Captions and transcripts enhance the clarity and accessibility of our content for all audiences. At Iowa, all media, including videos, livestreams, and podcasts, must include captions and/or transcripts to meet accessibility standards.
Captions vs. transcripts
Captions
Captions are lines of text shown in a media player that correspond to the audio in video content. They should be easy to read, synchronized with the audio, and include speaker identification and descriptions of relevant sound effects. Unlike subtitles, which typically show only spoken words, captions provide a more complete representation of the audio.
Transcripts
Transcripts are written records of all spoken content in multimedia, including dialogue, interviews, and other audio elements. They ensure that all content is accessible to those who are deaf or hard of hearing, as well as to anyone who prefers reading over listening. Transcripts should be clear, accurate, and include all spoken content.
Captioning policy
University policy requires captions for all prerecorded or livestreamed content and transcripts for audio-only content to ensure ADA compliance and make content accessible to everyone.
Captioning and transcribing prerecorded content
Ensuring accessibility for prerecorded content involves adding accurate captions to video and providing complete transcripts for audio-only formats, such as podcasts or interviews.
Self-captioning for video content
Step 1: Create a transcript
Write out a transcript for your video content to ensure all dialogue is captured. Many video hosting platforms such as Panopto, YouTube, Vimeo, and others offer auto-generated captions and transcripts. While these can be helpful starting points, auto-generated captions do not meet accessibility requirements and must be carefully reviewed and edited before being published to ensure compliance.
Step 2: Synchronize the transcript
Match the transcript to your video by syncing the text with the appropriate time stamps using tools such as Camtasia, MovieCaptioner, SubtitleEdit, or YouTube.
Step 3: Publish your video
Upload your video to your media server (e.g., YouTube, Vimeo).
Step 4: Export your caption file
Export your synchronized caption file in the appropriate format (typically .SRT).
Step 5: Upload your captions
Publish your caption file to the media server and associate it with your uploaded media.
Transcribing audio-only content
For podcasts and other audio-only content, create a complete transcript that captures all spoken dialogue. Like video captions, transcripts should be carefully reviewed and edited for accuracy and clarity before publishing. Once finalized, upload the transcript alongside the audio to your hosting platform to ensure your content is accessible.
Captioning live events
Live captioning provides real-time, synchronized captions during a live broadcast or event, ensuring content is accessible. Auto-generated captions available through streaming platforms do not meet accessibility standards. To ensure accuracy and compliance, review the process for captioning live events provided by the IT Accessibility office and use a professional captioning service.
Paid captioning and transcription services
Paid captioning and transcription services offer professional, proofread captions and transcripts for both video and audio content. The typical cost ranges from $1 to $2.65 per media minute. After submitting your media file, you'll receive synchronized captions or transcripts ready for review and publishing.
Vendor partners
The Office of Teaching, Learning, and Technology (OTLT) manages approved third-party vendors, making it easy to access professional services. Departments are responsible for covering associated costs.
Best practices for captioning and transcripts
Ensure accuracy and clarity
Captions: Reflect the speaker's words closely, omitting filler words such as "um" or "uh" when they don't add meaning. Always run spell-check and review punctuation before publishing to ensure clean, grammatically correct captions.
Transcripts: Similarly, capture the speaker’s words accurately, omitting nonessential filler words. Clarify unintelligible speech with notations such as [unclear] or [inaudible] when needed. Be sure to check spelling and punctuation for readability and comprehension.
Optimize placement and formatting
Captions: Left-align captions and place them centered along the bottom of the screen. If captions obscure important visuals, reposition them to a less intrusive part of the frame.
Transcripts: Write the transcript as continuous text with clear paragraph breaks for each speaker. Avoid time-stamped formatting, and use speaker labels [John Smith, Host] to indicate who is speaking.
Use descriptive text thoughtfully
Captions: Insert relevant sounds, such as [Gasps!], [Wind blowing], and [Silence] to help the viewer understand the context. Only caption sounds that add meaning and clarity.
Transcripts: Focus on transcribing the spoken words. Only include descriptive text for nonverbal sounds ([Laughter], [Footsteps]) or silence if it significantly affects the understanding of the conversation. Silences are typically not noted unless contextually important.
Describe music effectively
Captions: Describe instrumental music with [Music playing – no lyrics] or [Quiet music playing]. For longer sections of instrumental music, use ♪ after [Music playing – no lyrics]. Label specific types of music (e.g., [Pop music playing] or [Beethoven’s Ninth Symphony playing]), and sync lyrics with the music note symbol (♪).
Transcripts: Note music as [Pop music playing] or [Music playing in background]. Transcribe lyrics and integrate them into the flow of the text.
Prioritize readability
Captions: Limit text to 32 characters per line and no more than two lines per caption. Ensure captions are easy to read by keeping them concise.
Transcripts: Organize the text by speaker and use clear paragraph breaks. Avoid long blocks of uninterrupted text to ensure readability and flow.
FAQs
Does closed captioning need to appear on every video or livestream event produced?
Yes. All videos and livestream events produced by the University of Iowa must include closed captioning. This requirement ensures accessibility for individuals who are deaf or hard of hearing, in compliance with the Americans with Disabilities Act (ADA) and university policy. Auto-generated captions alone do not meet federal or institutional standards, so captions must be accurate, synchronized, and include relevant audio cues and speaker identification.
Is captioning required for Facebook Live events?
Yes. All university web video, including Facebook Live events, must be captioned. However, note that it isn’t currently possible to send Facebook Live data to a third-party live-captioning service via a smartphone; the stream will instead need to be sent from a computer.
Can I use a phone to stream an event?
No. For most captioning platforms, you will need to stream the event from a computer rather than a smartphone. Currently, phones aren’t able to provide the stream key that a captioning service must access in order to synchronize their work with your event.
Do we need to retroactively caption videos that were produced in the past?
Yes. All University of Iowa video and audio content—whether newly produced or created in the past—must include accurate captions and/or transcripts. If the content is still available, it must be made accessible to comply with the Americans with Disabilities Act (ADA) and university policy.
Will my college or unit be responsible for the cost of captioning?
Yes. Each college or unit is responsible for the cost of captioning its content. Professional captioning and transcription services are available through approved vendors managed by the Office of Teaching, Learning, and Technology, with rates starting as low as $1 per media minute.
How quickly are paid captioning services completed?
Turnaround time can be three to four business days, and for some services, captions for content of 30 minutes or less may be completed within 24 hours. Lengthier videos may have longer turnaround times.
Can I use auto-generated captions on my content?
No. Auto-generated captions or transcripts do not meet accessibility requirements under the Americans with Disabilities Act (ADA) and university policy. All video and audio content must be made accessible using accurate, complete, and properly synchronized captions or transcripts. While you may begin with auto-generated text, it must be thoroughly reviewed and edited to ensure it meets required accessibility standards before publishing.
Who can I contact for more help?
For additional guidance about captioning and transcription, please email itaccessibility@uiowa.edu.