Guide to Hosting Accessible Zoom Meetings

Zoom offers a variety of built-in features that, when utilized effectively, can enhance the experience for individuals with disabilities. This guide provides a comprehensive list of tips and best practices for hosting accessible Zoom meetings, complete with instructions on how to enable key features and links to official Zoom resources.

Enabling Key Accessibility Features in Zoom

As a meeting host, you have the ability to enable several features that can make your meetings more accessible. It is recommended to enable these settings in your main Zoom account settings so they are available for all your meetings.

Automated Live Transcription and Closed Captions

Providing real-time captions is one of the most effective ways to make your meeting accessible to participants who are deaf or hard of hearing, as well as those who may be in a noisy environment or prefer to read along.

To enable automated captions for your own meetings:

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Settings.
3. Click the Meeting tab.
4. Under In Meeting (Advanced), navigate to the Closed captioning section.
5. Ensure the toggle is on. If it's off, click the toggle to turn it on.
6. Check the box next to Enable live transcription service to show transcript on the side panel in-meeting.
7. Click Save.

During the meeting, the host will need to click the "Show Captions" (CC) button in the meeting controls and then select "Enable Automated Captions."

For more detailed instructions, visit Zoom's support page on Enabling and configuring automated captions.

Manual Captioning

For a higher level of accuracy, you can assign a participant to type the captions or use a third-party closed captioning service.

To enable manual captioning:

1. Follow the same steps as above to navigate to the Closed captios settings.
2. Ensure the toggle is on.
3. You will see options to "Allow host to type or assign a participant to type" and "Allow use of caption API Token to integrate with 3rd-party Closed Captioning services."

For guidance on assigning a captioner, refer to Zoom's documentation on Managing manual captions.

Other Important Accessibility Settings

• Sign Language Interpretation: Zoom allows you to designate a participant as a sign language interpreter, who can then be pinned or spotlighted for all attendees. Learn more about using sign language interpretation in meetings.
• Allow Saving Captions: In your "In Meeting (Advanced)" settings, you can enable "Save Captions" to allow participants to save the transcript.
• Screen Reader Alerts: Zoom provides screen reader support. You can manage which alerts are announced in the Accessibility section of your Zoom desktop client settings.
• Keyboard Accessibility: Zoom is navigable by keyboard. Familiarize yourself with Zoom's keyboard shortcuts to provide guidance if needed.

Best Practices for Running Accessible Zoom Meetings

Beyond enabling technical features, thoughtful meeting facilitation plays a vital role in creating an accessible experience.

Before the Meeting:

• Share Materials in Advance: Send out agendas, presentations, and any other documents ahead of time. This allows participants using screen readers or other assistive technologies to review the materials beforehand.
• Include Accessibility Information in the Invitation: Let participants know that accessibility features like live captions will be available and provide instructions on how to use them. You can also include a point of contact for any specific accessibility requests.
• Check Your Lighting and Background: Ensure your face is well-lit and that your background is not distracting. This is particularly important for participants who rely on lip-reading.

During the Meeting:

• Start with an Accessibility Check-in: Briefly announce the accessibility features that are available at the beginning of the meeting.
• Speak Clearly and at a Moderate Pace: This benefits everyone, especially those using captions or who are not native English speakers.
• Describe Visual Content: When sharing your screen, verbally describe any images, charts, or other visual elements that are essential to understanding the content.
• Use the "Spotlight" and "Pin" Features: Spotlight the primary speaker and any sign language interpreters to ensure their video feeds are prominent for all participants. Individuals can also use the "Pin" feature to keep specific video feeds in view.
• Manage Participants' Microphones: Encourage participants to mute themselves when they are not speaking to reduce background noise. As the host, you can also mute participants if needed.
• Read Chat Messages Aloud: Not all participants can easily access the chat. Read relevant questions and comments from the chat aloud for the benefit of all attendees.
• Provide Clear Instructions for Participation: Explain how you would like participants to ask questions or contribute, whether it's by using the "raise hand" feature, unmuting themselves, or typing in the chat.

After the Meeting:

• Share the Recording and Transcript: If the meeting was recorded, share the recording along with the transcript. Review and edit the automated transcript for accuracy if possible.

By implementing these technical features and best practices, you can create a more welcoming and accessible virtual meeting environment for all participants. For more information and resources, visit Zoom's Accessibility Webpage.