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Plain Language 101

Guiding Principles

• Language may be a barrier for people accessing С��è��ý programs, activities and events
• We are a public institution with a duty to serve our whole community
• People have a right to meaningful communication access 
• Access to information is a basic human right

Key Decision Points

• Who is the target audience?
• Is this a public facing document, media asset?
• If it is a recording, is it durable (will it be used frequently over time)?
• What is the scale of use (how many participants/viewers are anticipated)?
• Is this an open event (anyone could come) or is registration closed (individual invites)?

Audio Description

This is a way to make sure information that is presented visually is accessible. To see an example of a video with Audio Description see our page on media captioning and audio description.

• In live events, Audio Description is often provided by either presenters directly (who make sure sure to fully describe all visuals as they go) or by support personnel, who might use something like an FM system, to describe information using a microphone that is transmitting sound to other people who are using a receiver to listen. In these situations a person might be using an earbud to listen to the describer while keeping one ear open to the room. 
• In pre-recorded media like movies and TV shows, Audio Description (AD) is often a setting that can be enabled (like the way captions are enabled). For broadcast content, it is often a different voice that cuts in between spoken content to describe what is happening on screen visually. 
• For class materials like lecture recordings, Extended Audio Description is often used. This option can be enabled in media players like Kaltura or AblePlayer. For this content, it is usually a timed text file that is used. This allows the descriptions to be read, heard, or accessed as braille. Using the text based audio description approach for videos allows the video to be paused, so more information can be provided than would fit in the natural pauses or gaps.

When to request Audio Description 

• Example -You are coordinating an event and received a request for Audio Description.
• Example -You are creating durable materials such as videos, slide decks, etc. that have visuals that are not described in the primary narration, and may be used/posted on public facing websites, or used repeatedly in a training or course.
• Example -Theater productions, signature С��è��ý events, graduation, in-service or other performances that are open to the public whether in person, streamed live, or recorded. We know at a certain point critical mass is reached and within the community we serve there will be a person in attendance who will benefit from Audio Description.  

Transcription & Captioning 

These are ways to share information presented auditorily in a text based format. Automatic transcription and captions are available in Google Meet, Zoom, and other platforms, and while they can be helpful for many people, they will not usually be accurate enough to ensure access for those who are relying on them fully. Services through Accessible Ed ensure that things like speaker identification, sound effects, and music description for multimedia materials are all accurate.

• Transcription Services:
  • CART Captioning – known in the industry as Communication Access Real-time Translation, the near instant verbatim translation of the spoken word into English text by a provider using a stenotype machine, computer and real-time software. 
  • TypeWell or College approved equivalent – a transcription service which accurately conveys the essential meaning of what is said in a clear, concise text format using a computer and meaning for meaning abbreviation software.

• Captioning is a feature most of us have grown accustomed to. Captions provide a text equivalent for the audio portions of videos and can also be displayed at live events. They can be created automatically or by humans, and there are differences in how the process works for live events vs pre-recorded media.
  • At С��è��ý, we have staff members who do captioning work, as well as training for content creators, and vendors who can do work on a fee for service basis under multi-year statewide contracts. 
  • Settings to display captions are available in media players like YouTube and Kaltura, in online platforms such as Zoom or Google Meet, or at live events like graduation or forums where they are being broadcasted and displayed on a screen.

When to request Transcription or Captioning 

• Example – You are creating an event which has been advertised with a point of contact to request accommodations and you have received a request for CART or captioning.
• Example – Captioning for a live event like graduation or in-service.  We know at a certain point critical mass is reached and within the community we serve there will be a person in attendance who will benefit from captioning.
• Example – Captioning for pre-recorded materials like for a С��è��ý presidential address going out to all staff in a video format, or a training module online that will be utilized repeatedly by multiple people, or a course video that will be used each term.

Interpretation

This is a way to ensure information that is presented verbally/auditorily is accessible to Deaf, DeafBlind or for people who do not speak the majority language at an event. 

• С��è��ý has been providing ASL interpreting services for key public events for many years.  We are now working to incorporate Spoken Language interpreting services too.
• When you are tailoring an event, think of the people and language who make up the audience you anticipate or want to attend the event.  
• Consider who is left out if interpretation is not provided
• At С��è��ý, we have staff members and casual employees who do ASL interpreting, and vendors who can do work on a fee for service basis under multi-year statewide contracts who may provide ASL and spoken language interpreting services. 
• When applying for grants that receive federal funding, Translation and Interpretation services for the key languages in our service area and for ASL should be considered. It helps make funding available to apply our values in the area of equity and belonging.

When to request Interpreting 

ASL (Live or post production)

• Example – You are creating an event which has been advertised with a point of contact to request accommodations and you have received a request for ASL Interpreting.
• Example -Theater productions, Commencement, Signature С��è��ý Events or other performances that are open to the public whether in person, streamed live, or recorded. 
• Use Case Example -You are creating durable materials that include a spoken component (videos, multimedia presentations) that may be used/posted on public facing websites, or to be used repeatedly in a training or course.

Spoken Language (telephone, video, in-person) 

• Example-On-Demand telephone interpreting
• Example – Dreamer events 
• Example – Recruitment to a specific demographic, community forums regarding Bond measures/voting open to the public, or other stakeholder involvement efforts.

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This is a way to transfer written material from one language into another language.

• This helps make sure information presented in a written format is accessible to all С��è��ý community members, regardless of written and/or reading comprehension of English. 
• It allows С��è��ý community members to receive written communications and access to information such as special programs, services, and funds that would otherwise be unknown and unavailable to them based on Reading & Writing ability in English.
• When you are tailoring a flier, email, or document: 
  • Consider your target audience: who will benefit from this information and who is being left out if it is in English only.
  • Use tools to review reading level, and use “plain language” whenever possible. 

When to request �հ����Բ������پ��Dz���

• Example: You are creating a form or public facing website page with a target audience that includes our whole С��è��ý community, and it contains information which needs to be accessed by all of С��è��ý community members.
• You are creating durable materials (videos, slide decks, Power points) that may be used/posted on public facing websites, or will be used repeatedly in a training or course for people whose native language is not English.
  • Example – Emergency situations, or public health communications such as COVID grant applications and resources, etc.
  • Example – С��è��ý policies around the student code of conduct, Title IX, care and conduct communications, etc.
  • Example – Outreach events or public community forums, such as those regarding Bond measures/voting.