Video captioning guidelines

These guidelines supplement the ASU IT Accessibility Standard and explain the captioning requirements for video, including recordings of live events, prerecorded video, and video from third-party sources published on ASU new, redesigned and existing webpages; social media; and online presentations and trainings.

Live video captioning guideline

At ASU, video of live events should have auto-captions enabled at a minimum. If you use Zoom or Microsoft Teams Meetings for meetings, presentations or other live events, enable captions:

If someone with a disability requests an accommodation for a live event, please see Requests for accommodation on this page. If you record your live event, you must add captions before distributing.

Recorded video captioning guideline

New video. At ASU, new recorded video intended to be viewed by students, employees, or the public must have edited auto-captions or captions that the video creator ensures are accurate.
Existing video. At ASU, existing recorded video intended to be viewed by students, employees, or the public must have edited auto-captions or captions that the video creator ensures are accurate as soon as time and resources allow, with high-risk video being given higher priority, as outlined in the remediation priorities of the ASU IT Accessibility Standard.

Please note:

Accessible captions is defined as either (a) edited auto-generated captions or (b) professional human-generated captions.
Exceptions to this guideline might include a foreign language video when captions would reveal the answers on a test or a video that will be viewed by 20 or fewer people.
See the How to add captions section below.

If someone with a disability requests an accommodation for a recorded video, see Requests for accommodation in the sidebar to the right.

Third-party video captioning guideline

When you share third-party videos, they must have captions. If a video you want to share does not have captions, reach out to the ASU Library for assistance.

If you'd like to use a library-owned or -licensed video in class or on Canvas that is not yet captioned, add it to your ASU Library Resource Organizer in Canvas, and the library will automatically caption it. Or you can submit a Streaming Video Reserve request form, and the library will activate the tool in Canvas and add the item for you.

See more information about ASU Library streaming videos.

How to add captions

Edited auto-generated captions

Many people choose to add free auto-generated captions, then edit them (usually to save costs on professional captioning). Strive for 95% or better accuracy.

If you post video with auto-generated captions, you must edit them.

Unedited auto-generated captions are often not accurate enough for individuals with disabilities to effectively understand the content of the media. See the following links to instructions for enabling and editing auto-captions on a number of platforms.

Free auto-generated captions

MediaPlus: When you upload a video on MediaPlus, it will be automatically captioned, but you must download the .VTT file to edit it. (Editing captions within MediaPlus is coming soon.) You can also manually upload caption files (.VTT only) for videos hosted in MediaPlus.
YouTube: Most videos uploaded to YouTube are automatically auto-captioned. Learn how to edit those captions. Once edited, you can download the captions as an .SRT or .VTT file for use on other platforms.
Wistia: See how to request auto-captions and how to edit auto-captions in Wistia.

Paid auto-generated captions

Vimeo: For paid members, Vimeo provides auto-generated captions, which must be manually edited.

Software for auto-generating captions

Camtasia: Manually add captions or use the integrated Microsoft speech-to-text engine to add auto-generated captions in Camtasia.
Windows Speech Recognition: Use this free speech recognition software built into Windows to generate a transcript. You will need to time sync the transcripts and upload the file in the .SRT or .VTT format.
Google Docs Voice Typing: Use this free "voice typing" software in Google docs (available in the Chrome browser only) to generate a transcript. You will need to time sync the transcripts and upload the file in the .SRT or .VTT format.

Paid professional (human-generated) captions

For live events: Contact SAILS for advice on providing accommodations and possible referrals for professional interpreters and/or transcribers.

For recorded video: If you don't have the time or resources to manually create captions or to edit auto-generated captions, many paid professional captioning services are available. In some cases, it may make sense to take advantage of a paid service to edit auto-generated captions or to have a professional transcribe a recorded video.

Rev: offers auto-generated, edited auto-generated and professional human-generated captions

Caption writing guides

The recommended guide to writing captions is the Department of Education-supported Described and Captioned Media Program (DCMP) Captioning Key. The BBC's Subtitle Guidelines is also very helpful.

Relevant W3C WAI documents

WCAG 2.1 Guideline 1.2.2 Captions (Prerecorded): Captions are provided for all prerecorded audio content in synchronized media, except when the media is a media alternative for text and is clearly labeled as such.
How to Meet WCAG 2.1 Guideline 1.2.2

WCAG 2.1 Guideline 1.2.4 Captions (Live): Captions are provided for all live audio content in synchronized media.
How to Meet WCAG 2.1 Guideline 1.2.4

Slack

Accessibility Connections

For accessibility in online learning and education, join the UDAT working group.
Attend one of the Digital Accessibility Liaisons' monthly trainings.
Connect with us on ASU's #accessibility Slack channel.
Subscribe to ASU's ITACCESS mailing list.

Requests for accommodation

If a request for an accommodation is made:

Students: If a student who is registered with SAILS requests an accommodation, notify SAILS and work with the student's Disability Access Consultant to meet the student's needs.
Employees: If an employee requests an accommodation, contact the Office of Diversity, Equity and Inclusion.
Members of the public: If a member of the public requests an accommodation, contact SAILS for advice on providing accommodations and possible referrals.

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