On Demand Video Remote Interpretation (VRI)

Video Remote Interpreting (VRI) provides sign language interpreting through a secure video connection. It requires a device with a camera, microphone, speakers, and a reliable internet connection.

VRI is available on demand, 24 hours a day, 7 days a week. It is intended for short, unplanned, or urgent interactions when an in-person interpreter is not available. VRI is not a substitute for scheduled Sign Language Interpreting (SLI) at planned meetings, events, or complex interactions.

Requesting VRI Services

VRI is not scheduled through the SLI or CART request form. It is accessed on demand through the InterpretManager platform and is typically used for emergencies or brief interactions.

Departments may contact the Department on Disability (DOD) at dod.comms@lacity.org for current guidance on approved VRI platforms, vendor access, and department-specific credentials.

DOD can provide technical guidance and support. Each department is responsible for providing the equipment needed to use VRI.

Required Preparation for Using VRI

Before using VRI, departments should:

• • Ensure access to a tablet, laptop, or other device with a working camera, microphone, and speakers

  • Confirm a stable, high-speed internet connection

  • Assign a staff member to manage the device and connection during the interaction

  • Position the screen so the Deaf participant can clearly see the interpreter

  • Place the microphone so the speaker can be heard clearly by the interpreter

Supporting VRI in Different Settings

One-on-One or Short Meetings

• • Use VRI for urgent or unplanned conversations when an on-site interpreter is not available

  • Position the device so the Deaf participant can see both the interpreter and the speaker

  • Speak directly to the Deaf participant, not the interpreter

  • Allow brief pauses to ensure accurate interpretation

Service Counters or Walk-In Interactions

• • Place the device on a stable stand at eye level

  • Ensure privacy for sensitive conversations. Move to a private space if available

  • Ensure staff know how to quickly log in and connect to the VRI platform

  • Provide written materials if the interaction is complex or includes detailed information

Emergency or Urgent Situations

• • Use VRI when immediate communication access is needed and an on-site interpreter cannot arrive quickly

  • If the interaction becomes lengthy, complex, or involves multiple speakers, transition to an on-site interpreter as soon as possible by submitting a request through DOD

Remote or Hybrid Meetings

VRI is designed for short, unplanned, or urgent interactions and should not be used for planned meetings or events. If you know a Deaf participant will attend a remote or hybrid meeting:

• • Submit a remote SLI request through the Department on Disability’s online request form

  • The interpreter will join remotely using City-approved platforms such as Zoom, Microsoft Teams, or Google Meet

  • Provide the interpreter with the meeting link, presenter permissions, and materials such as agendas, slides, or key terminology in advance

  • At the start of the meeting, explain how participants can access interpretation, such as using the pin or spotlight feature

Ensuring Effective Communication

Staff should work with the Deaf or hard of hearing individual to confirm that VRI provides effective communication. Under the Americans with Disabilities Act, the individual’s preferred communication method must be prioritized.

If VRI does not allow the person to fully understand or participate, an in-person interpreter must be provided when possible.

When VRI May Not Be Appropriate

VRI may not be effective in the following situations:

• • The individual has limited proficiency in sign language or prefers a different communication method

  • The interaction involves crisis, trauma, or heightened stress where technology may interfere with communication

  • Internet connectivity is unstable or video quality is poor

Technical Considerations

Devices

Laptops, tablets, or dedicated VRI units with functioning cameras, microphones, and speakers

Internet

A stable, high-speed connection. Wired connections are preferred when available

Placement and Lighting

Position the device so the interpreter is clearly visible on screen and lighting allows for clear viewing

Privacy

Use headphones or private spaces when discussing sensitive information

Back-Up Plan

If the connection fails, use written communication until VRI can be restored or an on-site interpreter arrives

Tips for All Settings

• • Introduce yourself to the interpreter at the start of the session

  • Speak at a natural, steady pace

  • Avoid side conversations while VRI is in use

  • Check in with the Deaf participant to confirm the setup is working for them

  • In group or remote settings, identify yourself before speaking, for example, “This is Ashley speaking,” so the interpreter can clearly convey who is talking