must have equal access to all media-related material in a course.

Can I make a request for Captioned Media after my initial accommodations are granted?

Yes. You may request additional accommodations after your initial request is approved. Please schedule an appointment with your DSP Specialist to request a new accommodation.  If your request has been approved, please allow sufficient time for the instructor and the Communication Services Department to coordinate your Captioned Media accommodation. 

What do I do if media is not being captioned after I have received an accommodation?

If you feel your accommodations are not being met or you have any questions or concerns, please notify your DSP Specialist.

Will Captioned Media be provided even though I have a Realtime Captioner?

Yes, Captioned Media is a separate accommodation. All media has to be captioned, even if a Realtime Captioner is present.

Realtime Captioning FAQs for Instructors

Does Realtime Captioning require the use of technology, such as mobile phones or laptops, in my classroom?

Yes, Realtime Captioning provides an instant translation of spoken English into written English text that is displayed on a laptop, tablet, or cell phone.  

If a student has a DSP accommodation for the use of a laptop, tablet, or cell phone for disability-related reasons, please allow the student to use their device. It is also important to allow the student to sit where they choose, as the student may need to sit near the front as an accommodation for their disability as well. 

In your syllabus, please state that students who need to use an electronic device should contact the instructor to request an exception. In this way, you can avoid specifically singling out students with disabilities.

Realtime Captioning FAQs for Instructors-Remote Instruction

Can a student with a Realtime Captioning accommodation participate in Zoom group work/breakout rooms?

Yes, the student is able to participate in group work. When a class is held in-person, a captioner is present and often sits with the group in order to hear the speakers clearly. Remote classes are handled similarly in that the captioner will be present in the same breakout room/group component as the student. 

A student may also speak with the DSP Captioning Coordinator if they wish to omit captioning from any portion of their course. In the event a student elects to omit captioning from a component of their course, the instructor will be notified by the DSP Captioning Coordinator that the student does not need captioning for that specific portion.

We encourage students to discuss their accommodations with their professors, and they may reach out to you with what works best for them in your particular class.

How will I know if a Realtime Captioner is present in my Zoom meeting?

The captioner will be named “Captioner” in your Zoom participant list.

How do I assign the captioner to a Zoom breakout room?

When assigning a captioner to the student during breakout sessions, please look for the captioner as a participant (Captioner). Please ensure the captioner is in the same breakout room as the student receiving the accommodation.

Breakout Room Instructions

How do I communicate with the captioner during a Zoom lecture?

You can communicate with the captioner in the Zoom chat. The captioner will be listed in the participant list as “Captioner.” 

The captioners are captioning and monitoring multiple screens, so they will respond as they are able.

Realtime Captioning FAQs for Students

Where does the Realtime Captioner Sit?

When utsing an on-site captioner, the captioner will sit where they are able to hear the instructor and see the visual presentations. The student can sit next to the captioner or may use their own electronic device if they wish to sit elsewhere in the room.

In the event an internet connection is unavailable or interrupted, the student will need to sit by the captioner in order to view live captions.

Will I have the same captioner for all of my classes?

The assignment of a captioner will depend on scheduling and logistics. Each captioner will work with multiple students and will not work exclusively with one student for all of their classes.

When will I receive a transcript for my class?

Class transcripts will be available in DSP's Accessible Communication Portal within 24 hours.

What if I add, drop, or change a class?

Please request Realtime Captioning accommodations through the DSP portal (AIM) for any class changes or newly added classes. Notify the Realtime Captioning Supervisor once the AIM changes have been made.

****Note that it may take up to two weeks to receive realtime captioning services once your request is submitted.

What if a class is cancelled?

In the event that a class is cancelled, the student will need to notify the Communication Services Coordinator as soon as possible.

How do I receive captions for an on-campus class when using a remote captioner?

Streamtext is the primary platform used to provide captions remotely.  Below are instructions for logging in, viewing captions, and customizing the display in Streamtext.

If captions are being provided through a different platform, you will receive an email with a URL link to view the captions on that platform.

  • To log into your Streamtext account, please follow these instructions: Logging in to Streamtext. Your Streamtext captioning links for the day will be viewable once you are logged in.

