Captioning Guidelines for Instructors

Working with a Captioner in the Classroom

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

  • The captioner(s) will arrive early to the assignment 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 course information as soon as it is available, including:

  • Access to Web Vista, Moodle and other web-based material
  • The course syllabus
  • Handouts (eg: PowerPoint slides, readings, etc.)

The handouts may be submitted to This allows the captioner a chance to prepare and convey accurate information.

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

Communication with real-time captioning

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.

The captioner typically does not type what the student 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.

  • For small group activities, captioner may move around the room with the student.
  • The created transcript may be given to the student who is Deaf or hard of hearing, after the class.
  • The captioner will follow the C-Print Code of Ethics.