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all insightsCART Captioning 101: Real-Time Captioning for Clear Communication
CART captioning is the process of transcribing spoken English into written English, in real time, for Deaf and hard-of-hearing accessibility. CART stands for Communication Access Realtime Translation.
Closed captions made their debut on the big screen in the late 1940s. Advocacy for accessibility by using captions reached new heights in the 1970s as captioning for emergency communications became necessary. According to the NCRA, “it goes without saying, Martin H. Block, Ph.D., was the captioning pioneer of our profession, credited with writing the first “live” captions at NCI in 1982.” These milestones laid the foundation for the accessible media we know today.
Whether you’re an event planner, a CART user, or new to accessibility altogether, this comprehensive CART service review is sure to provide you new insight to the usability and value of CART access services.
What is CART?
As we shared above, CART stands for Communication Access Realtime Translation. When utilized, CART captions transcribe spoken English into written English in real time for visual access to this information. Many individuals have experienced captions via television or videos on their personal devices. These are in the form of closed captions.
The University of Washington explains, “Captions are either open or closed. Open captions are always in view and cannot be turned off, whereas closed captions can be turned on and off by the viewer.”
CART captions are a live form of open captions to provide access for Deaf and hard-of-hearing users.
In addition to the access CART captioning provides, it provides top quality accuracy as it’s provided in “real-time.” CART captioning avoids the accuracy issues common with auto-captioning and assures compliance with accessibility requirements. DSU never uses artificial intelligence (AI) captioning solutions. At best, AI solutions are only 60% accurate (meaning 1 in 3 words are inaccurate) and are not considered an acceptable ADA accommodation. Take for example the sentence below.
CART captioning services allows for ——- ——— of information and —– for a great communication ——.
Missed or inaccurate words not only jeopardize the integrity of the message, but it risks the overall quality of the user experience. Moreover, inaccuracy of AI or auto-generated captions allows for mistranscription and therefore misinterpretation. To learn more about CART captioning’s differences from other captions, check out the short video below!
What Does CART Look Like?
CART captions are provided as simply as someone typing into a computer. Our specially trained and qualified writers are experts in caption shorthand with specialized equipment that allows for real-time transcription of spoken English. As our writers type out the captions into our caption program called StreamText, the captions are visible live through a link provided directly to you from our team. The view is even customizable to your font size, color, and background color preferences for visibility. Check out this sample CART captioning session to see what captions look like in real time: s://www.streamtext.net/player?event=IHaveADream
Your CART writer can be in-person, but with technological advancements, most CART captioning is provided remotely with audio sources from videoconferencing platforms. Think about it like this, a CART writer is in their office tuned in to your meeting space via a Zoom window pulled up on your computer. Through this Zoom call, they can hear all that is being is spoken in your meeting. As speaking happens, they are captioning into StreamText. As they caption, you can view the text from your own device or display for the whole audience to see. We’ll dive into these viewing options a bit more later but for now, here’s a simple depiction of remote services and the simple set up to make it happen.
What equipment do I need?
CART captions are successfully executed with clear access to the audio source of what is being spoken. In other words, the CART writer needs clear audio access to what the presenter or speaker is saying throughout the request. Below are a few products we recommend aiding in clear audio transmission.
Laptop: A device will be needed that has microphone capabilities and access to Wi-Fi. This will allow for the CART writer to hear the spoken information via a videoconferencing call connected on this device. Laptops are recommended over tablets due to common browser compatibility limitations and lower microphone quality. Below are just a few laptop models with this capability.
- MacBook Pro
- MacBook Air
- Chromebook
- HP Essential
- HP Elite
Microphone: External microphones are often helpful for clear audio feed through USB or Bluetooth connection. These are useful for larger spaces where more than one speaker may be speaking so audio quality isn’t lost over the physical space. Below are a few external microphone options we suggest for meeting settings with more than 4-5 people.
The Life Cycle of a CART Request
When it comes to providing CART (Communication Access Realtime Translation) services, there’s a lot that happens behind the scenes to ensure seamless access for every assignment. From the moment a request is submitted to the final delivery of services, each step plays a crucial role in creating an accessible experience. Let’s take a closer look at the life cycle of a CART request and the careful coordination that goes into making every assignment a success.
1. Request Submitted Via Request Form
Our team receives your request via our easy, online request form and reviews details for questions and clarifications where needed.
2. Request Processing
Your request is assigned to a coordinator who will guide you through the service coordination process. Upon receiving your request, they will contact you to gather any necessary details regarding the appointment or consumers. They will also request any relevant prep materials needed for the CART writer.
3. Coordination
Your coordinator will carefully match you with the most suitable provider based on the details you provide. At this stage, they will also generate your caption link for seamless caption viewing. If needed, they will coordinate the integration of captions into the platform specified on your request form. If a test session is necessary, they will contact you to arrange one.
4. Confirmation
Once your coordinator finds the right provider for your needs, they’ll send you a confirmation with all the details for your request to your email inbox.
