Captions provide a time-synced text version of spoken words and meaningful sounds. They are required for prerecorded content and must be synchronized and complete.  

You can create captions by:

• Editing auto-generated captions to improve quality
• Uploading a script or transcript to generate captions
• Using a captioning service for higher accuracy

Note that automated captions alone are often not sufficient without review. While auto-captioning tools have improved, they still make errors with punctuation, speaker identification, and specialized or technical language. Reviewing and editing captions helps ensure accuracy, which is critical for student comprehension and for meeting accessibility standards.

Transcripts give students a full text version of your video content and are especially helpful for review, studying, and accessibility. You have several practical options for creating them:

• Start with your script. If you already wrote a script, you can use it as your transcript. Review it after recording to make sure it matches what you actually said and add any relevant sounds or clarifications.
• Use auto-generated transcripts and edit. Many video platforms generate transcripts automatically. These are a helpful starting point, but you should review and correct them for accuracy, punctuation, and clarity.
• Use a caption file to create a transcript. If you already have captions, you can export the caption file and convert it into a clean, readable transcript. Remove timestamps and format the text into paragraphs.
• Use a transcription service. Professional services can generate accurate transcripts quickly. This is a good option if your video includes technical language or multiple speakers.
• Create your own transcript. If needed, you can transcribe the video manually. Slowing down playback can make this easier and improve accuracy.

No matter which method you choose, aim for a transcript that is clear, complete, and easy to read. Include speaker labels and important nonverbal sounds when they support understanding.

Audio descriptions communicate essential visual information that is not included in your narration. This is required when visuals carry meaning that students would otherwise miss.

You can often meet this requirement by planning your narration carefully from the start. Instead of creating a separate audio track later, aim to make your original narration fully descriptive. This reduces production time and improves clarity for all students.

• Describe actions, visuals, and changes as they occur
• Avoid phrases like “click here” or “as you can see”
• Clearly explain charts, graphs, and other visual elements
• Identify speakers and relevant context

For example, instead of saying “notice the change,” describe what is changing and why it matters. This ensures all students can follow the content, regardless of how they access the video.

If your video includes complex visuals that cannot be fully explained through narration alone, you may still need to provide a separate audio description track. Speak with your on-campus media or disability services teams to understand what resources are available to you for audio descriptions.

Accessibility is not only about content. Your video platform must allow:

• Keyboard navigation
• Visible controls and focus states
• Caption and transcript support

Without this, your video may not meet WCAG or Section 508 expectations. Most standard video players included in LMS systems or on popular streaming platforms (YouTube, Vimeo, etc.) include these features.

Plan for accessibility before you record so you can avoid time-consuming revisions later and ensure your videos meet current standards. Focus on including accurate captions, providing transcripts, using clear and descriptive narration, and selecting accessible video tools. These practices not only support compliance with WCAG expectations but also improve clarity, engagement, and flexibility for all students.