When you have video and/or audio on your website you need to provide an additional way for users who cannot see or hear the video/audio to be able to gain that same information. This can be done by providing transcripts and captions.

Transcript vs. Captions

Transcripts are accurate written versions of spoken content, usually not synchronized with multimedia. They are usually placed close to the multimedia for easy access and may include interactive elements. (I.e., audio-only files like podcasts ).

Captioning transforms audio into text displayed on a screen, creating a time-synchronized file that mirrors audio elements, identifies the speakers, and informs of all essential sound effects in multimedia recordings.  Captioning can be added to a pre-recorded video or added to live videos in real time.

Note: Platforms like YouTube and Vimeo will auto caption your videos for you, but manual testing/Quality Assurance should be done to verify that the captions are correct in order to meet the guidelines.

When to Use Transcripts

Transcripts should be provided for audio and video materials.

Transcripts Include:

• In an Accessible document form or on the page as an accessible accordion (contact CACS)
• Be word for word what is spoken (minus any filler words like um)
• Should tell who is talking
  • Example: JANE DOE: What is your major at UVA?
• Should be accurate

Captions Include:

• Be word for word what is spoken (minus any filler words like um)
• Be synced to what is on the screen
• Have enough contrast over the video to be readable
• Be accurate
  • YouTube and Vimeo will auto caption but you will need to review and edit any errors that occur
    • YouTube: allows you to modify the timestamp and add additional timed markers where needed
    • Vimeo: will not allow you to modify time so can cause some issues with syncing
    • Premier Pro will allow you to create captions directly within the video manually and add as many timed markers as you need.

Captioning Spoken Words

• If they are on screen and their name is known, then their name should be in uppercase letters or in parenthesis. Example: “DIANE” “ALORA” “DEAN” “CARSON” “(Diane)” “(Alora)”
• If they are on screen but their name is not known, then a descriptor should be in uppercase letters or in parenthesis. Example: “DOCTOR” “PROFESSOR” “NARRATOR” “ANNOUNCER” “(Professor)” “(Doctor)”
• If the speaker is offscreen, then their name or descriptor should be in italics followed by [offscreen]. Example: “PROFESSOR [offscreen] Who knows what an atom is?” “(Professor) [offscreen] Who knows what an atom is?”

Captioning Sounds or Music

• If the source of the sound is not visible, then it should be identified in brackets. Example [audience applauds]
• Sounds can be described, or the specific sounds spelled out. Example: “dog growls” “grrrrr”
• Should be all lowercase
• If the sound is coming from off the screen it should be italicized
• If music has lyrics, the lyrics should be verbatim with music icons before and after the lyrics.

Captioning Services

Note: You will want to check with the above vendors to see if your department qualifies for the state contract through the VHEAP Captioning Initiative Agreement.

Auto Captioning Services

If you have a YouTube or Vimeo account, you can have these platforms auto caption the video for you and then you can go through and review the captions and make any changes that you need. We recommend using YouTube for this as it allows you to have more control over the timing of the captions after auto captioning has occurred. Once Captions are complete you can download the video with Captions or link directly to your newly captioned video.

If your department has access to Adobe Premiere 2023 or later you can also use the new Auto Transcribe/Caption Feature that will also allow you to edit the captions for your video directly.

For more information on captioning and transcription here at UVA view our UVA Captioning and Transcription Guidelines page!