Request Process and Procedures

Contact the Accessible Media Coordinator

Robert Starr
Accessible Media Coordinator

Assistive Technology Initiative
MS: 6A11
Voice: 703-993-5644
Fax: 703-993-4743

Faculty and staff, in partnership with ATI staff, play a critical role in ensuring that instructional videos hosted in Mason classrooms and on Mason websites are accessible to members of the university community.

Responsibilities for the provision of accessible media online and/or in the classroom are as follows:

Faculty/Staff will adhere to the following:

  • Video(s) will be used for at least one year.
  • Video(s) transcripts are the property of George Mason University and thus will only be used on GMU websites and/or in classrooms.

ATI will provide the following:

  • Copy of video transcript (text file only) completed to at least 98% accuracy.
  • Faculty/staff can request permission to edit caption/transcripts themselves.
  • Confirmation emails sent upon receipt of your submission for processing, at the completion of your request, and as-needed throughout the process

Procedure for Requesting Captions

Review the information below for additional guidance on the captioning, transcription, and audio description request process:

  1. Complete the online Request Services Form for media content used in courses.
    1. For Bulk Requests (e.g., 2 or more videos), use the Accessible Media Bulk Request Form (Excel) and email a copy to
    2. Most common media types (e.g., .flv, .avi, .mov, .wmv, .mp4, etc.) are accepted.
  2. Staff and Faculty will submit media and request forms at least 7 days prior (14 days for audio description) to the date media is needed in the course.  Requests submitted less than 7 days from the date that the media is needed may not be completed on time.
    1. For Kaltura users: If your videos are hosted on Kaltura, please tag each video being requested with “captions.”
  3. ATI staff will contact faculty to confirm all requests prior to the start of the job. The job(s) will not be started unless an online media or bulk request form has been submitted.

In the event that an accessible version of copyrighted media is not available, ATI will evaluate the current media format (i.e., DVD, VHS, streaming video, etc.) and determine the most efficient method for providing post-production accessibility

  1. ATI will make every effort to contact the publisher and/or copyright holder for permission to add captions and/or video description to copyrighted works. The addition of post-production open or closed captions, and/or video description, is for noncommercial, educational purposes only.  Mason ensures that the master and work copy (i.e., copy being used to add captions to) are in the hands of a limited number of individuals in the institution and no content in the original media will be removed or modified.  Unauthorized reproduction of the media for any other purpose is prohibited. (U.S. Copyright Law, Title 17 opens a new window,Section 121 (PDF) opens a new window)

Once an accessible copy is available (whether it already exists online, by post-production, purchase, or the library), the ATI will inform staff/faculty making the request on where to access their media.

  1. Accessible media that is purchased or produced by ATI – The faculty/staff member will receive an email confirming that their electronic media can be picked up at the ATI Office.   For videos within Kaltura, faculty/staff will receive an email with each corresponding text file (.TXT).
  2. Accessible media that is available through the library – The faculty/staff member will receive an email confirming that electronic media is available in the library and to contact the Library Media Services to arrange for pick up.

Captioning, Transcription, and Audio Description Prioritization:

ATI staff prioritizes media (audio and/or video) used in:

  1. Classrooms with students with sensory impairments (i.e., blind, low vision, deaf, and/or hard of hearing) enrolled
  2. Degree programs with students with sensory impairments enrolled
  3. Front-facing websites hosting audio and/or video content
  4. Online courses developed c/o Stearns Center

Please note: Audio description requests are evaluated on a case-by-case basis.