Understanding Industry Standards for ASL Interpreting and CART Captioning 

When scheduling accessibility services, you may notice recommendations for interpreter teams, travel time, advance scheduling, or preparation materials. If you’re new to working with ASL interpreters or CART captioners, you might wonder why these practices are necessary. 

The answer is simple: these are industry standards designed to provide the highest quality communication access while protecting the professionals who make that access possible. 

At Deaf Services Unlimited (DSU), we are committed to following established industry standards and best practices. These guidelines create realistic expectations for scheduling, support the health and longevity of providers, and ultimately ensure that Deaf and hard of hearing participants receive the highest quality service possible. 

Let’s take a closer look at what these standards mean and why they matter. 

Why Some Assignments Require Interpreter Teams 

One of the most common questions customers ask is why two interpreters are needed for a single event. 

Professional ASL interpreters work in teams whenever the assignment requires sustained, highly technical, or emotionally demanding interpreting. Common situations include: 

• Long appointments or events 

• Conferences and large meetings 

• STEM, medical, or legal settings 

• Certified Deaf Interpreter (CDI) assignments, where a hearing interpreter teams with the CDI 

• Emotionally sensitive or traumatic subject matter 

Research has shown that interpreter fatigue can begin in as little as 30 minutes of continuous interpreting. Unlike casual conversation, interpreting requires constant mental processing, language conversion, memory retention, and physical movement. As fatigue increases, accuracy naturally decreases. 

Team interpreting helps maintain consistent quality throughout the assignment. 

While one interpreter is actively signing, the second interpreter is far from “off duty.” They are: 

• Monitoring for accuracy and completeness 

• Providing missed terminology or names 

• Watching audience interactions 

• Assisting with fingerspelled words, numbers, or technical vocabulary 

• Preparing for the next interpreting rotation 

Interpreters typically rotate every 15–30 minutes depending on the complexity of the assignment. 

Teaming also helps prevent repetitive stress and overuse injuries, which are common occupational hazards in the interpreting profession. Protecting providers allows them to continue serving the Deaf community safely throughout their careers. 

Read more about Teaming standards and what to expect HERE.

Understanding Travel Time 

Most on-site interpreting and CART requests include travel costs. 

The industry standard for ASL interpreters and many CART captioners is portal-to-portal travel, meaning travel time is calculated from the moment the provider leaves for the assignment until they return. 

Travel time compensates providers for time they cannot accept other work because they are traveling to or from your appointment. 

Depending on the assignment, travel may be billed differently. Some organizations—particularly government agencies or contracts—may reimburse mileage instead of travel time. 

Your DSU coordinator will always communicate any travel requirements before confirming your request. Travel needs are based on your location, provider availability, and any applicable contract requirements. 

Scheduling Early Gives You the Best Chance of Success 

Qualified interpreters and CART captioners are in high demand, which makes advance scheduling one of the most important factors in securing services. 

On-Site ASL Interpreting 

For most states, the industry standard is to schedule at least two weeks in advance. 

Many interpreters fill their schedules well ahead of time, especially during busy seasons. While DSU is always happy to attempt last-minute requests, earlier scheduling greatly increases the likelihood of securing the best provider for your assignment. 

Some states require even more notice due to state laws, regulations, or provider availability. 

Video Remote Interpreting (VRI) 

Because providers can work remotely, VRI offers much greater scheduling flexibility. 

Many appointments can be scheduled with short notice, and same-day services are often available depending on interpreter availability. VRI is an excellent option when an in-person interpreter cannot be secured quickly or when immediate communication access is needed.

CART Captioning 

Remote CART captioning is DSU’s most common captioning service and typically follows a two-week scheduling recommendation, although shorter notice requests are sometimes possible. 

For on-site CART captioning, we recommend scheduling approximately two months in advance whenever possible. Since fewer CART captioners provide on-site services and travel is often required, additional notice helps ensure availability. 

Whenever you know your event date, it’s best to submit your request as soon as possible. Even if event details are still being finalized, beginning the scheduling process early gives your coordinator the greatest opportunity to secure qualified providers.

Why Preparation Materials Matter 

Preparation is one of the most valuable tools for delivering high-quality communication access. 

Whenever possible, providers appreciate receiving materials ahead of the assignment. These may include: 

• Agendas 

• Presentation slides 

• Meeting notes 

• Course materials 

• Terminology lists 

• Speaker names 

• Handouts 

• Reference documents 

Preparation is especially important for: 

• Educational courses 

• Conferences 

• Business meetings 

• Medical appointments 

• Legal proceedings 

• Technical presentations 

• Religious services 

• Performing arts 

For theatrical performances, concerts, and other live productions, scripts, song lists, or set lists are essential. These materials allow interpreters to research specialized vocabulary, prepare artistic interpretations, and deliver a performance that reflects both the meaning and intent of the original work. 

A simple rule of thumb is this: If you have a document that helps participants understand the event, it will likely help your accessibility provider, too. 

Preparation not only improves accuracy and confidence but also creates a smoother experience for everyone involved.

Industry Standards Lead to Better Accessibility 

Industry standards are not simply administrative policies—they are best practices developed through decades of professional experience and research. 

By following standards for teaming, travel, scheduling, and preparation, DSU helps ensure: 

• Higher quality communication access 

• Greater interpreter and captioner accuracy 

• Reduced provider fatigue and injury 

• Better scheduling success 

• More positive experiences for Deaf and hard of hearing participants 

At DSU, we’re committed to making accessibility as seamless as possible. Our coordinators work closely with customers to explain scheduling recommendations, answer questions, and identify the best solution for every request. 

When everyone understands the “why” behind these industry standards, we can work together to create accessible experiences that truly meet the needs of all participants.

Q&A 

1. Why do ASL interpreters work in teams? 

Professional ASL interpreters often work in teams for longer, highly technical, or emotionally demanding assignments. Team interpreting is the industry standard because interpreter fatigue can begin in as little as 30 minutes of continuous interpreting. By rotating every 15–30 minutes, interpreters maintain accuracy, reduce the risk of repetitive stress injuries, and provide consistent communication access. The interpreter who is not actively interpreting continues monitoring the conversation, supporting terminology, and ensuring the highest quality service throughout the assignment. 

2. Why is travel time charged for on-site interpreting and CART captioning? 

Travel time compensates ASL interpreters and CART captioners for the time they spend traveling to and from an assignment. During travel, providers cannot accept other appointments, making travel part of their working time. The industry standard is portal-to-portal travel, which measures travel from the time the provider leaves for the assignment until they return. In some cases, such as government contracts, mileage may be charged instead of travel time. Your scheduling coordinator will explain any travel costs before your request is confirmed. 

3. How far in advance should I schedule ASL interpreting or CART captioning services? 

For the best availability, customers should schedule on-site ASL interpreting at least two weeks in advance, as most interpreters book their schedules well ahead of time. Video Remote Interpreting (VRI) offers greater flexibility and can often accommodate same-day or urgent requests, depending on provider availability. Remote CART captioning is typically scheduled about two weeks in advance, while on-site CART services are best booked approximately two months before the event due to the limited number of on-site captioners and travel requirements. 

4. Why should I provide preparation materials before my appointment or event? 

Preparation materials help ASL interpreters and CART captioners deliver more accurate and effective communication access. Agendas, presentation slides, meeting notes, terminology lists, scripts, and other documents allow providers to research specialized vocabulary, understand the context of the event, and prepare for names, technical concepts, or performances. Preparation is especially important for educational courses, legal proceedings, medical appointments, conferences, and performing arts. A simple rule to remember is: if you have materials that help your audience understand the event, they will likely help your accessibility provider, too.