5. CART Services Provided
This step is simply the fulfilling of your request, or, in other words, your CART services are provided by our CART writers on the day and platform you requested. Within 48 hours of your request being fulfilled our team will also provide you a transcript of the session.
6. Request Invoiced
Within a week of services being fulfilled, our billing team will reach out to you directly via email with an invoice for your services. If you have any questions about your invoice, our team is here to help!
Things still feeling a little fuzzy? Check out this short video below that breaks down the request life cycle a bit more!
How is CART Used?
When preparing to utilize CART services, it’s important to consider the space and prepare accordingly. Here a few questions to support your planning for CART services:
- How are we displaying the captions for viewers to see? Are we displaying them for all to see or providing the caption link for viewers to use from their personal devices? (If captions will be viewed individually, how are we providing this link in advance to attendees?)
- Is lighting adequate for Deaf and hard-of-hearing users to view the displayed captions?
- Is the audio feed clear and audible for the remote CART writer to hear and transcribe for captions?
- If there is a planned discussion portion for our event, will contributors to the discussion have access to microphones so they can be heard clearly over the audio feed?
CART captions are used in a wide variety of settings on a daily basis to provide communication access. This includes but is not limited to educational classes, corporate meetings, conferences, government gatherings, and more. CART captioning’s unique flexibilities allow for it’s use to adapt to the needs of each setting.
For example, our CART platform used by our writers to transcribe spoken text is called StreamTtext. This browser platform can seamlessly integrate into any video conferencing platform such as Zoom, Teams, Google Meet, etc. This allows for live captioning to be displayed directly into your virtual call window.
If the meeting or event is in-person rather than virtual, there is a range of options for displaying your captions. For example, pictured below, captions can be viewed on individual devices such as cell phones or tablets that have access to internet service simply through a web browser using the StreamText link provided by our team.
Contrastingly, captions can also be displayed for corporate visibility for meetings or events by display on projected screens . This can be displayed in a side-by-side format with other content or directly overlayed over your content with StreamText’s overlay application. Read more below about this downloadable application!
Preparing for Large Events & Conferences
CART captions are often the perfect solution for communication access at large events such as conferences and summits. Its mass visibility allows for audience wide use with the simplicity of only needing an audio feed to your CART writer. A helpful resource when arranging CART services is a test-call with our team. This is as simple as setting up a Zoom call with our coordination team for 10-15 minutes to test the audio feed quality and volume to ensure your assigned CART writer has adequate access to transcribe what is being spoken.
How do I overlay my captions over my presentation for my event?
Our CART program StreamText is equipped with compatible applications that allows for overlay on anything you may be presenting. This application is called “StreamCast” and is as simple as downloading the application to your device and plugging in your captioning link. This link will be provided to you by your DSU coordinator. This unique application allows for customization of text and background coloring to ensure maximum visibility of captions for your audience.
Read more about StreamCast and how you can download it for your presentation visit: https://support.streamtext.net/hc/en-us/articles/209995746-StreamCast-instructions-and-overview
The best experience comes with the best preparation. Ensure your CART services are seamless with advance preparation using our suggested service planning timeline below!
3 months in advance
Make a schedule of events during the conference. This schedule should include a breakdown of times (start and end times for each day and sessions within the day), the configuration of breakout and plenary sessions, networking sessions, meals, and any additional social activities.
2 months in advance
Provide DSU with a full list of presenters and their phone and email information, as well as communication modality preferences (this is especially important for any Deaf or hard- of- hearing presenters). Provide DSU with any registration requirements for interpreters and captioners to complete in advance.
1 month in advance
Provide DSU with the contact information for Deaf and hard-of-hearing conference attendees, so that information can be obtained regarding their schedules, interpreter preferences, and communication modality preferences.
2-4 weeks in advance
All requests for services by conference attendees are submitted. Requests made with fewer than two-weeks’ notice may be harder to fill.
1-2 weeks in advance
Submit any final presentation materials for interpreters and captioners to use in preparation for providing services. Share point-of-contact information, check-in locations, and parking details for the day of the event with DSU.
What Happens After the Event?
After a CART assignment is complete, transcripts will be provided to clients via email as a record of the event. These transcripts offer a written account of everything that was communicated, making them a valuable resource for record-keeping, accessibility, and reference. For best practices, transcripts should be stored securely, shared only with those who need access, and used to support inclusive communication for participants who may need additional review.
CART captioning services play a vital role in creating accessible, inclusive environments for Deaf and hard-of-hearing individuals. From the initial request to post-event transcripts, every step of the process is designed to prioritize accuracy, communication access, and user experience. Whether for small meetings, large conferences, or virtual gatherings, CART services offer a reliable solution to ensure everyone has equal access to spoken information. By understanding how CART works and how to prepare for its use, businesses, organizations, and individuals can create more inclusive spaces where everyone can fully participate. If you’re ready to explore how CART captioning can enhance accessibility for your next event, our team is here to guide you every step of the way. Visit our request form to start the process now!
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