CART (Communication Access Realtime Translation) is a real-time captioning service provided over the internet by Accurate Realtime Inc. using secure streaming software platforms.
This accessibility service is primarily designed for individuals who are Deaf or hard of hearing, but it is also highly effective for:
- Participants with English as an additional language (EAL)
- Individuals with auditory processing challenges
- Organizations requiring accurate meeting minutes or transcripts
A specially trained stenographer listens to the event audio via a live audio source (such as Zoom, Skype, or telephone) and uses a shorthand stenotype machine to produce a near-verbatim record in real time. Like television captions, the text appears instantly on participants’ computers or smart devices.
This service is known as remote CART captioning because the captioner and participants are in different locations. CART captioning can be delivered to any internet-connected device anywhere in the world.
When Is CART Captioning Used?
1. Accessibility and Equal Participation
CART captioning ensures full participation for individuals who may otherwise face communication barriers due to hearing loss or language challenges. It allows all attendees—whether present or remote—to access the spoken content equally.
If a transcript is requested, it can also be used to generate accurate meeting minutes, ensuring that everyone knows what occurred, regardless of attendance.
2. Memory and Reference Tool
A verbatim transcript serves as a valuable reference document after the meeting. In situations involving complex discussions or extensive debate, the transcript can clarify decisions and resolve misunderstandings. While not an official record, it is an excellent aid for minute creation and follow-up.
3. Better Use of Staff Time
When CART captioning is provided, staff members assigned to take minutes can focus on participating in the meeting rather than attempting to capture every word. The captioner ensures a complete and accurate record.
Tips for Effective Use of CART Captioning
To maximize caption quality and accessibility, we recommend the following best practices:
- The chair or facilitator should actively monitor meeting accessibility and model good communication strategies.
- Ask all speakers to identify themselves each time they speak (e.g., “John D. here”). This is especially important when multiple participants share the same name.
- Place a visible reminder near the microphone prompting speakers to identify themselves and speak clearly.
- Maintain a speakers’ list to support orderly turn-taking.
- If moving a microphone, lift it rather than dragging it to avoid disruptive noise.
- Minimize background noise such as paper shuffling, binders, candy wrappers, or side conversations.
- If no floor microphone is available, the facilitator should repeat or paraphrase comments from the room.
- Participants joining remotely should mute their microphones when not speaking to prevent feedback.
- Spell unfamiliar names or technical terms aloud or type them into the meeting chat.
- Use the text chat feature for clarification without interrupting the meeting.
- Remember: the more information provided in advance, the higher the caption quality.
- Clear, high-quality audio always results in better captions.
Booking CART Captioning Services
To ensure availability and proper preparation, we request:
- At least one week’s notice, or a minimum of 48 hours, when booking CART captioning services
(CART providers are also broadcast captioners and court reporters and are often booked well in advance.)
Required Booking Information
After booking, we will send a booking information sheet requesting:
- Meeting title
- Date and time (including time zone)
- Name and contact details of the booking organizer
- Location (virtual or in-person)
- Agenda
- Chair or facilitator name
- List of participants
- Presentation materials and relevant emails
Emails are especially helpful, as they often contain participant names, acronyms, and background context.
Using this information, we create a job-specific dictionary unique to your meeting. If the same group meets again, the dictionary continues to grow, resulting in increasingly accurate captioning.
Connectivity and Setup
- Prior to the meeting, we send a Connectivity Particulars email to all relevant parties, including streaming links (Zoom, StreamText, Skype, etc.) and contact information.
- To prevent delays, CART captioners are online 10 minutes before the scheduled start time.
- We ask organizers to allow 15 minutes before the meeting to confirm connectivity.
Cancellation Policy
In the unlikely event that CART services must be cancelled:
- Written notice must be received at least 48 hours in advance to avoid charges.
- Cancellations within 24 business hours will be billed for the first day’s CART services.
- Same-day cancellations are billed at the estimated full cost of the first day.