Tips & FAQs
After receiving the confirmation email, please forward the RCC link to those who need access to RCC
Provide presentation materials in advance by responding to confirmation email for scheduled event.
Hosts should join 10 - 15 minutes prior to the start of a call to ensure captioning services are in place for the meeting.
Speakers should identify his or her name before speaking. The captions will display the name of the individual who is speaking and assist the RCC participants during the meeting.
Ask speakers to clearly enunciate and speak into the telephone or microphone (especially when using the polycom or conference speaker).
Ask speakers to take turns speaking (one person at a time) so that the captioner is able to capture everything that is being said.
Ensure that all non-speaking participants have their phones on mute.
In Q&A sessions, ask speakers to repeat questions from participants prior to answering participant questions.
Reduce background noise such as paper shuffling, moving of the speakerphone, rustling of snacks, etc.
Ensure that any video or presentation is played near enough to the telephone or microphone that the captioner can hear the audio.
For the most efficient captioning, reply to your RCC confirmation email prior to your event (conference call, video meeting or webinar) with attendee names, agenda, speaker notes, PowerPoints or any other information.
For technical or captioning issues during the call, please contact:
833-250-2784 (in order to troubleshoot real-time and ensure captions are received)
We hope that these tips are helpful to you! If you have any additional tips that would benefit Wyoming RCC customers, or if you would like to share your own experiences, please send an email to firstname.lastname@example.org
What do I need to use RCC?
The minimum system requirements to use RCC service are:
A high-speed Internet connection
Microsoft Windows 10 or OS X
For a conference call: a teleconference bridge phone number and access code, if needed
For a video meeting: a video meeting URL, conference ID and password, if needed
For a webinar: a dial-in phone number, access code, if needed, and/or webinar URL
Can I have a private conversation with the captioner?
Commentary and discussion directly with the captioner unrelated to the event (conference call or webinar) should be avoided. The captioner is there to capture the dialogue and deliver it to you in real-time.
What is “Message Captioner”?
This is a feature to allow you to type to the captioner, who then reads aloud your comments or questions at the earliest break in the discussion. As the captioner speaks on your behalf, your text will appear on the real-time streaming display.
What is character limit in the “Message Captioner” box?
There is no limit to the amount of text that can be typed into the “Message Captioner” box. The comments in this box will be displayed to the captioner once you send them. Your comments will be read aloud by the captioner to the other attendees and added to the real-time streaming display.
What is the “Message Center”?
The “Message Center” shows the RCC user’s messages to the captioner and the captioner’s responses. It acts similarly to a chat window, except that the communication from the captioner is highly restricted. No one else can view this private dialogue. Only text that appears on the real-time streaming display becomes a part of the transcript.
How can I change the font in the RCC real-time streaming display?
The settings on the captioning screen allows you to change:
Font style, size, color
Display New text
Delay (0-60 sec)
What is the Delay (0-60 sec) option?
The Delay feature controls how long it takes for new text to appear in the real-time streaming display. Higher intervals will display larger blocks of text at a slower rate, while lower intervals display smaller blocks of text at a faster rate.
What is the “Transcript” button?
A transcript provides the full text of the event, starting at the time the captioner joins the event until the time the captioner leaves. The requestor of the captioning services must select the Participant Option to “allow participants to view and save” to email, save, or print a copy of the transcript*. A participant’s late arrival during the session will not affect the availability of the full transcript when this option is selected.
*Note: A copy of the transcript is only available for 24 hours from the start of event.
Are the transcripts encrypted?
Yes, SSL encryption is used for all RCC events.
How do I request a transcript?
The host or requestor of the RCC services must select the Participant Option to “allow participants to view and save” to request a copy of the transcript.
Relay Conference Captioning includes an optional free service for you to receive a full unedited transcript of the call when requested at the time the RCC request is placed.
Allows authorized participants to view a copy of the session transcript at any time during the discussion in a separate viewer window from the real-time event captioning. This is a snapshot of the dialogue up to that moment.
Meeting attendees can view the text from the beginning of a call, meeting, or discussion and the full text is available for distribution and archive immediately at the event’s conclusion.
