A Guide to Planning Accessible Meetings

Speech To Text Translation Services

Another way of making spoken information accessible to some people who are Deaf or hard of hearing is through the use of speech-­to­-text services such as Communication Access Realtime Translation (CART), C-­Print, and Typewell. Each of these services uses a specially trained professional to transcribe or transliterate spoken language into text while the message is being spoken.

These services are considered auxiliary aids and services under the ADA and may be used instead of a sign language interpreter for those who do not sign, or may be used in addition to a sign language interpreter in some cases. For example, in a meeting where a formal presentation will be made using highly technical language followed by small group discussions, a Deaf or hard of hearing person may prefer to use a speech-­to­-text service for the presentation so that all technical language is translated exactly. However, they may prefer to use a sign language interpreter for the small group discussion because speech-­to­-text services are difficult to move around the room and do not capture group discussions as well.

In a meeting with multiple individuals who are Deaf or hard of hearing, some may choose to use an interpreter while others prefer speech-­to­-text, and so both would be used simultaneously. As hearing loss increases with age, more and more attendees will benefit from speech-­to­-text translation services. Descriptions of each are summarized below from the organization Hands and Voices:

• Communication Access Realtime Translation (CART): CART is a word-for-word (verbatim) translation produced by a court reporter using a stenograph machine and software. Every word that is said is transcribed on a screen at speeds of up to 225 words per minute. CART can also be provided remotely. In that case, the room must be equipped with a telephone line and speaker phone for the CART writer to hear the proceedings, and an Internet connection and computer for the user to see the CART text.

• C-Print and Typewell: These programs provide meaning-for-meaning (not verbatim) interpretations of what is spoken, produced by typists specially trained in using text-condensing strategies. They use a regular laptop and software that is designed to minimize key strokes. Fewer words are produced while all general meaning is conveyed.

In all cases, the words can be displayed on a laptop if only one or two individuals are using the service, or they can be projected on a large screen for the whole room to see. These services can also be used to produce a printed transcript of what was typed, which can be given to individuals in place of notes or used as an official record of the meeting. CART is typically considered more accurate than meaning-­for­-meaning services, though may be more expensive.

Set-up and Placement of Talk-to-Text Services

Ask the speech-­to­-text service providers if they need a small table for their laptop and/or equipment. They will need access to electrical outlets for their equipment. If they are displaying text on a large screen or several monitors for multiple people, they will likely be positioned toward the front of the room near the screen where the text will be displayed. If they are displaying the text on a laptop for only one or two individuals, they should be positioned in close proximity to those individuals. Placement decisions should be made in consultation with the service provider and the individuals using the service.

Finding CART Providers

Information about CART, including information about equipment for consumers and providers, and/or provider listings or referrals:

• National Court Reporters Association (NCRA)

• Captioning Matters (created and maintained by NCRA)

• National Association of the Deaf

• Stenosearch

The Office for Deaf and Hard of Hearing in each state generally makes available lists of American Sign Language (ASL) and other interpreters as well as CART providers.

Costs of Speech-To-Text Services

Rates for speech-­to­-text services vary considerably. Some providers will charge an hourly rate and may have different rates for preparation time, typing time, and time spent editing a transcript. Others may charge an appearance fee and a per-­page fee for a printed transcript, plus an hourly rate for any editing they do before turning over the transcript. The skill and availability of service providers and the area where the meeting will be held can all affect the rates for these services. Providers may also charge additional fees for displaying the transcript to a larger audience.