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Captioning Services (Speech-to-Text)

How to Access Captioning (Speech-to-Text) Services

Procedures for Obtaining Captioning Services

Students, faculty, staff, and other persons with disabilities who attend or participate in Texas State sponsored activities, programs and services are entitled to reasonable and appropriate accommodations to facilitate such participation according to federal law and university policy. For a person who is deaf or hard of hearing, the services of a Captionist is a reasonable and appropriate accommodation. A request for Captionist services may be made by a deaf or hard of hearing person or by a Texas State representative; however all requests for students should be coordinated through the Office of Disability Services (ODS).

Questions regarding Captionist services should be directed to the ODS Deaf and Hard of Hearing Coordinator,, 512.245.3451, Suite 5-5.1, LBJ Student Center.

Captionists for Classes

To request Captionist services for academic classes (first class day to last class day), complete and submit the following Schedule/Request for Captionists form to the Deaf and Hard of Hearing Coordinator as soon as classes are scheduled for the upcoming semester. It is important to submit your schedule at least two weeks before the start of the semester so the ODS has sufficient time to locate interpreters whose skills best meet your communication needs. If you make a schedule change, notify the Deaf and Hard of Hearing Coordinator immediately.

The ODS will provide information to faculty who will have a Captionist in their class regarding best practice for effective communication with deaf and hard of hearing students

Captionists for Final Exams

To request captioning services for a final exam, submit a request: 1) via the Schedule/Request for Captionists form, 2) in person (complete the “Final Exam Schedule” form), 3) email the Deaf and Hard of Hearing Coordinator. Two weeks notice prior to the last class day is recommended. Captionists will not be provided for final exams unless requested.

Captionists for Meetings and Special Events

  1. Fill out the Schedule/Request for Captionists  or contact the ODS directly at 512-245-3451, Suite 5-5.1, LBJ Student Center for more information.

  2. The ODS must receive the request 72 hours prior to the start of the event.

  3. The ODS will schedule a qualified captionist(s) from the Texas State captionist pool.

Questions regarding captioning services should be directed to the ODS Interpreter Coordinator, 512.245.3451, Suite 5-5.1, LBJ Student Center.


If you know 24 hours or less that you will not be attending a class or scheduled meeting, email the Deaf and Hard of Hearing Coordinator or contact the ODS at 512.245.3451 or by email immediately. If the cancellation is more than 24 hours you can submit a cancellation: 1) via the web, 2) in person (complete a “Cancellation Form”), 3) by phone, or 4) email the Deaf and Hard of Hearing Coordinator. We ask that you provide notice of cancellation at least 24 hours in advance so that we can cancel or reschedule captioning services.


The ODS understands that situations can arise at the last minute that may prevent a student from attending a class. Therefore, the ODS allows 3 “No-Shows” per class, per semester before captioning services are cancelled for that class. A “No-Show” is defined as any cancellation with less than 24 hours notice.

The first “No-Show” is FREE allowing for a conflict that arises at the last minute. After the second “No-Show” in the same class, you will be sent a written reminder about the “No-Show” policy. After the third “No-Show” in a class, captioning services for that specific class will be suspended until you meet with the Deaf and Hard of Hearing Coordinator to reinstate services. After the fourth “No-Show” in a class, services for that specific class will be canceled for the remainder of the semester. Special circumcstances may be presented to the Director in order to reinstate services. After the meeting, services may be reinstated for the class. If you have any questions regarding the “No-Show” policy contact the Deaf and Hard of Hearing Coordinator.

Student Responsibilities When Using Captionists

  1. INTRODUCE yourself to each professor and discuss any accommodations you may need for that class,
  2. ARRANGE for note takers, lighting and closed captioning accommodations in each class,
  3. NOTIFY the Deaf and Hard of Hearing Coordinator of any changes in your schedule,
  4. SCHEDULE meetings with professors or other university staff as needed
  5. CANCEL captioning services with a minimum of 24-hours advance notice if you are unable to attend class or a meeting,
  6. BE ON TIME, unless the ODS receives prior notification that you will be late for a class, the Captionist will wait no more than 15 minutes outside the classroom for you to arrive,
  7. NOTIFY the Captionist of your arrival to class,
  8. ARRANGE for tutoring or other academic support as needed,
  9. REQUEST Captionists for special meetings a minimum of 72 hours (3 business days) in advance,
  10. CONTACT the Deaf and Hard of Hearing Coordinator if you are having difficulty with accommodations in a class, or if you have questions regarding accommodations,
  11. REQUEST Captionists for final exams.

The Role of Captionists

It is important to remember that the role of the Captionist is to facilitate communication between you and other individuals. The Captionist will not serve as a note taker, tutor, counselor or advisor. Feel free to communicate directly with your Captionist telling them what you like and/or dislike regarding their captioning style. If you cannot resolve a problem that may arise with one of your Captionists, schedule an appointment with the Deaf and Hard of Hearing Coordinator.

Feedback and Evaluation of Captioning Services

Students who use captioning services should contact the Deaf and Hard of Hearing Coordinator immediately if problems arise. In addition, each student who is using captioning services should email, if they would like to submit feedback on our services.