Disability Support Services > Policies and Procedures

Disability Support Serivices
PO Box 1510
Pembroke, NC 28372

Phone/Voice: 910.521.6695
Fax: 910.521.6891
TTY: 910.521.6490
Email: dss@uncp.edu

Location: D.F. Lowry Building, Room 111
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captioning Protocol

The University of North Carolina at Pembroke

Captioning Policy

The University of North Carolina at Pembroke relies on administrators, faculty and staff to provide equal access to all programs and activities for individuals with disabilities. The university is committed to adhering to the requirements of Sections 504 & 508 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990, by providing reasonable accommodations to qualified individuals with disabilities. Individuals who are deaf or have a hearing loss may require accommodations and/or modifications to course materials and/or other university communications.

The most effective means of providing equal access to videos, movie clips, DVDs, and films is through the use of products with open or closed-captioning or subtitles. It is the responsibility of all units/departments, administrators, faculty and staff to utilize only media products with open or closed-captioning or subtitles, and/or provide an alternate format, such as a script.

Procedure

New Video/DVD/Film Releases

It is the responsibility of the unit/department, administrators, faculty and staff to:

1. purchase and use captioned videos/DVDs/films for teaching purposes within their
     particular classroom and/or unit/department;
2. substitute a video/DVD/film with captioning in the place of an older version without
     captioning;
3. update all video/DVD/film stock to include only those with captioning; and
4. create subtitles/captions for any university-created video.

Non-captioned Video/DVD/Film Releases

It is the responsibility of the unit/department, administrators, faculty and staff to:

transition their media materials into captioned and accessible products for all;
contact distributor to inquire about availability of captioned version of the film;
consult with Livermore library to inquire about availability of captioned version of the film through inner-library loan;
consult with Captioned Media Program (http://www.dcmp.org/) to see if captioned version of the film is available for loan;
seek an alternative video/DVD/film with closed-captioning;
make a determination if the video/DVD/film is essential to a course outline or may be deleted from a syllabus;
if film is absolutely pertinent to the essential components of the curriculum and no other film can be substituted, present request have film captioned to department chair/captioning committee.

* The Captioning Committee will consist of representatives from Disability Support Services, Media Services, the Faculty Senate, and the department chair in addition to the Provost or selected representative. The role of the Captioning Committee will be to develop and update policies and procedures and to help determine if it is appropriate to provide captioning in situations where a captioned version of a film cannot be attained.

If request is approved by Captioning committee:

1. Proceed with captioning in house using Caption Mic
2. Outsource assignment to vendor

Alternative Accommodations for Non-captioned Videos/DVDs/Films in Academic Courses

In the event the unit/department, administrators, faculty or staff determine a non-captioned media product is essential to academic course requirements, it is the responsibility of the unit/department, instructor, and/or faculty member to meet with the hard-of-hearing/deaf student to determine reasonable alternatives. A list of possible alternatives (not all inclusive) follows:

1. If the individual interpreter for that particular class agrees to interpret the video/DVD/film, the department will be responsible for additional wages incurred by the interpreter for the extra preparation time it will take to review the media transcript, if available, and/or preview the video. Interpreters must be informed one week in advance of the assignment.
2. If a captioned video/DVD/film is not available, then the hard-of-hearing/deaf student and interpreter may be given a copy of the script (if available) one class meeting prior to the showing. It is the responsibility of the instructor to contact the publisher to obtain a copy of the script.
3. The instructor may offer an alternative assignment to the student in place of viewing a non-captioned video/DVD/film to the class. Alternate assignments should be decided upon on an individual basis between the professor and hard-of-hearing/deaf student.
     Possible alternatives could include:
            -providing in-depth copies of the instructor’s notes on the video/DVD/film to make certain the student is given full access to the main points of the media presentation.
            -allowing the hard of hearing student to view the video/DVD/film additionally on his or her personal time with a copy of instructor notes.

The Role of the Office of Disability Services
It is the responsibility of the Office of Disability Services to:
1. determine reasonable accommodations, auxiliary aids, and services based upon documentation presented by the individual.
2. provide the following services for eligible hard-of-hearing/deaf individuals:
            - a qualified Sign Language Interpreter; and/or
            - a C-Print Typist; and/or
            - assistance in locating a peer note-taker.
3. inform professors and instructors when a hard-of- hearing/deaf student using an Interpreter, or C-Print will be present in their classroom. Notification generallywill be provided within three working days of ODS receiving a finalized schedule; timely notification is dependent upon the voluntary disclosure by the student.
4. provide the university community with general informative materials regarding:
            -captioned videos;
            -working with a hard-of-hearing/deaf individual & interpreter;
            -interpreter responsibilities;
            -C-Print information;
            -accessible media; and
            -requirements of the Americans with Disabilities Act and Section 504 & 508 of the Rehabilitation Act.

For assistance, please contact the Office of Disability Services at 521.6695.

Outsourcing for Captioning Protocol

Upon receiving approval from the captioning committee to have films outsourced, each department must follow the procedure outlined below:

Each department may contact the vendors listed on the following form by phone, email or through their website to request a quote for captioning the media. You MUST have written permission from the vendor to request captioning a film.

Please keep in mind that a minimum of three quotes from the list of agencies attached should be obtained and submitted to the Purchasing department at UNCP.

Purchasing Guidelines:

If the cost is between $2,500-$5,000, three quotes must be obtained to show competitive pricing. Once the three quotes are submitted to Purchasing, your departments Buyer will verify and grant approval for films to be captioned.
If the cost is exceeds $5,000 it must follow the bid process. Purchasing must receive a scope of work (what is expected of the vendor). Please contact the Purchasing Dept at 6241 for further assistance on exact criteria for preparing a ‘scope of work’.

Please review the following chart:

Amount	Competition Documentation	Acquisition Method	Payment Vehicle

$0.01 to $2,499.99	None mandated	Requisition/PO	Invoice/Check
		Small PO (if < $750, non-equipment & not delivered)	Invoice/Check
		P-card (if < $1,499.99 non-equipment)	P-card (monthly reconciliation)

$2,500 to $4,999.99	3 quotes obtained & documented by department	Requisition/PO	Invoice/Check

$5,000 to $24,999.99	3 quotes obtained & documented by UNCP Purchasing	Requisition/PO	Invoice/Check

$25,000 to $150,000	RFP posted by Purchasing on IPS website	Requisition/PO	Invoice/Check

> $150,000	RFP issued by P&C	Requisition/PO	Invoice/Check

Outsourcing for Captioning Agencies

Automatic Sync Technologies and CaptionSync
Kara Stark
Automatic Sync Technologies
www.automaticsync.com/caption
Phn: 877-278-7962 x715

CaptionMax
John Mazza
Vice President Sales & Finance
CaptionMax Inc
Direct Dial: 612.656.1042

Visual Data Inc.
Sharon Nichols
Visual Data Media Services, Inc.
145 West Magnolia Blvd.
Burbank, CA 91502
310-465-7327 (cell)
818-558-3363 x129 (office)
818-845-2550 (fax)
www.visualdatainc.com

Video Caption Corporation
Constance Carlson
Vice President, Sales & Marketing
6030 Route 82, Suite 203
Stanfordville, NY 12581
800-705-1204 (phone)
800-705-1207 (fax)
ccarlson@vicaps.com
www.vicaps.com

Updated: Wednesday, May 11, 2011

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