Pillar: Captioning & Transcribing Video and Audio Materials
How Tos for Captioning and Transcription
NOTE for ALL METHODS BELOW: All captions and transcripts must be reviewed for accuracy and completeness by you, the content expert. In reviewing the accuracy of captions, ensure the following:
- accuracy of technical terms, spelling, punctuation, and grammar
- the meaning and intention of the material is preserved
- captions are complete (all words are included; including speaker identification and non-speech information as needed)
- captions are synchronized appropriately.
How To Caption
- First: Opt for Captioned Materials
If using 3rd party videos in your course materials:
- Search for materials that are already captioned
- Ask your library liaison to help you
- Contact the vendor/author directly
- Second: Ensure that all Course Content has Machine Generated Captions via Canvas Tools
Video platforms and applications available within Canvas have built-in tools to automatically generate captions through Automatic Speech Recognition (ASR) on pre-recorded videos. Note: ASR captions always require your review for accuracy and completeness.
Platforms with machine-generated captions enabled by default:
Platforms that require you to enable machine-generated captions:
We recommend that all four of the following criteria must be met in order to use ASR-generated captions:
- Captioning is not required as a formal accommodation by any participant (requires professional captioning.)
- Speakers are clearly audible and articulate.
- There is minimal to no background noise during the video or event.
- You review and edit the ASR-generated captions for accuracy and completeness prior to distribution or use. See section “Review/Edit the Captions for Accuracy” below.
If all four criteria are not met, request professional captioning of your course materials through the Captioning Project.
- Third: Review/Edit the Captions for Accuracy
Captions and Transcripts should be reviewed and edited for accuracy.
Here is how to edit captions in the following platforms:
Here is how access transcripts in the following platforms:
- MyMedia Transcripts
- Canvas Studio Transcripts
- YouTube Transcripts
- Zoom Transcripts
- Panopto Transcripts
If the accuracy is questionable and/or the editing is too extensive, please see the “Request Professional Captions” section. If you are using other platforms and need assistance, please email [email protected].
- If Steps 1-3 don't work: Request Professional Captioning/Transcription
The Academic Captioning Project is a centrally funded effort to encourage the provision of accurate captions and transcripts for recorded academic course content.
Prioritize professional captions for content that is:
- Required viewing (i.e. assignments)
- Is used every semester
- Has high student engagement (for example, a required instructional video generally takes priority over a Zoom lecture recording that may receive limited viewing)
Instructions on how to order professional captions:
For other applications, seek support through the Captioning Project, by emailing [email protected], or by submitting a Captioning and Transcription Request Form.
Other Scenarios
- For Students with Approved Accommodations
The Student Disability Access Center (SDAC) continues to manage student-specific captioning accommodations. Follow the specific guidelines provided to you in the Accommodation Letter you received via email from SDAC.
- Events and Course Meetings: Live real-time captions
For any UVA sponsored hybrid or virtual event or class session, enable auto-captions and make them available to participants.
- Zoom: Managing automated captions (read)
- Microsoft Teams: Use live captions in Microsoft Teams meetings (read)
- If the event is recorded and distributed later, review and edit the captions for completeness and accuracy before sharing in any digital format.
- Complete the Professional Captioning Request Form or email [email protected] if an advance accommodation request for live captions has been made by an individual.
Turn on Captions in Class
Select the "CC" button on the video’s media player to enable captions. The video does not have captions if the “CC” button is grayed out, missing, or cannot be selected. Captions will be listed as:
- “English (auto generated)” captions have been produced using automatic speech recognition. Please check for accuracy
- “English (American)” or “English” captions produced by a human/professional vendor. These are more likely to be accurate.
Captioning and Transcription Best Practices
- Use video and audio files that have captioning and transcription.
- Review the entirety of captioned and transcribed video and audio files for complete accuracy.
- When applicable, allow individuals to turn captions on or off based on personal preference.
- Enable captions when showing content in a course or meeting.
- Provide transcripts alongside prerecorded audio & video content.
- Follow University guidance for when to provide captions and transcripts.
| Type of Multimedia | Captions | Transcripts |
|---|---|---|
| Pre-recorded Video and Audio | Yes | Yes |
| Pre-recorded Audio only (e.g., podcasts) | NA | Yes |
| Live Video and Audio | Yes | Provide if Requested |
| Live Audio Only (e.g., radio shows) | Provide if Requested | Provide if Requested |
Where can I get support or further training?
Complete the Captioning and Transcription Request Form (UVA Captioning Project) or contact [email protected] for assistance.
Faculty Learning and Support Opportunities
For faculty designing or managing website content: Web Accessibility Tutorials
Definitions
Captioning transforms audio into text displayed on a screen. Captioning can be added to a pre-recorded video or added to live videos in real time. Captioning supports:
- Effective communication for the Deaf/Hard of Hearing community, students with learning disabilities, and second-language learners to be able to engage with audio/video events and materials
- Clarity when speakers are difficult to understand or background noise is high
- Improved focus, engagement, and retention for most viewers.
Transcripts are accurate written versions of spoken content. They are provided along with a video or audio file (e.g., podcasts) for easy download. Transcripts provide:
- Ability to be read by a screen reader
- An accurate, searchable record of audio content.
Audio Description is a narrated explanation of important visual information, including context and clarification of speakers. Think of it like “alternative text” for video. Audio descriptions provide:
- full access and participation for people who are blind or have low vision
- highlighting of important visual aspects that may be missed or misunderstood (e.g., emotions and social cues portrayed)
- flexibility in the viewer’s consumption of the media.
Audio descriptions are needed in certain circumstances when visual information is not being clearly conveyed to the user through sound. Email the Digital Accessibility Coordinator to determine if your multimedia requires audio descriptions and to learn how to obtain them.
References
W3C Web Accessibility Initiative. (2024). Making Audio and Video Media Accessible.