St. Cloud State University Policies & Procedures

Multimedia Captioning Link☍

Create PDF: Multimedia Captioning

Current Status: Approved

Policy Type: All University

Effective Date: 12/09/2013

Last Updated: 04/04/2021

Applies To: Students, Faculty, Staff

Responsible University Officer: Vice President for Strategic Enrollment Management

Policy Owner: Office of Information Technology

Policy Contact: Office of Information Technology

Rationale

St. Cloud State University is committed to promoting an inclusive community of faculty, staff, students, and visitors by providing accessible opportunities for engagement in university sponsored teaching and learning, research, creative endeavors, scholarship, service, recreation, and civic involvement. The commitment to providing opportunities that are accessible to a wide range of participants is in keeping with our defined vision of offering an intellectually vibrant, inclusive, and diverse campus community.

Policy

All multimedia materials purchased or procured by St. Cloud State University or by a unit of St. Cloud State University or by an individual/entity contracted with St. Cloud State University on or after January 1, 2014, and intended for university-sponsored instructional, informational, promotional, or recreational purposes will be captioned.

SCSU will comply with requests to accommodate students, faculty, and staff as required by Section 504 of the Rehabilitation Act and the American’s with Disabilities Act. The policy owners will seek to provide and support universal design as feasible and desirable.

Procedure

This procedure provides university community members with guidance in the purchasing, procurement, or preparation of accessible multimedia materials for use in university-sponsored instructional, informational, promotional, and recreational processes/activities.

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

Purchase/procure and use captioned versions of multimedia materials used for university-sponsored instructional, informational, promotional, or recreational purposes within their unit/department;
When replacing any non-captioned version of the multimedia material substitute a captioned version of the same multimedia material;
When replacing any non-captioned multimedia material substitute alternative multimedia material that is captioned;
Obtain publisher/owner permission to have captions added to non-captioned multimedia material and then have captions added to the material at unit/departmental/individual expense before the material is used by the unit/department/individual, when it is determined there is no captioned alternative available;
Use multimedia display equipment that is equipped to display captioning on demand.

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

Determine whether the Fair Use doctrine supports captioning of non-captioned multimedia material without owner/publisher permission;
Obtain permission to caption previously purchased/procured/produced non-captioned multimedia materials from the owner/publisher of the material when captioning is not supported by the Fair Use doctrine;
Transition multimedia material holdings into captioned (accessible, universally designed) products;
Determine if a non-captioned version of multimedia material is essential to a course outline or may be deleted from the syllabus;
Determine whether a non-captioned version of multimedia material is essential to the overall meaning, intent, or value of an activity or offering or may be deleted or replaced with captioned multimedia material.

Frequently Asked Questions

1. Do students need to caption multimedia materials they produce as part of a course assignment?

No, but the idea of producing and using accessible materials could be talked about as part of classroom conversation.

2. Are individuals creating and posting multimedia materials on university or third party sites such as YouTube, comivideo and Vimeo required to caption or provide transcripts?

Doing so is strongly encouraged when students, faculty or staff members create the materials.

Keywords

Multimedia, captioned, non-captioned, multimedia substitute, accessibility , The Individuals with Disabilities Education Act (IDEA), creative endeavors, inclusive community, civic, Rehabilitation Act, Fair Use doctrine, American’s with Disabilities Act, university-sponsored, taped texts, interpreters,

Supporting Documents (Forms, Instructions)

Supporting URLs

Websites, Related External Documents, Statutes

Americans with Disabilities Act

Fair Use Doctrine

Minnesota Statute 325I.05 ( Video Captioning)

Minnesota Statute 363A.13 ( Educational Institutions)

A Guide to Disability Rights Laws

Section 504, Rehabilitation Act of 1973

Definitions

Multimedia materials

Multimedia material is material that transmits content in audible and/or visible form. Include, but are not limited to, materials such as videos, DVDs, films, CD-ROMs, voice recordings, television broadcasts, and web-based presentations.

Contacts

Responsible University Officer Woods, Jason L. Vice President for Strategic Enrollment Management	jlwoods@stcloudstate.edu 320-308-5455
Owner Jorgensen, Gregory S. Office of Information Technology	gsjorgensen@stcloudstate.edu 320-308-4804
Owner Yale, Brandie L.	brandie.yale@stcloudstate.edu --
Contact Jorgensen, Gregory S. Office of Information Technology	gsjorgensen@stcloudstate.edu 320-308-4804
Contact Yale, Brandie L.	brandie.yale@stcloudstate.edu --

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Non-St. Cloud State Users: Email comments to policy@stcloudstate.edu