accessible-zoom-and-teams-3-slides-per-page

Partners for Inclusive Communities Partners for Inclusive Communities Virtually Accessible: Using Zoom and Teams to Create Accessible Meetings Melanie Thornton, Coordinator of Access and

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DISABILITY AWARENESS MONTH

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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 do 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.

University of Arkansas’s proprietary information and property Recording,

copying, distributing, re-creating, or any other use of this material without

and Compliance is strictly prohibited.

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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

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For information

about

Accommodations

or Accessibility:

Email us at access@uark.edu

Call us at 479.575.6208

Visit our website at https://accessibility.uark.edu

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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.

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Alli Johnson Accommodation Specialist

Assists the Director of Accommodation and

Accessibility Services with facilitating the

ADA interactive processes for the University.

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Staff: Office of

Equal Opportunity, Compliance & Title

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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

Danielle L Williams, Ed D., Sr CAAP, SHRM-CP

Associate Vice Chancellor & Executive Director

Reba Schroeder

• Title IX and EO Case Manager

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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.

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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

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Partners for Inclusive Communities Partners for Inclusive Communities

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

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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

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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)

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Selecting a Platform

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The Zoom Advantage

• Keyboard accessibility

• Screen reader access

• Captioning options

• Auto-captioning and transcribing

• Responsiveness to consumer input

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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

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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)

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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

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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

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A Few Words About Auto-Captioning

• Limitations of automatic

transcriptions

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Enabling Captioning - Zoom

• Log into Zoom in your

browser at zoom.us

• Choose settings in the

left-hand panel

• Scroll down to In Meeting

(Advanced)

• Turn on captioning and check

the boxes for API token and

live transcriptions

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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

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Enabling a Captioner to Caption - 2

• Alternatively, once the captioner joins,

hover over their name in the

participant list

• Choose ”More”

• Then choose assign to type

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Enabling

Auto-Transcription - Teams

• Select the three dots to the

right of your screen

• When menu opens, down

toward the bottom select

“Turn on live captions”

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Sign Language Interpreting and

Video Conferencing

• Requires high bandwidth

• Deaf person can “pin” the

interpreter

• The host can spotlight up to 9

people This may be a better

option so that the interpreters

are always visible

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How to Spotlight Video in Zoom

• Hover over the video you want to spotlight

• Select the ellipsis (the 3 dots)

• Choose Spotlight for Everyone

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How to Spotlight Video in Zoom - 2

• To add another, hover over another video

• Choose the ellipsis again

• Select Add Spotlight

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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

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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

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Renaming - Zoom

• Make sure “Allow participants to

rename themselves is turned on

• Open participant panel

• Select “More” at bottom right

• Select “rename”

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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

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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

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User End Accessibility Features

• Zoom Accessibility Features and Instructions

• MS Teams Accessibility Features and Instructions

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Sharing Handouts and

Resources

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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

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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

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MS Word Accessibility

• Use headings properly

• Add alt text to images

• Make links that make sense

• “Save as PDF” for sharing

• MS Word Accessibility

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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

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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

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Suggested Resources

Explore Access:

• Designing an Accessible Online Course Toolkit

• Creating Accessible Documents

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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

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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

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Questions?

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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/

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Disability Awareness Month

• Past presentations can be found at

https://oeoc.uark.edu/training/trainingvideos.p

hp

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