EIR Accessibility Policy, Chapter 6 - Live Streaming of Audio and Video

Live streaming audio and video content provides improved communication with the public, stakeholders, staff and clients. Services that support live streaming allow HHS to broadcast open public meetings, conduct interactive meetings and training sessions, and to consult with clients and staff.

Often known as webcasting, webinars, web meetings, or web training, these services also pose unique challenges for people with disabilities. Direct accessibility support within the service is not commonly available through the major service providers.

  1. People who are deaf and/or hard of hearing may need live captions to be able to understand the presentation and they may be able to communicate with the presenter and other participants only through chat room features.
  2. Screen sharing features provide only a picture of the screen, which cannot be accessed by screen reading software and which may not work well with screen magnification.
  3. The interface for chat, polling or document sharing is not accessible to keyboard users and screen reader users in most webinar hosting services.
  4. HHS may have little or no control over the service chosen when staff participate in webinars and remote training hosted by outside agencies or entities.

6.1 HHS Hosted Live Streaming Events

Note: This chapter outlines the policy for the live stream. If the event is also recorded, see Chapter 7, Audio and Video Recordings and Players, for accessibility requirements.

6.1.1 Public Open Meetings (Meetings of HHS advisory committees established under Section 531.012, Texas Government CodeExternal site, which are classified as Open Meetings under TGC Chapter 551External site)

Public meetings hosted through a webcasting service must be live captioned. Presenters must be instructed to describe any presentation materials that are displayed through the service.

Accessible versions of presentation material must be provided from the same location as the meeting notice. If the presentation materials cannot be released prior to the meeting they must be made available within 24 hours of the conclusion of the meeting.

Presenters must be notified that they must provide accessible versions of their presentation materials to the agency.

6.1.2 Other Webinars, Trainings and Live Meetings Open to the General Public

A notice of the availability of a reasonable accommodation, including live captioning, must be made at the time that the meeting is announced. The meeting organizer should provide sufficient time between the meeting announcement and the meeting to allow the agency to arrange for any accommodation to be provided.

If a request for live captioning is received then the presentation must be live captioned.

Presenters must be instructed to describe any presentation materials that are displayed through the webinar service.

Accessible versions of presentation material must be provided from the same location as the meeting notice. If the presentation materials cannot be released prior to the event they must be made available within 24 hours of the conclusion of the event. Presenters must be notified that they are required to provide accessible versions of their presentation materials to the agency.

6.1.3 Webinars, Trainings and Meetings for an Invited Audience

A notice of the availability of a reasonable accommodation, including live captioning, must be made at the time that the meeting is announced. The meeting organizer should provide sufficient time between the meeting announcement and the meeting to allow the agency to arrange for any accommodation to be provided.

If a request for live captioning is received then the presentation must be live captioned.

Presenters must be instructed to describe any presentation materials that are displayed through the webinar service.

Accessible versions of presentation material must be provided from the same location as the meeting notice. If the presentation materials cannot be released prior to the event they must be made available within 24 hours of the conclusion of the event. Presenters must be notified that they must provide accessible versions of their presentation materials to the agency.