Live transcription/closed captioning during Tufts Zoom meetings is powered by Otter.ai. Best practice for closed captioning is to enable it for meetings with 15 or more attendees AND when a participant requests it regardless of meeting size. Closed captioning should be the default and should always be enabled for symposiums, colloquiums, conferences, and other public meetings.
Notes about the live transcription feature:
- In order to use the feature, the scheduler of the Zoom meeting must have the live transcription service enabled in their Tufts Zoom settings before the meeting AND turn it on during individual meetings.
- This service is enabled by default in Tufts Zoom account settings, but can be disabled if desired.
- Only hosts can turn the live transcript feature on during meetings. Co-hosts cannot do it for them.
- The automatically-generated transcript can be viewed as closed captions within the Zoom window, as well as a full transcript on the right-hand side of the window.
- The full transcript is searchable during the meeting and will indicate which participant said what.
- For privacy reasons, the ability for participants to save the full meeting transcript is disabled in Tufts Zoom account settings. However, this feature can be enabled if necessary.
- If a copy of the full meeting transcript is desired, it is recommended that a host/co-host record the meeting to the cloud and use Zoom's automatically-generated transcript.
- Log in to tufts.zoom.us with your Tufts username (e.g. jjumbo01) and password.
- Click Settings in the left-hand navigation menu.
- Go to the “In Meeting (Advanced)” section and find the “Closed captioning” option.
- By default, the “Closed captioning” option is set to ON.
- Also by default, the box next to the “Enable live transcription service…” option is checked. This enables the automatic live transcription feature and allows the host to turn it on during meetings that you scheduled.
- For privacy reasons, it is recommended that you leave OFF the "Save Captions" option that is located immediately under the "Closed captioning" options. This will prevent participants from saving the full meeting transcript, which could then be shared will people outside of the meeting.
- Click the Live Transcript button in the bottom toolbar and click Enable Auto-Transcription.
- A message will appear in your meeting window to confirm that live transcription is now on.
- If you need to turn off the feature, click the Live Transcript button again and click Disable Auto-Transcription.
Once the Auto-Transcription feature has been enabled by the host, individuals can decide how they wish to use the feature.
If you are the host, click on the up-arrow next to the Live Transcript button. Other participants can simply click on the Live Transcript button itself.
A menu will appear where you can:
- Show/hide the transcript as subtitles at the bottom of the meeting window.
- Show/hide the full transcript in a panel on the right-hand side of the window. The full transcript is searchable and indicates who said what.
- Manage your own subtitle settings (i.e. the size of the caption text within your Zoom window).
Tips for Schedulers/Hosts
- Closed captioning should be the default and should always be enabled for symposiums, colloquiums, conferences, and other public meetings.
- Closed captioning should be enabled for meetings with 15 or more attendees AND when a participant requests it regardless of meeting size.
- Notify participants that live transcription/closed captioning will be used so that they are aware, similarly to how you would notify participants if the meeting was being recorded.
- Also explain how participants can access the transcript/closed captions.
Tips for Speakers
- Speak clearly, pace yourself, and give slight pauses between sentences to allow the transcription service to stay on pace.
- If possible, use an audio headset with an attached microphone so your audio is captured more clearly.
Tips for Everyone
- To minimize distractions, keep your audio muted unless you have a question/comment and it is your turn to speak.
- If you do speak, do so loudly, clearly, and pace yourself.