April 29, 2020
ACDHH
Participating in Online Video Zoom Meetings 
with Captioning and ASL Interpreters 
While Using a Separate Teleconference Connection for Audio
A Quick Reference Guide


How to Join the Zoom Meeting Video 

Join the Zoom meeting via the link sent to you by the meeting organizer, or by entering the meeting number and password on the Zoom home page to enter the meeting. 

The option to enter a meeting number and password is located under “Join a Meeting” at the top right side of the home page at www.zoom.com.

Please Note: Always decline the option to join the audio in the Zoom meeting when a separate Teleconference Line has been provided for the meeting. 

As you join the Zoom meeting, a dialog box will pop up on your screen with audio options. Close this box and use your phone to dial the teleconference for audio. 

To ensure you are muted within the Zoom meeting, click on the microphone icon at the lower left side of your screen that says “Mute”.

How to Use Captioning in the Zoom Meeting - Host

If you are the Zoom meeting Host, and want to assign captioning privileges to a CART provider or other meeting participant click on “Closed Caption” at the bottom right of your screen.
Click one of the options within the “Closed Caption” menu. 

There are two choices under “Assign someone to type”. Choose either “Assign a participant to type” or “I will type”. 

There is one choice under “Use a 3rd party CC service”. If you choose this option, click on “Copy the API token”.

If you would like to assign a participant to type, hover over their name to open the participant’s menu window. 

Hover over the participant's / CART provider’s name and click “More”, then click “Assign to Type Closed Caption”.


How to Use Captioning in the Zoom Meeting - Participants

For those joining the Zoom meeting as a participant, to turn on Closed Captioning, hover over the menu that pops up at the bottom of your screen and select “Closed Caption”. Then select “Show Subtitle”.

You may also view the transcript in a box off to the side of Zoom by clicking "View Full Transcript" in the “Closed Caption” menu menu. This will enable you to see the captions below and also the full transcript on the right side of your screen.  

If the Zoom Chat box covers your view of the captions, you may move the Chat box out of the way by pressing the “Alt” and “H” keys at the same time.


Transcripts to Provide to Attendees

If your meeting utilized the services of a CART provider, be sure to request to receive a copy of the transcript in an accessible format such as PDF, Microsoft Word or plain text file, to provide to your DeafBlind and Combined Vision and Hearing Loss community members. 


How to Connect to the Meeting’s Audio Via Teleconference 

Using your telephone, dial the teleconference number you were provided for the meeting to connect to the meeting audio. 

For example, you would dial, 1-800-800-8000 from your phone, and then enter the Access Code, 80000#, to access the audio for the meeting.

Please Note: If you use the teleconference bridge for audio during your online Zoom meeting, and intend to stream to Facebook or YouTube, the video stream will not pick up the conference bridge audio. You would have to use the Zoom audio for your meeting if you would like to stream live to Facebook or YouTube.

Please Note: If your group does not have a designated teleconference bridge line for audio, you may use one of the teleconference bridge numbers provided by Zoom. However, if your organization does not pay for audio service through Zoom, standard toll charges will apply per person joining by whichever carrier the individual uses.


How to Include ASL Interpreters in the Zoom Meeting

Interpreters join the Zoom meeting with the same Zoom link as all other participants and dial the teleconference phone number to connect to the audio. 

Meeting participants are able to hover over the top right of the video for the interpreter they wish to view larger on their screen, and click on the “...” menu to “Pin” the video.

Participants are also able to click on the broken square-shaped icon in the top right corner of their screen to view “full screen”. 
In this view, videos can be moved around by clicking and dragging to rearrange the participant’s view. 

Please note that the more participants who join large video conference calls, the more videos appear on screen, making accessibility more difficult. 

It is best to have all participants who do not need ASL interpretation either join only the audio connection for the meeting, or ensure their video is turned off during the meeting. This will limit the number of on-screen attendees visible in the video portion of your Zoom meeting.

The option to “Start/Stop Video” for those who do not need to appear on screen is in the lower left corner of the screen.

Questions?

If you have any technical questions, or questions regarding accommodations for the Deaf, Hard of Hearing, DeafBlind or Combined Vision and Hearing Loss community, please contact us at: info@acdhh.az.gov