Captioning Guidelines for Colleagues

Working with a Captioner in the Workplace

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

  • The captioner(s) will arrive early to the location in order to set-up equipment.
  • The equipment includes two laptops, a computer stand and possibly power cords.
  • The captioner may need to be situated close to an outlet.

Please provide the captioner with any informational materials related to the assignment, as soon as it is available. This includes:

  • Handouts (eg: meeting agenda, presentation slides, etc.)
  • Common acronyms used
  • Names of other attendees

This allows the captioner a chance to prepare and convey accurate information.

If a video is going to be shown, please check to see the media is captioned and have the captions turned on for the viewing. SEE MEDIA CAPTIONING document, for more information.

Communication with real-time captioning

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

Captioners will type auditory information to be read on a computer, including:

  • Identifying speakers
  • The dialogue (what you and others 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.
  • Face the group and minimizes movement across a large area.
  • Encourage others to speak clearly.

The captioner typically does not type what the person who is Deaf or hard of hearing says.

Understand the captioner’s role

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

The created transcript may be given to the person who is Deaf or hard of hearing, following the captioning assignment.

The captioner will follow the C-Print Code of Ethics.