Transcription services are tools that convert speech to text automatically. They can be useful for various purposes, such as accessibility, education, research, and documentation. However, transcription services may also pose legal and ethical risks, especially when they involve recording or sharing the voices of other people without their consent.

In Massachusetts, the law requires that all parties involved in a conversation must give their consent before it can be recorded or transcribed. This is known as the All-Party Consent Requirement. Violating this requirement may result in civil or criminal penalties, as well as a breach of the Acceptable Use Policy (AUP) of the University.

Therefore, transcription services are blocked by default on the University’s network and devices. This means that you cannot use any third-party transcription service, such as Otter.ai or MeetGeek, without prior approval from the Information Security Office.

Supported Services

There are two exceptions to the rule described above: Microsoft Teams and Zoom.

These platforms have built-in transcription features that are approved by the University because they operate differently from other services. Microsoft Teams and Zoom both announce to the room when recording or transcription occur, and allow participants the opportunity to withdraw their consent by leaving the meeting. They only transcribe the audio that is already being transmitted through their own servers. In addition, they have contracts in place with the University that articulate data protections for any data going through their systems.

If you require specific unsupported transcription services

If you need to use transcription services for your work or study, you should first try Microsoft Teams or Zoom to see if they meet your needs. If they do not, you will need to follow the exception process to request approval for using another service. The exception process involves:

• Having a documented need for transcription services, such as an accommodation request from the Disability Services Office, or an approved research protocol from the Institutional Review Board (IRB).
• Gathering the necessary consent from all participants in the conversation before recording or transcribing it. You should inform them about the purpose, duration, and method of transcription, and how their data will be stored, used, and protected. You also need to give participants the option to opt out or withdraw their consent at any time.
• Submitting a request to UMass Amherst Information Technology (it@umass.edu) with the details of your need, consent, and preferred service. The IT department will review your request and grant you access to the service if it meets the criteria.

Please note that this exception process is only valid for transcription services that are directly related to your work or study at UMass Amherst. You should not use transcription services for personal or non-academic purposes without following the All-Party Consent Requirement.