What's Changing?
The U.S. Department of Justice has issued new regulations that affect how we deliver live online instruction.
Starting April 24, 2026, all live online instruction must include real-time captions with speaker identification. This applies to every synchronous online class, regardless of whether any student has requested accommodations.
Proactive Captions
Captions must be available for ALL sessions, not just upon request. This is a major shift from previous policy.
Speaker Identification
Captions must make clear who is speaking, especially in discussion-based courses with multiple participants.
Real-Time Delivery
Captions must appear synchronized with live speech, not added later. This affects all live Zoom sessions.
Universal Access
Benefits everyone: deaf/hard of hearing students, ESL learners, those in noisy environments, and students who learn better with text.
Why This Matters
Legal Consequences
- Office for Civil Rights complaints
- Loss of federal funding
- Legal action from students
- Course restrictions or closure
Student Benefits
- 98.6% of caption users say they're helpful
- 75% use captions as a learning aid
- 52% report improved comprehension
- Benefits extend beyond disability accommodations
What's Required?
Understanding the federal requirements under WCAG 2.1 Level AA standards.
- All synchronous online courses
- Hybrid/HyFlex courses with live components
- Live-streamed lectures and presentations
- Office hours conducted via Zoom
- Committee and department meetings (public)
- Any live audio content accessible online
- In-person-only classes with no online component
- Asynchronous content (separate, existing requirements)
- Private one-on-one meetings
- Internal staff meetings without public access
Note: Pre-recorded videos have required captions for years - that's not new.
Previously, captions were provided "upon request" through disability accommodations. Now, captions must be proactively available for ALL students in ALL live sessions, regardless of whether anyone has requested accommodations.
How to Enable Live Captions in Zoom
Follow these steps to ensure your live classes are compliant.
Turn On Zoom Auto-Captions
This is the essential first step for every live class session.
- Start your Zoom meeting as usual
- Look for the
Live TranscriptorCaptionsbutton on the toolbar - Click it and select
Enable Auto-Transcription - Captions will now appear for all participants who enable them
Update Your Zoom Display Name
Your display name helps automated captions identify you as the speaker.
- Before your meeting, click on your name/video
- Select
Rename - Change to include your role: "Dr. Smith - Instructor" or "Prof. Garcia"
- This name will appear in captions when you speak
Implement Speaker Identification Practices
Federal standards require that captions identify speakers so viewers can follow multi-speaker discussions.
Use their name when acknowledging them:
This helps both automated captions and students following along identify who is speaking.
Always repeat or paraphrase questions with the student's name:
This ensures both the question AND the speaker are captured in captions.
A hearing student can see who's raising their hand. A deaf or hard-of-hearing student using captions needs the same information. Without speaker identification, captions don't provide equivalent access.
Make It a Habit
Add caption activation to your class startup routine.
- Create a "Class Startup Checklist" (physical or digital)
- Include "Enable Live Transcript" as a mandatory item
- Consider adding a reminder slide to your presentation
- Record occasionally to review caption quality
Best Practices for Caption Quality
Simple techniques to improve caption accuracy and readability.
- Speak clearly and at a moderate pace
- Pause briefly between speakers
- Avoid talking over others
- Minimize background noise
- Use a quality microphone when possible
- Position microphone 6-12 inches from mouth
- Structure discussions: "I'm calling on Ahmed, then Lisa, then Carlos"
- Use students' names when calling on them
- Repeat questions with attribution
- Summarize key points periodically
- Manage overlapping speech
- Use name tents or seating charts
- Have in-person students also join Zoom individually
- Students can join muted with camera optional
- When speaking, student unmutes personal device
- Captions show student's name automatically
- Use headphones to prevent audio feedback
- Always repeat student questions with names
- Example: "Excellent question from Alex about cellular division..."
- Summarize discussions: "Building on Jamie's point..."
- Self-identify: "This is Dr. Smith speaking..."
- Document your compliance efforts
Sample Meeting Opening Script
Frequently Asked Questions
Common questions about the new captioning requirements.
- Funding through the California DECT Grant for enhanced captioning services
- State funding specifically for captioning services
- Minimizes or eliminates cost to departments
- Covers both live captioning and post-production editing
Your Action Checklist
Complete these steps to ensure your courses are compliant.
This Week's To-Do List
Don't wait until April 2026 to build these habits. Starting now gives you time to get comfortable with the workflow and identify any issues before the compliance deadline.
Compliance Timeline
Key dates and milestones for the captioning requirements.
Get Help & Resources
Contact information and additional resources for support.
Accessibility Questions
Scott McAfee
Access Coordinator
[REDACTED]
Mon-Thu, 8:00 AM - 5:00 PM