• To ensure deaf participants always see the Interpreter video, pin the Interpreter’s window in Zoom.
• If there is more than one interpreter, captionist or deaf participant then all will need to be pinned in order to ensure smooth transitions between providers. This is achieved by the host enabling the “multi-pin” option.
  • Provide permission to participants for multi-pinning of Zoom videos
  • Select the participant’s name, access the “more” option, then select “allow to multi-pin.”
• Select “side-by-side mode” to view a split screen showing both the presenter’s screen and the pinned interpreter.
• If desired, participants can use a second device to increase flexibility of screen viewing. For example, a computer displays the presenter’s screen and a tablet/phone displays the pinned interpreter.
• Participants can also choose to hide all non-video attendees for easier access to the interpreter’s video.
• If breakout rooms are utilized, interpreters must be assigned to the same room as the deaf/hard-of-hearing participant(s).
• Click here for a video that provides additional tips for how to use an interpreter on Zoom

Host instructions

• The captionist will need to be assigned as “captionist” before starting.
• Open the participant list.
• By the captionist’s name, select the “more” button.
• Select “assign to type Closed Captions”. A blue “CC” icon will appear once connected.
• Participants will now be able to turn captions on or off by using the “CC” or “more” button in the Zoom toolbar.
• If you are utilizing breakout rooms, you will need to assign the captionist to the same room as the deaf/hard-of-hearing participant.

Participant Instructions to Enable Captions in Zoom

• Select the “CC” button or the menu arrow/caret next to the “CC” button to select “show subtitles.”
• You may also choose “View Full Transcript” to see the transcript in the side panel of the meeting.
• When the instructor starts speaking, the captions will appear on the bottom of your Zoom screen.
• Font size of the subtitles can be changed.
• If a problem arises, utilize the chat box and/or text message to send your captionist a message.

In-person Participant with a Remote Captionist

• Sit in the front of the room, near the speaker/instructor.
• Make sure your device is fully charged and sit near an outlet.
• Log into the provided Zoom meeting and make sure you are unmuted; video is not required.
• Use the CC button in Zoom to enable captions.
• Use the chat feature to send your captionist a message if needed.

• Use “Spotlight” to keep the interpreter visible at all times.
• Right-click on the interpreter’s video and select “Spotlight” to keep their video in view.
• If the host spotlights the interpreter, their video will be visible to all participants.
• If multiple interpreters are present, ask the host to spotlight both or use Gallery View to manually pin them.
• Use “Large Gallery” or “Together Mode” for better visibility of multiple video feeds.
• Consider using a second device to view the interpreter separately from shared content (e.g., one device for slides, one for interpreter video).
• Participants can hide non-video participants to reduce screen clutter and focus on the interpreter.

• Use Spotlight to ensure the interpreter’s video is visible to all participants.
• Right-click on the interpreter’s video and select “Spotlight”.
• Enable pinning for participants so they can control their own view.
• Assign interpreters to the same breakout room as the deaf/hard-of-hearing participant.
• Communicate with interpreters ahead of time to coordinate roles and room assignments.
• If breakout rooms are used, interpreters should be assigned to the same room as the deaf participant.

Host Instructions

• Teams supports live captions and CART via third-party integration.
• For built-in captions: Participants can enable captions by clicking “More” (three dots) > “Turn on live captions”.

Participant Instructions to Enable Captions in Teams

• Click the “More” (three dots) menu in the toolbar.
• Select “Turn on live captions”.
• Captions will appear at the bottom of the screen.
• Teams also offers transcripts after the meeting if recording is enabled.
• Font size and layout are not customizable in Teams captions, but external CART links may offer more flexibility.
• If issues arise, use the chat box or text message to communicate with the captionist.