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Managing Important Dates for Live Captioning in AIM

Updated

When scheduling live captions via your AIM <> 3Play integration, your course schedule specifies the times and days of the week that the course occurs. However, this may conflict with holidays or school closures. To prevent live captioning from being scheduled on these days, you can utilize AIM’s "Important Dates" functionality. Setting important dates ensures accommodations are not scheduled when the institution is closed.

If important dates were not specified before scheduling, individual live captioning events can be canceled directly in the 3Play interface under the Live Captioning section.

Note: If an event is canceled more than 24 hours in advance, no charges will apply.

Prerequisites

  • 3Play Media Pro or Enterprise Account with Live Captioning enabled
  • Accessible Information Management (AIM) DSV4 or DSV5
  • Administrative permissions to manage important dates in AIM

Steps to Set Important Dates in AIM

AIM DSV4 Important Dates

1. Log into your AIM account.

2. Navigate to the "Manage Users" section of the left-hand menu.

3. Select "List Important Dates".

  • On the Important Dates page, click Add Important Date. 
  • Enter the required details:
    • Title for the date
    • Date itself
    • Set Close All Day to Yes
    • Select applicable campuses or entities

4. Click Add Important Date to finalize. 

 

AIM DSV5 Important Dates

1. Log into your AIM account.

2. Navigate to the "System Setup" section of the left-hand menu.

3. Select "Important Dates".

  • On the Important Dates page, click Add New Type. 
  • Enter the required details:
    • Title for the date
    • Date itself
    • Set Close All Day to Yes
    • Select applicable campuses or entities
    • Ensure Communication Access module is selected under Module Limitation. 

4. Click Add Entry to finalize. 

 

 

 

 

Tips and Best Practices

  • Set important dates before scheduling live captioning to avoid conflicts.
  • Double-check the campuses and entities selected to ensure coverage for all impacted courses.
  • If important dates were not set in AIM before scheduling, you can cancel live captioning manually in 3Play:
    • Log into 3Play Media's platform
    • Navigate to Live Captioning
    • Cancel live captions for specific classes

Next Steps

  • Verify scheduled captions in AIM to confirm they align with the correct academic calendar.
  • If necessary, adjust individual events directly in 3Play Media.
  • For additional support, refer to AIM and 3Play Media documentation or contact your AIM system administrator.

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