  • To access your Streamtext captions via a link sent through your email, please follow these instructions: Accessing StreamText Via Email Link

  • To customize your Streamtext display, please follow these instructions: Customizing Streamtext Display

  • To view captions using the StreamCast overlay, please visit StreamCast Instructions. This site will show you a StreamCast demo, along with downloading and viewing instructions.

How do I receive captions during remote learning?

Streamtext is the primary platform used to provide captions for remote classes.  Below are instructions for logging in, viewing captions, and customizing the display in Streamtext.

If captions are being provided through a different platform, you will receive an email with a URL link to view the captions on that platform.

  • To log into your streamtext account, please follow these instructions: Logging in to Streamtext. Your Streamtext captioning links for the day will be viewable once you are logged in.

  • To access your Streamtext captions via a link sent through your email, please follow these instructions: Accessing StreamText Via Email Link

  • To customize your StreamText display, please follow these instructions: Customizing Streamtext Display

  • To view captions using the StreamCast overlay, please visit StreamCast Instructions. This site will show you a StreamCast demo, along with download and viewing instructions.

  • Logging in to the StreamText chat box is optional. However, you may use the chat box to communicate with your captioner. There may be multiple students receiving captions in a course. Therefore, you may not be the only student logged into Streamtext. You may use your initials when logging into the chat box to maintain privacy. The captioners are captioning and monitoring multiple screens, so they will respond as they are able to.

What if the Zoom link changes for my class?

If there is a new Zoom link for your course, please contact the Realtime Captioning Coordinator with the updated Zoom link information.

Can I request to have live captioning for a public event that is not course related?

Yes. Disability Access and Compliance can arrange services for public events. Please contact them to request assistance at: Disability Access and Compliance request form

Realtime Captioning FAQs for Students-AIM

How do I submit my accommodation request in AIM?

Each semester you must submit your requests in the DSP portal (AIM). It is best to request services as soon as you are registered so there is no delay in services.

****Note that it may take up to two weeks to receive real-time captioning services once your request is submitted.

Logging into AIM and Finding Your Classes:

  • Use your UC Berkeley CalNet ID and Passphrase to log into AIM.

  • After logging in, make sure you are in the "My Dashboard" tab.
    screenshot of AIM student dashboard


  • Scroll down to the section titled “Select Accommodations for Your Class” to find your current registered class(es) with UC Berkeley. If you do not see a course you believe you are registered for, check the “Important Notes” in the yellow box above your classes.

Requesting Accommodations:

1.   Under “Step 1: Select Class(es),” select the class(es) for which you wish to receive communication accommodations by checking each course’s corresponding box (see the screenshot below).

2.  Click “Step 2: Continue to Customize Your Accommodations” to begin selecting accommodations for each class. If you have multiple accommodations available, they will all be displayed on this screen under each individual course you have selected. For example, in the screenshot below, the student is eligible for multiple communication accommodations.

3.  When you have finished selecting your accommodations for each of your classes, click the “Submit Your Accommodation Requests” button at the bottom of the page. This will submit your request for accommodations to the DSP office. Once processed, DSP will email your Faculty Notification Letter to both you and your instructors. At that time, your accommodations for the current semester will be listed on the “My Dashboard” tab.

American Sign Language (ASL) FAQs for Students

How do I request ASL Interpreting services?

For students not yet enrolled in DSP, please visit: DSP new student accommodation application. If you are currently enrolled in DSP and have an accommodation for ASL, visit How to Request Services Through AIM for instructions on how to request ASL for your courses through the AIM portal.

Will I have the same ASL Interpreter for all of my classes?

Interpreters will be scheduled based on logistics and students’ schedules. For classes that are more than an hour in length or with complex content, two interpreters will be assigned. They will switch every 15-20 minutes.

How will I receive ASL Interpreting services remotely?

A video communication service is used for ASL interpreting when a class is held remotely via Zoom. ASL interpreting will be provided virtually through a URL link. Students will be provided the URL link prior to class beginning.

American Sign Language (ASL) FAQs for Instructors

Do I need to do anything differently when an ASL Interpreter is present for an in-person class?

  • When using an interpreter to speak with a person who is D/deaf or hard of hearing, remember to speak directly to the person, not to the interpreter. The interpreter is not part of the conversation and is not permitted to voice personal opinions or enter into the conversation.

