Disability Support Services

Deaf & Hard of Hearing Services

Guidelines and Procedures for Interpreters
& Captioners

The following Guidelines and Procedures were developed to define responsibilities, to outline expectations of Sign Language Interpreters and Real Time Captioners, to standardize program practices, and to identify roles as prescribed by the National Association of the Deaf (NAD) and the Registry of Interpreters for the Deaf (RID) Code of Professional Conduct.


For Interpreters

Interpreters at De Anza College adhere to the NAD-RID Code of Professional Conduct.

As situations deem it necessary for Deaf Services Policies to take precedence, consult with the Deaf Services Supervisor for clarification and advisement.

For Captioners

There is currently no official Code of Professional Conduct specifically tailored to Real-Time Captioners in the educational setting. Captioners will adhere to the National Association of the Deaf (NAD) and the Registry of Interpreters for the Deaf (RID) Code of Professional Conduct as applicable to the profession.

As situations deem it necessary for Deaf Services Policies to take precedence, consult with the Deaf Services Supervisor for clarification and advisement.

The standard practice at De Anza College is team interpreting, not relief interpreting. Team interpreting is two or more interpreters

  • functioning as equal members of a team,
  • rotating responsibilities at pre-arranged intervals,
  • providing support and feedback.
Although alternating between primary and support roles, both interpreters are continuously engaged.

Both interpreters must report to each scheduled assignment. If there is a test, lab or captioned video, the staff interpreter will return to the office and the hourly interpreter will remain.  However, if two hourly interpreters are teaming, contact the Supervisor at bradshawdonna@deanza.edu or 408.310.0625 for possible reassignment.   Neither the instructor nor the student has the authority to dismiss interpreters.   Only the Supervisor may release an interpreter from an assignment.

If a problem occurs in a team situation, discuss the issue with the team.  However, if a satisfactory resolution is not achieved, meet with the Supervisor for recommendations.


For Interpreters

During an in-class test, only test instructions are to be interpreted, not the content of the test. Students needing the content interpreted must have prior approval from a DSS counselor.

Interpreters should not provide services if a student's request has not been previously approved by the Supervisor.

For Captioners

If a student leaves the classroom for any reason, suspend writing and resume only when the student returns.

During a test, lab or captioned video, the captioner will remain in the classroom. Neither the instructor nor the student has the authority to dismiss captioners. Only the Supervisor may release a captioner from an assignment.

If a captioner experiences equipment failure during class, record the remaining portion of the class, transcribe the lecture from tape, and e-mail the transcript within the 2-day turnaround period.

The captioner is responsible to transcribe auditory and verbal information while the student is responsible for any written information via a note taker.

Captioners should not provide services if a student's request has not been previously approved by the Supervisor.

If an interpreter will be late for an assignment, inform the team and contact the Supervisor at bradshawdonna@deanza.edu or 408.310.0625.   Conversely, if after 20 minutes a team interpreter has not arrived, contact the Supervisor.  Captioners who will be late for an assignment should contact the Supervisor.

Requests for substitutions should be submitted via e-mail to the Supervisor at; bradshawdonna@deanza.edu, additionally, a Substitute Request form should be completed and submitted to the Supervisor 10-working days in advance.  If requests are less than 10-working days in advance, contact the Supervisor as soon as possible.

For any unexpected absences contact the Supervisor immediately and complete a substitute request form retroactively.

If a class is canceled, contact the Supervisor immediately for possible reassignment.  The interpreter/captioner will receive payment for any cancellation that occurs less than 24 hours prior to the assignment, even if there is no substitute assignment.  If a student drops a class, the interpreter/captioner will receive payment only if the cancellation is less than 24 hours before the next class meeting.

Students are required to request services in advance for finals week and the Supervisor will assign interpreters accordingly.

If a student notifies the Supervisor in advance that they will be late to class, the interpreter or captioner will wait for the student.

Student "No-Show" Procedures

For Interpreters

The following table indicates the required wait time for interpreters. After the wait period has expired, contact the Supervisor to report the "no-show" and to receive possible reassignment.

