What is the Distance Education Captioning and Transcription (DECT) Grant?
The DECT represents a commitment by the California Community Colleges to expand access to distance education to all students. Further, DECT provides a means for colleges to promote faculty innovation in the use of audio, video, and multi-media content in distance learning classes. The system's substantial support for DECT is also a recognition that distance learning is the fastest growing segment of CCC enrollment. Funding has been authorized by the Chancellor's Office to aid California Community Colleges in improving their capacity to serve disabled student populations and, in some instances, the general public, by ensuring the accessibility of aural information. Services will be provided to colleges through a process whereby the grantee contracts with outside captioning vendors to provide assistance to any community college that elects to use these vendors as well as establish policies and procedures to reimburse colleges that contract these services directly with a captioning vendor not under contract.
Why do you need this funding?
- To ensure student access
- To support faculty innovation
- To support mission-critical technological advancement
- To comply with federal and state legal requirements
- Online classes
- Hybrid classes (some instructional hours offered at a distance)
- Realtime Captioning
For live, synchronous sessions (e.g., via Confer Zoom):
On October 27, 2020, the state Chancellor’s Office issued memo ES 20-300-007, “Updated Guidance on the Chancellor's Office's System Wide Prioritization for Real-time Captioning and Closed Caption Support.” This memo states:
“Effective November 1, 2020, each request for captions shall be accompanied by the requester’s certification that the request is for a student with an approved accommodation, as documented in his/her AAP. Colleges shall ensure all students needing accommodations are documented in their AAPs in order to comply with regulatory requirements and maximize state level financial resources. The priorities of incoming captioning requests are listed below:
- All real-time captioning requests for classes and all closed caption requests for videos greater than thirty minutes in duration, if meeting the requirements described above, will be processed as requested. ”
In other words, you need to caption the video if a student is enrolled who has presented an Academic Accommodation Plan with Disability Services that calls for captioning as an accommodation.
A few things to consider if your project qualifies for DECT funding:
- Is this a synchronous class in which a student is enrolled who has presented an Academic
Accomodation Plan with DisabilityServices that calls for captioning as an accommodation?
- Then DECT funding can be used
- Is this an asynchronous class in which a student is enrolled who has presented an Academic Accommodation Plan
with Disability Services that calls for captioning as an accommodation? And is this a recording that is longer than 15 minutes?
- Then DECT funding can be used.
- The state Chancellor's Office memo also states:
- "All closed captions requests for videos that do not have a certification of current need for accommodation but would like to be accessible for potential future students with disabilities will be processed as lowest priority auto-caption videos. Relevant faculty/staff should edit them for accuracy as needed."
- DECT funding is not utilized for auto-caption processes
Description of the types of 3rd party videos that qualify for funding and other details:
- If a video with captions is available for purchase, please consider purchasing the available version rather than requesting DECT funding.
- If a captioned version of the video is held in your library or media collection, please consider licensing this video so that you can stream it in online classes.
As a reminder, the following types of video do not qualify for funding:
- Newly purchased videos - since federal and state regulations require that colleges only purchase accessible instructional materials, DECT funding should not be needed for this purpose.
- Legacy videos in a college collection - the CCCCO provided funding to caption existing collections of videos over a decade ago, so current DECT funds cannot be used for this purpose.
Finally, please note the following language that is included in the DECT application for funding:
Regulatory Compliance - By signing this Application and Agreement and accepting Grant funding, Applicant District agrees that it will comply with all California Education Codes, Public Contract Codes, other applicable laws and regulations and Applicant District's policies and procedures and, further, certifies that Project as submitted is allowable within the terms of the Grant as described on the website: www.canyons.edu/captioning.
Are community education or community extension classes eligible?
The DECT grant does NOT cover community services/continuing education material. The DECT covers apportionment generating classes only--credit, non-credit, but not no-credit. Here is language from a legal opinion from the state Chancellor's office regarding the use of DSP&s funds for community services:
"The state funds Disabled Student Programs and Services (AAC) to offset the direct excess cost to community college districts of providing such services. However, AAC funds can only be used to serve students with disabilities who are enrolled in State supported activities. Therefore, support services for students with disabilities who are enrolled in community services must be funded from student fees or other college resources. While the need for accommodations should be assessed on an individual basis, it may be advisable to establish general policies and procedures for providing support services to students with disabilities in community services programs."
What type of funding is available?
The Distance Education Captioning and Transcription (DECT) program has two funding processes in place--Payment Method A and Payment B.
Payment Method A:
Under Payment Method A the college pays the vendor directly and the grant reimburses the college.
We require that you complete the Application and Agreement form along with the Additional Project Courses page(s) (if captioning is for more than fifteen classes) and a vendor quote. Once signatures are in place, we will email back copies with a Project # indicating that the request for funding has been granted. Please fill out separate applications for each term.
After the captioning/transcription services have been completed and paid for, please email the followign to the DECT office so that we can initiate and send the Request for Reimbursement-Payment Form for signatures:
- A copy of the vendor's invoice with Applicant District's approval initials by each charge satisfactorily completed
- A copy of the Purchase Order and/or contract issued, when applicable, to Vendor
- A copy of the Applicant District's payment check to Vendor
Payment Method B:
Payment Method B involves a pre-approved vendor list that is posted at the Foundation for Community Colleges website. Colleges can use vendors from this list for captioning/transcription work and we will pay the vendors directly through the grant funds.
We require that you complete the Application and Agreement form along with the Additional Project Courses page (if captioning is for more than fifteen classes) and a vendor quote. Once signatures are in place, we will email back copies with a Project # indicating that the request for funding has been granted. We will cc the vendor as well. Please fill out separate applications for each term.
After the captioning/transcription services have been completed, the vendor will email the invoice directly to us. We will then email the invoice to the college and ask that the invoice be approved (Write "All okay to pay" on the invoice, sign, and date) and returned within five business days via email or fax.
What kind of reporting do you need to do?
We request that you fill out the End of Term Report at the end of the semester. We would like to track the outcomes of this funding. Accordingly, we ask that you provide us with two sets of data from the classes served.
- The number of students enrolled in the class(es) at the start of the term and the number of students enrolled in the class(es) at the end of the term.
- Student retention and success rates in the class(es).
Who has the DECT Grant served thus far?
DECT is proud to support the following California Community Colleges:
American River College
Antelope Valley College
Berkeley City College
Cerro Coso Community College
City College of San Francisco
Clovis Community College
Coastline Community College
College of Alameda
College of Marin
College of San Mateo
College of the Canyons
College of the Redwoods
College of the Siskiyous
Contra Costa College
Cosumnes River College
Diablo River Colloge
East Los Angeles College
El Camino College
Feather River College
Fresno City College
Golden West College
Irvine Valley College
Lake Tahoe Community College
Las Positas College
Long Beach City College
Los Angeles Harbor College
Los Angeles Mission College
Los Angeles Pierce College
Los Angeles Trade-Tech College
Los Angeles Valley College
Los Medanos College
Madera Community College Center
Modesto Junior College
Monterey Peninsula College
Mt. San Antonio College
Mt. San Jacinto College
North Orange Continuing Education
Pasadena City College
Rio Hondo College
Riverside City College
Sacramento City College
San Diego City College
San Diego Mesa College
San Diego Miramar College
Santa Barbara City College
Santa Monica College
Santa Rosa College
Solano Community College
Victor Valley College
West Hills College
West Los Angeles College
West Valley College
Woodland Community College
3C Media Solutions