  • Face the person who is D/deaf or hard of hearing and speak to them in a normal manner. Do not make comments to the interpreter that you do not intend to have interpreted to the D/deaf or hard-of-hearing person, even if the person’s back is turned.

  • Remember that the interpreter is a few words behind the speaker. Please give the interpreter time to finish before you ask questions so that the D/deaf or hard-of-hearing person may also ask questions or join in the discussion.

  • Whenever possible, please permit only one person to speak at a time during group discussions, as it is very difficult for an interpreter when several people are speaking at once. It may be beneficial to ask the class to allow a brief pause between speakers to permit the interpreter to finish the previous statement before the next speaker begins.

  • In classes in which there is a great deal of classroom participation, it is helpful if the students in the class raise their hands and wait to be called upon before speaking. This allows the interpreter and the D/deaf or hard-of-hearing student time to identify who is speaking before proceeding with the interpreted statement.

  • Speak clearly and in a normal tone when using an interpreter. Do not rush through a lecture. If the interpreter does not understand or did not hear what was said, they may ask the speaker to slow down or restate the information given.

  • Allow time to study handouts, charts, or overheads. A person who is D/deaf or hard of hearing cannot watch the interpreter and study written information at the same time. If at all possible, please provide the student with these materials in advance so they may be reviewed ahead of time.

  • Be sure that the interpreter is within a clear line of sight and has good lighting. If the room situation requires darkening the room to view slides, videotapes, or films, auxiliary lighting may be necessary so that the D/deaf or hard-of-hearing person can see the interpreter.

Where will the interpreter stand?

The interpreter will generally stand near the speaker so the student can pick up on facial expressions and body language from the speaker.

ASL FAQs for Instructors-Remote Instruction

Can a student with an ASL Interpreting accommodation participate in Zoom group work/breakout rooms?

Yes, the student is able to participate in group work. When a class is held in-person, an ASL Interpreter is present and often sits with the group in order to hear the speakers clearly. Remote classes are handled similarly in that the interpreter will be present in the same breakout room/group component as the student. 

We encourage students to discuss their accommodations with their professors, and they may reach out to you with what works best for them in your particular class.

How will I know if an ASL Interpreter is present in my Zoom meeting?

The ASL Interpreter will be named “Interpreter” in your Zoom participant list.

What are the ASL Interpreting Best Practices for courses presented via Zoom?

  • Zoom lectures need to end at the scheduled end time, as both the students and the interpreters may have other obligations immediately following your class.

  • Speak clearly, in a normal tone, and at a moderate rate. Do not rush through a lecture. If the interpreter does not understand or hear what was said, the interpreter may communicate with the instructor through the Zoom chat window. Please monitor your chat window for questions or requests from the interpreter.

  • Be mindful of ambient noises. Shuffling papers, typing, or using a stylus will override the spoken word. Speak facing your device's microphone. When speakers turn away from the microphone or their head is down, the audio is muffled or inaudible, possibly resulting in missing crucial information.

  • To ensure your audio is coming through clearly during your lecture, please check the chat frequently or ask if participants can hear you throughout your lecture.

  • The interpreter can only interpret one speaker at a time. If there is more than one speaker present, they should not speak simultaneously. When multiple participants are speaking at one time, the audio does not stream through clearly. Please ask participants to mute their microphone until they need to speak.

  • If the speaker plans to read material in the class, it is beneficial for the student and interpreter to have access to the material prior to the beginning of the class so they can follow along with what is being read.

  • When reading a text in class, please make sure to cite the page number and paragraph that you are reading from so the student can follow along. Posting this information in the chat window also helps your students locate the material.

  • The interpreter cannot sign and speak and/or type in the chat window at the same time. Please avoid asking non-essential questions of the interpreter during class time.

  • If there are guest speakers or student presenters, please apprise them of DSP ASL Interpreting protocols.

  • Whenever possible, please provide the ASL Interpreter with PowerPoints, handouts, charts, and other class materials in advance so they may be reviewed ahead of time. The best way to share preparation materials is by posting them to your bCourses site or by emailing the files to dsp-captioning@berkeley.edu

How do I assign an ASL Interpreter to a Zoom breakout room?

When assigning an ASL Interpreter to the student during breakout sessions, please look for the Interpreter as a participant (Interpreter). Please ensure the Interpreter is in the same breakout room as the student receiving the accommodation.

Breakout Room Instructions