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SMC|Student Services|Disability Resources|Sample Letters

Sample Letters

Sample Letters for Requesting Permission to Caption Internet Multimedia and Publisher Content

 

Version #1 -YouTube

Greeting,
 
I am a professor at Santa Monica College writing to request permission to caption your video, name of video, to use
in my name of class. I am making this request because faculty have a legal obligation to use multimedia resources
that are accessible to all students, including those who are deaf/hard-of-hearing.
 
Ideally, I would like to download the video, caption it, and then upload it to my class’ YouTube account so my
students will always have access to the captioned video.
 
Thanks so much for your time and consideration.

Name
Department
College
 

Version #2- Videos on Web Pages

Greeting,
 
I am planning to use your video, name of video, in my name of class. Because our college has a legal obligation to
use multimedia resources that are accessible to all students, including those who are deaf/hard-of-hearing, my
students need a captioned version.
 
Do you have a web captioned version to which we can link?
 
If you do not have a captioned version, would you please send me the video so I can have a captioned version created before making the video available to my students?
 
Thanks so much for your time and consideration.

Name
Department
College
 

Version #3 – Publisher Content Not Yet Adopted

Dear Name of Publisher Representative,
 
I am considering adopting your name of resource for my name of class and need to know if your course materials
comply with current legal standards for accessibility. Based on Section 508 of the 1973 Rehabilitation Act, Santa
Monica College must purchase instructional resources that are accessible to all students including those with
disabilities. For example, do your multimedia files include captions for students who are deaf/hard-of-hearing?
Is your text content compatible with screen reading software used by people who are blind?
 
Thank you in advance for providing me this important information.
 
Sincerely,
 

Version #4 – Publisher Content Already Adopted AND Not Accessible

Dear Name of Publisher Representative,
 
I have adopted name of resource for my name of class. It has come to my attention that the multimedia resources are not captioned. This is a serious concern as our college has a legal obligation to use multimedia resources that are accessible to all students, including those who are deaf/hard-of-hearing? Does your company now have a version available with captions? Is one being created? If your company cannot provide us with captioned multimedia, Santa Monica College will need to create the captions. Towards this end, we need permission from your company to proceed with captioning.
 
Please note that in the future we plan to purchase only publisher content that is fully accessible.
 
Thank you for your assistance.
 
Sincerely,