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10/25/21 DISABILITY AWARENESS MONTH The materials included in this presentation(s) and the statements made during it should not be considered to be or used as legal advice Legal advice should be sought from the Office of the General Counsel These presentations are intended for educational purposes only and not replace independent professional judgement This information is given in summary form and does not purport to be complete Individuals should not solely rely upon the materials or information in this presentation for making any business or employment related decisions Statements of opinions expressed by attendees are those of the participants individually and, unless expressly stated to the contrary, are not the opinion or position of the University Attendees should note that sessions are recorded by the University and may be published in various media, including print, audio and video formats without further notice Copyright: All rights reserved This presentation and these slides are the University of Arkansas’s proprietary information and property Recording, copying, distributing, re-creating, or any other use of this material without the express written consent of the University’s Office of Equal Opportunity and Compliance is strictly prohibited OEOC ADA Responsibilities • Section 504 of the Rehabilitation Act and titles II and III of the Americans with Disabilities Act, as well as state civil rights requirements based on disability and religion • Facilitates the interactive process related to Disability Accommodation Requests, which can include Disability, Leave Accommodations, Service Animals, Emotional Support Animals, Student ADA Grievances, Barriers to Access, Travel Accommodations, Visitors or Participants in Programs/Services, Recruitment Accommodations, and Religious Accommodation requests 10/25/21 Email us at access@uark.edu For information about Accommodations or Accessibility: Call us at 479.575.6208 Visit our website at https://accessibility.uark.edu J’onnelle Colbert-Diaz Director of Accommodation and Accessibility Services Responsible for facilitating the interactive process in regard to Disability Accommodation Requests, which can include Disability, Leave Accommodations, Service Animals, Emotional Support Animals, Student ADA Grievances, Barriers to Access, Travel Accommodations, Visitors or Participants in Programs/Services, Recruitment Accommodations, and Religious Accommodation requests Alli Johnson Accommodation Specialist Assists the Director of Accommodation and Accessibility Services with facilitating the ADA interactive processes for the University 10/25/21 Staff: Office of Equal Opportunity, Compliance & Title IX Danielle L Williams, Ed D., Sr CAAP, SHRM-CP Associate Vice Chancellor & Executive Director Chinwendu Okoronkwo • Assistant Director/Staff Grievance Officer Wayne Bell, M.A • Recruitment and Training Coordinator Hannah Logan • Administrative Support Dr Shanita Pettaway • Director of Title IX Compliance (Title IX Coordinator) Shannon McFarlin • Deputy Title IX Coordinator / Investigator Reba Schroeder • Title IX and EO Case Manager Our Beliefs and Values Disability is a natural part of the human experience that in no way takes away a person’s right to fully participate in all aspects of society Opportunities to take part in society on an equal level with others should be available without social and environmental barriers Partners for Inclusive Communities (Partners) is Arkansas’ University Center on Disabilities Administratively located within the University of Arkansas College of Education and Health Professions Partners is a member of the nationwide Association of University Centers on Disabilities – AUCD Mission Partners’ Mission is inclusion of people with disabilities in community life Definition of Inclusion: When everyone is valued and involved in society and community living Partners Provides: Advocacy Information Sharing Practical Support Research Training UofAPartners.uark.edu 10/25/21 10 Virtually Accessible: Using Zoom and Teams to Create Accessible Meetings Melanie Thornton, Coordinator of Access and Equity Outreach University of Arkansas – Partners for Inclusive Communities Partners for Inclusive Communities 11 Effective Communication • Americans with Disabilities Act (ADA) • Title II entities (State and local governments) and Title III entities (businesses and nonprofit organizations that serve the public) • Communication with people with disabilities is to be equally effective to communication with people without disabilities Partners for Inclusive Communities 12 10/25/21 What is Digital Accessibility? • Digital accessibility involves the creation of websites, mobile applications and electronic documents that can be easily navigated and understood by a wide range of users • Web Content Accessibility Guidelines • Deque: What is Digital Accessibility? (YouTube) Partners for Inclusive Communities 13 Selecting a Platform Partners for Inclusive Communities 14 The Zoom Advantage • Keyboard accessibility • Screen reader access • Captioning options • Auto-captioning and transcribing • Responsiveness to consumer input Partners for Inclusive Communities 15 10/25/21 Before Your Meeting • Provide advance access to the materials you plan to discuss or share via screen share • Provide a way for people to inform you about the need for accommodations • If you are providing captioning or interpreters, make sure everything is ready to go before opening up the meeting • Use the waiting room or lobby to let in the interpreters or captionists before other attendees join • Assign a co-host for the meeting in case you have technical difficulties Partners for Inclusive Communities 16 During the Meeting • Don't assume that everyone can see or access what is being shared on the screen • Talk through the content you are sharing on the screen • Read questions or comments in chat out loud before responding • Reduce background noise (if possible - headset helps) Partners for Inclusive Communities 17 Other Meeting Protocols • Allow options for accessing in (computer, dial in, recording) • Allow attendees to have cameras off if they prefer • Encourage attendees to get in the habit of introducing themselves • For discussions, have a good system in place for ensuring equal participation Partners for Inclusive Communities 18 10/25/21 Being Ready to Provide Accommodations • Remote captioning services • Find captioning services