Captioning Guidelines for Instructors

Working with a Captioner in the Classroom

Before a class, meeting, or event with on site real-time captioning – what you should know

  • The Captioner will arrive early to the assignment in order to set-up equipment.
  • The Captioner may need to be situated close to an outlet.

Before a class, meeting, or event with remote real-time captioning – what you should know

  • If the Captioner is connecting remotely, you may be required to use a lapel microphone for audio access. 

Please provide ICU and/or the Captioner with any event/course information as soon as it is available, including:

  • Access to Canvas and other web-based material (handouts, PowerPoint slides, readings, etc.)
  • The course syllabus and reading schedule

The materials should be submitted to [email protected] This allows the Captioner a chance to prepare and convey accurate information.

Before showing a video in class, please check to see that all media is captioned and have the captions turned on for the viewing. 

Communication Tips

Communicate directly with the student who is Deaf or hard of hearing.

Captioners will type auditory information to be read on a computer. This includes:

  • Identifying speakers
  • The dialogue (what you and other students say)
  • Descriptions of environmental sounds (e.g. music, alarms, cell phones ringing)

A Captioner can only accommodate one speaker at a time. Captioning works best if you:

  • Encourage the group to follow turn-taking rules.
  • Repeat student questions before answering.
  • Face the class and minimize movement across a large area.
  • Encourage students to speak clearly.

Understand the Captioner’s Role

While working, the Captioner is a neutral communication facilitator and cannot serve as a participant.

  • For small group activities, on-site Captioners may move around the room with the student.
  • A transcript of everything that was captioned in a class/session may be sent to the student. 
  • Captioners follow a code of ethics, which includes confidentiality
  • Captioners may communicate directly with you and/or the student for any troubleshooting needs. They also communicate with the ICU if there are any issues or access barriers.