Conference call confidentiality:
Every call is treated with the highest degree of confidentiality possible. As a result of these stringent standards, it is our standard procedure to destroy the record of the call as the call concludes. It is impossible to recover the text of the call once the confidentiality rules are imposed. Therefore, the only way to ensure a copy of the call transcript is at the time a RCC request is submitted.
How can I get a copy of a transcript?
Due to increased security and privacy measures, the host of the scheduled meeting must select the Participant Option to allow participants to view and save transcripts. Meeting participants will be able to download the transcript within 24 hours of the scheduled start time of the meeting by clicking:
The unique captioning link for the scheduled meeting,
“Continue” to join the meeting link, and
Click the “Transcript” icon to save, email or print the transcript.
After 24 hours, the transcript will no longer be available for download from the captioning link. Transcripts are not stored – any transcript not downloaded by the user within the 24-hour period will be unretrievable.
How can I read RCC captions in a separate web browser window for a Zoom meeting?
On the RCC request form, in the “Event Details” section, the host or requestor follows these steps:
Select “Video Meeting/Webinar” option,
In the drop-down menu for “Video Meeting/Webinar” field, select “Other” platform, and
Enter the Zoom meeting URL in the “Meeting Link” field.
This will allow participants to join the Zoom meeting and read captions via two separate windows.
How can I read RCC captions for a Zoom meeting inside the Zoom window?
Follow this set of instructions at www.tmobileaccess.com/embed-captions-zoom-meetings-instructions.
This will allow participants to view RCC captions within the Zoom window.
Can I adjust my browser window?
You can adjust the window to any size. Your settings will not affect anyone else’s display. We recommend that the screen resolution be 1024×768 pixels or higher and that you set the browser window to full screen to allow for larger font sizes.
What if I prefer to speak for myself during a conference call?
If you prefer to speak for yourself during the conference call, join the teleconference bridge using a phone. You will see the captions on the RCC real-time streaming display and respond directly via the phone.
What if I prefer to speak for myself during a video meeting?
If you prefer to speak for yourself during the video meeting, turn on the microphone feature in the video meeting window. You will see the captions on the RCC real-time streaming display and respond directly via the microphone.
What if I prefer to speak for myself during a webinar?
If you prefer to speak for yourself during the webinar, turn on the microphone feature in the webinar window. You will see the captions on the RCC real-time streaming display and respond directly via the microphone.
The captions stopped showing up on the screen, what should I do?
If there are no captions being displayed on the screen, the event may have ended or no one is speaking at that moment. If you have trouble with the captions, press the refresh button on the browser or email email@example.com with the RCC event confirmation number to report the problem.
What is required for the captioner to connect to a conference call?
The captioner needs access to the audio via a teleconference bridge phone number and the access code, if required.
What is required for the captioner to connect to a video meeting?
The captioner needs access to the audio via a video meeting URL, conference ID and password, if required. The video meeting host may need to accept the captioner. The captioner’s video is hidden, the captioner needs to be able to listen in order to transcribe.
What is required for the captioner to connect to a webinar?
The captioner needs access to the audio via either a dial-in phone number, access code, if required, and/or a webinar URL.
Who should I contact for problems/questions?
What is the purpose of RCC?
The purpose of RCC is to allow people who are Deaf or Hard of Hearing or have speech disabilities to participate in conference calls or webinars with real-time captioning service.
How do I get audio for the event?
The RCC service provides only the captions; it does not provide audio access. If you wish to join the same audio portion as the other attendees to listen:
Conference call: use a phone to join the same teleconference bridge
Video meeting: turn on the microphone in the video meeting window
Webinar: turn on the microphone in the webinar window
Are the RCC events recorded?
The content of RCC events may be saved as transcripts. This option is at the sole discretion of the person who reserved the RCC service.
Do I need to provide a dial-in phone number for a video meeting or web conference?
No, when scheduling an event, select Conference Call or Video Meeting/Webinar, select the web conferencing application and paste the meeting URL into the Meeting link field. You may provide a conference ID and/or password, if required for your meeting.