through dcmp.org resources (or check with CEA to get recommendations for vendors already in system) • Remote ASL interpreting services • Use interpreter referral agencies listed on OEOC Accessible Event Page • Provide prep materials in advance Partners for Inclusive Communities 19 A Few Words About Auto-Captioning • Limitations of automatic transcriptions Partners for Inclusive Communities 20 Partners for Inclusive Communities 21 10/25/21 Partners for Inclusive Communities 22 Enabling Captioning - Zoom • Log into Zoom in your browser at zoom.us • Choose settings in the lefthand panel • Scroll down to In Meeting (Advanced) • Turn on captioning and check the boxes for API token and live transcriptions Partners for Inclusive Communities 23 Enabling a Captioner to Caption • Select the CC or Live Transcript button • Choose Assign a participate to type • If you make the person a co-host, they can get the API token themselves • If they ask you to get the API token and send it to them, you can get it here Partners for Inclusive Communities 24 10/25/21 Enabling a Captioner to Caption - • Alternatively, once the captioner joins, hover over their name in the participant list • Choose ”More” • Then choose assign to type Partners for Inclusive Communities 25 Enabling AutoTranscription - Teams • Select the three dots to the right of your screen • When menu opens, down toward the bottom select “Turn on live captions” Partners for Inclusive Communities 26 Sign Language Interpreting and Video Conferencing • Requires high bandwidth • Deaf person can “pin” the interpreter • The host can spotlight up to people This may be a better option so that the interpreters are always visible Partners for Inclusive Communities 27 10/25/21 How to Spotlight Video in Zoom • Hover over the video you want to spotlight • Select the ellipsis (the dots) • Choose Spotlight for Everyone Partners for Inclusive Communities 28 How to Spotlight Video in Zoom - • To add another, hover over another video • Choose the ellipsis again • Select Add Spotlight Partners for Inclusive Communities 29 Spotlight Video in Teams • Right click on the person’s video • Choose Spotlight • If you are spotting more than one person, use Add Spotlight for second video Partners for Inclusive Communities 30 10 10/25/21 Spoken Language Interpreting - Zoom • Go to settings • In Meeting Advanced • Turn on language interpretation • When you schedule a meeting, check the Enable Language Interpretation checkbox • Once checked, you can add the interpreters and select the language Partners for Inclusive Communities 31 Renaming - Zoom • Make sure “Allow participants to rename themselves is turned on • Open participant panel • Select “More” at bottom right • Select “rename” Partners for Inclusive Communities 32 Sharing Videos - Zoom • When you share a video, make sure the ”Share sound” box is checked • Also, turn on captions if they are available • If they are not available or not high quality, let the captioner know they will need to caption the video Partners for Inclusive Communities 33 11 10/25/21 Sharing Videos - Teams • When you share a video, make sure the ”Share sound” box is checked • Also, turn on captions if they are available • If they are not available or not high quality, let the captioner know they will need to caption the video Partners for Inclusive Communities 34 User End Accessibility Features • Zoom Accessibility Features and Instructions • MS Teams Accessibility Features and Instructions Partners for Inclusive Communities 35 Sharing Handouts and Resources Partners for Inclusive Communities 36 12 10/25/21 MS PowerPoint Accessibility • Choose slides with good contrast • Font size = 24 pt or larger • Choose layouts that match content (not blank slides) • Add alt text to images • “Save as PDF” for sharing • MS PPT Accessibility Partners for Inclusive Communities 37 Choosing Slide Layouts • Choose the layout that matches (or is closest to) the content you are presenting • Avoid using the blank slide or title only and adding text boxes Partners for Inclusive Communities 38 MS Word Accessibility • • • • • Use headings properly Add alt text to images Make links that make sense “Save as PDF” for sharing MS Word Accessibility Partners for Inclusive Communities 39 13 10/25/21 PDF Documents • Sharing the original files in Word or PowerPoint may be best • Create accessible Word or PPT documents • Choose SAVE AS PDF (not Print to PDF) • Creating Accessible PDFs Partners for Inclusive Communities 40 Google Slides • Slides can be made fairly accessible for online viewing • An add-on called Grackle allows you to run an accessibility check • Converting them to PowerPoint or PDF results in inaccessible files • Google Slide Accessibility Tutorial Partners for Inclusive Communities 41 Suggested Resources Explore Access: • Designing an Accessible Online Course Toolkit • Creating Accessible Documents Partners for Inclusive Communities 42 14 10/25/21 Demystifying Captioning Vocabulary • Captions: Text version of speech as well as other audible aspects of a video • Subtitles: A translation of spoken language into text or another language No information about other audio • Closed captions: Captions that can be turned on or off with controls • Open captions: Captions that are “burned into” a video Cannot be turned on or off • Live captioning (also real-time captioning): Captions provided at the time of a live event Partners for Inclusive Communities 43 Demystifying Captioning Vocabulary • Verbatim Transcription: Usually provided using CART (Communication Access Realtime Translation) • Meaning-for-Meaning: Using Typewell or C-Print, the transcriber uses fewer words to convey the meaning • Transcript: A separate file with the text from an audio or video file It does not include timing stamps • Automatic Speech Recognition (ASR): Technology that converts spoken language to text • Auto-generated captions (or AI-generated captions): Captions created through the use of ASR or artificial intelligence Partners for Inclusive Communities 44 Questions? Partners for Inclusive Communities 45 15 10/25/21 Contact Me Melanie Thornton Coordinator of Access and Equity Outreach University of Arkansas Partners for Inclusive Communities mthornt@uark.edu • Facebook: @uofapartners • Twitter: @uofapartners • LinkedIn: linkedin.com/company/uofapartners/ Partners for Inclusive Communities 46 Disability Awareness Month • Past presentations can be found at https://oeoc.uark.edu/training/trainingvideos.p hp 47 48 16