Choosing a sign language interpreting service

Choosing a sign language interpreting agency depends on three things: who the Deaf, hard of hearing or DeafBlind participants are and how they communicate, the setting (medical, legal, workplace, education or a public event), and whether the interpreter will be in the room or on a video link. This guide covers what to check for each, including the camera and microphone setup that remote interpreting depends on.

A note on what this guide does and does not include

No verified data was available on specific agencies, rates, booking minimums or availability in particular cities. This guide therefore does not name or rank providers or quote prices. Treat it as a checklist, and get written quotes and policies from each agency you consider.

Start with the person who needs the interpreter

Ask the Deaf or hard of hearing participant what they need before contacting agencies. Many people in the US use American Sign Language, but others prefer English-based signing, tactile or close-vision interpreting (common among DeafBlind people), or a different national sign language. Some people who do not sign would be better served by real-time captioning (CART) than by an interpreter. Asking first avoids booking the wrong service.

Interpreter and translator are often used interchangeably in searches, but strictly speaking, interpreting is live conversion between signed and spoken language, while translation works with fixed content such as recorded video or written documents. If you need a recorded ASL version of a document or video, ask for a translation service specifically.

Credentials to ask about

• National certification: the Registry of Interpreters for the Deaf (RID) awards national credentials, including the National Interpreter Certification (NIC). Ask which credentials each assigned interpreter holds, not just what the agency holds overall.
• State requirements: some states license interpreters or use their own certification systems, such as Texas's Board for Evaluation of Interpreters (BEI). Check your state's rules, especially for legal, medical and educational work.
• Certified Deaf Interpreters (CDIs): a Deaf interpreter working alongside a hearing interpreter can be essential when a participant uses non-standard signing, has limited language access, or is in a high-stakes setting such as a hospital or court. Ask whether the agency can supply CDIs.
• Specialty experience: courts often have their own qualification rules, and medical, mental health and technical settings need interpreters familiar with the vocabulary and the situation.
• Professional conduct: ask whether interpreters follow the NAD-RID Code of Professional Conduct, which covers confidentiality, impartiality and accuracy.

In-person, remote video interpreting or video relay?

• On-site interpreting: the interpreter is physically present. This is generally the best choice for long, complex, emotional or multi-person settings, for participants with limited mobility or vision, and anywhere a video connection is unreliable.
• Video remote interpreting (VRI): an interpreter joins by video, usually for a meeting or appointment where everyone else is in the same place. It can be faster to arrange and suits shorter or routine interactions, but it depends entirely on the camera, microphone, connection and room setup.
• Video relay service (VRS): a separate, FCC-regulated service that lets sign language users make phone calls through an interpreter. It is meant for telephone calls, not for in-person meetings or appointments, and should not be used in place of booking an interpreter.

For VRI used by state and local governments and by businesses open to the public, US Department of Justice regulations under the Americans with Disabilities Act set performance standards. These include real-time, full-motion video and audio over a dedicated high-speed connection without lags or choppy, blurry or grainy images; a sharp image large enough to show the interpreter's face, arms, hands and fingers, as well as the signer's, regardless of body position; clear, audible transmission of voices; and adequate training for staff so they can set up and run the system quickly. If VRI fails these standards in a given situation, an on-site interpreter may be needed.

Webcam and microphone setup for remote interpreting

If you plan to use VRI, the equipment matters for both sides. The webcam must clearly show the Deaf participant's signing, and the microphone must capture the hearing participants' speech clearly enough for the interpreter to work. The answer differs for a built-in webcam microphone and a separate microphone used with a webcam.

• Webcam's built-in microphone: often adequate when a single hearing speaker sits close to the camera in a quiet room. It sits at the camera position, not the speaker's, so it tends to pick up more room echo and background noise as distance grows.
• Separate microphone used with a webcam: usually the better choice when several hearing people speak, when people sit away from the camera, or in an echoey room. A conference speakerphone or a microphone placed near the speakers lets you position the camera for signing and the microphone for speech independently.
• Both: position the camera so the signer's hands, arms and face fit in frame with good lighting and a plain background. Decide on microphone placement separately, based on where people will be speaking.

Keep capture and playback separate when troubleshooting. If the interpreter cannot hear the room clearly, the problem is microphone capture: placement, the input device selected in the app, or noise suppression clipping speech. If people in the room cannot hear the interpreter's spoken interpretation, the problem is playback, meaning the speaker or headset, its volume, or the output device selected. Video meeting apps also apply their own echo cancellation and noise reduction, which can change how either side sounds. Before a real session, run a test call with the agency to check video clarity, audio both ways, and lag.

Manufacturer microphone specifications describe intended performance, not how a device will sound in your room. Confirm that a specific webcam actually has a built-in microphone, which connection it uses, and whether it works with the platform the agency uses before you buy. This guide does not compare or rank specific webcam or microphone models.

Booking terms to get in writing

• How much advance notice is needed, and whether same-day or emergency requests are possible.
• Minimum billable time per booking, plus how travel time, mileage and parking are charged for on-site work.
• Cancellation and rescheduling policy, including the cutoff point after which you are billed in full.
• Whether longer or more demanding assignments require a team of two interpreters, and how that affects cost.
• After-hours, weekend and holiday rates.
• How VRI is billed (per minute, per session or by subscription), which platforms are supported, and what happens if the connection drops.
• Whether you can request specific interpreters for continuity, for example for a recurring class, treatment or project.
• How the agency handles complaints or a participant's request for a different interpreter.

Who pays for the interpreter

Under the ADA, state and local governments and businesses open to the public must provide effective communication, which often means providing a qualified interpreter, and they generally cannot charge the Deaf person for it. Employers have obligations under the ADA's employment provisions, and organizations receiving federal funding have obligations under Section 504 of the Rehabilitation Act. Whether a specific situation is covered depends on the facts, so if you are unsure, get advice on your particular case rather than relying on a general guide.

Questions to ask each agency

• Which credentials will the assigned interpreters hold, and can you confirm them before the booking?
• Do you have interpreters with experience in our setting, and can you provide Certified Deaf Interpreters?
• Can you cover our likely notice periods, locations and hours?
• For remote interpreting, which platforms do you support, what equipment do you recommend on our end, and will you run a test call?
• What are your full rates, minimums, cancellation terms and team-interpreting policies in writing?
• How do you protect confidentiality, and how do you handle feedback from Deaf participants?

The Deaf participant's feedback after the first session is the best guide to whether an agency is a good fit. If communication was not effective, raise it with the agency, ask for a different interpreter or format, and consider switching providers if it keeps happening.