LENGTH OF CLASS WAIT TIME
One Hour Class 20 minutes
Two Hour Class 30 minutes
Three Hours or More 40 minutes

For Captioners

The following table indicates the required wait time.  After the wait period has expired, contact the Supervisor to report the “no-show” and to receive possible reassignment.  When the classroom situation necessitates the captioner to remain, the captioner can use the time to edit transcripts, build dictionary, or write the lecture for practice until it is possible to leave unobtrusively and at an appropriate time.  If the Captioner writes the lecture for practice purposes, a copy of the transcript must not be provided to the student. 

LENGTH OF CLASS WAIT TIME
One Hour Class Remain in Class
Two Hour Class 30 minutes
Three Hours or More 40 minutes

The Deaf Services standardized format is to display text in an easy-to-read layout.

  1. Remove all unnecessary text such as line numbers and formatting symbols;
  2. Disengage all auto-formatting capabilities to avoid "skipping" or "jumping" of text.
  3. Text should be presented in "ALL CAPS" using a 12-point font, "New Times Roman" or a similar style.
  4. There should be between 12-16 lines of double spaced text per page.
  5. The default margins should be set to1" for the top and bottom and 1.25" for the left and right.
  6. Displayed text should read like a script and include accurate punctuation marks with proper sentence structure.

Student requests for non-standardized formatting must be approved by the Supervisor.

Deaf Services retains sole ownership of transcripts generated by captioners at De Anza College. No transcripts can be sold, distributed or reproduced without consent from the Supervisor and only the student for whom the captioner is assigned is entitled to the transcripts.

Transcripts must be proofread and corrected, but not edited for content, and e-mailed to the student within a 2-day (48-hour) turnaround time.

When saving transcript files to a laptop, indicate the class and date e.g. MATH112-073106. During finals week, transcripts created that quarter must be archived to a folder on a USB drive provided by Deaf Services and labeled according to quarter and captioner e.g. SP2006-ADELACRUZ. The USB drives will be housed in the Deaf Services office and all transcripts must be expunged from the personal laptop by the end of the quarter.

At the end of each quarter, students receive a confidential Interpreter Evaluation form to be completed and returned to the Supervisor.  The Supervisor may provide feedback and comments to the interpreter/captioner based on information extrapolated from these evaluations.  Student evaluations are confidential and anonymous and will not be with the interpreter/captioner.  For reference, see a copy of the Interpreter Evaluation Form or Captioner Evaluation Form.

During the quarter, the Supervisor may conduct a pre-arranged or impromptu in-class evaluation and/or observation.  Conversely, an observation may be requested by an interpreter/captioner to receive feedback from the Supervisor.

If a student is dissatisfied with interpreting or captioning services, the student will be encouraged to discuss the situation with the interpreter/captioner.   If the problem is not resolved, the Supervisor will conduct an in-class observation and provide feedback to the interpreter/captioner.  After allowing a reasonable amount of time to implement any recommended changes, if the student is still dissatisfied, the Supervisor will conduct an evaluation to determine whether the interpreter/captioner should be reassigned.

Time sheets must be signed and submitted to the Supervisor by the 28th or the last Tuesday of every month.  Failure to submit a signed time sheet by the due date may result in a delay of payment.

If a campus emergency occurs while on assignment, the service provider is to remain with the student and relay any emergency instructions or procedures from the instructor.   If the provider is on campus but not on assignment, assist by relaying to any Deaf and hard of hearing students in the vicinity the building monitors' emergency information or procedures. Contact the Supervisor at the first appropriate opportunity.

If a Deaf or hard-of-hearing student needs emergency medical attention, remain with the student and follow De Anza Emergency Procedures.  At the first appropriate opportunity, contact the Supervisor.

row of silhouettes of people with disabilities








Deaf & Hard of Hearing Services
Building: SCS 124
Contact:
deafservices@deanza.edu
Disability Support Services Building: SCS 141
Contact: Patricia Whelan
Phone: 408.864.8753
TTY: 408.864.8748 sizeplaceholder


Last Updated: 1/27/12