Captions and transcripts are essential tools for all audio and video content creators at the University of Kentucky. It is important to remember, though, that captions and transcripts don’t just provide access to content for those with disabilities — they improve the experience for everyone. They make our content more usable, discoverable and impactful.
Digital Accessibility for Video and Audio Content
Captions and Transcripts
What Are Captions and Transcripts?
- Captions: Text displayed on screen that matches spoken dialogue and relevant sounds in a video.
- It is important to add captions to your video.
- Do not rely on auto captions, as they are often inaccurate.
- Transcripts: A written version of spoken content from audio or video, often including speaker identification and time stamps.
Why Do They Matter?
1. Accessibility: Captions and transcripts ensure that individuals who are deaf or hard of hearing can fully engage with video and audio content.
2. Legal Compliance: As a public institution UK must comply with federal and state antidiscrimination laws, including the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act, as well as regulations implementing those laws that require compliance with Web Content Accessibility Guidelines (WCAG).
3. Support for all learners:
- Neurodivergent users may prefer reading over listening.
- Students with cognitive disabilities benefit from the ability to re-read and review.
4. Improved Comprehension: Captions help everyone better understand complex material — especially in noisy environments or when speakers talk quickly.
5. Searchability and Discoverability: Transcripts make content searchable, boosting visibility in search engines and helping users find what they need faster.
6. Flexible Viewing: Users can:
- Watch videos without sound (e.g., in public spaces)
- Skim transcripts to find key points
- Use assistive technologies like screen readers
What Should You Do?
As a content producer at UK, you should:
- Always include captions for video content.
- Provide transcripts for podcasts, interviews and audio files.
- Use UK-supported tools and services to ensure accuracy and compliance.
Ready to Get Started?
Here’s How to Create and Upload a Transcript for Audio Content:
Step 1: Create the Transcript
You have options for how to do this:
Option A: Manual Transcription
- Listen to the audio and type out what is said.
- Include speaker names and relevant sound cues (e.g., [music], [laughter]).
- Use paragraph breaks and punctuation for readability.
Option B: Use Transcription Tools
- UK-supported tools (check with UK IT or UK PR&SC and Marketing & Brand Strategy for approved platforms).
- Popular tools include:
- Adobe Premiere Pro (speech-to-text)
- Microsoft Stream (will produce a rough transcript of your video)
- Rev.com (paid subscription required)
- 3Play (paid subscription required)
REMEMBER: Always review and edit auto-generated (including all AI-generated) transcripts for accuracy and clarity.
Step 2: Save the Transcript File
- Save your transcript as a .txt, .docx or .pdf file.
- Use a clear filename like:
Episode_03_Transcript.pdf or UK_Podcast_Transcript.txt
Step 3: Upload the Transcript
Depending on where your audio is hosted:
If on a UK Website or CMS (e.g., Drupal, SharePoint):
- Upload the transcript file alongside the audio.
- Add a link labeled:
Download Transcript (PDF) or Read Transcript
If on a Podcast Platform (e.g., Spotify, Apple Podcasts):
- Include the transcript in the episode description (if allowed).
- Or link to a UK-hosted page with the transcript.
If on YouTube or Vimeo:
- Add the transcript to the video description.
- Or upload it as a caption file (.srt or .vtt) for video podcasts.
Accessibility Best Practices
- Make sure the transcript is easy to find and clearly labeled.
- Use plain language and proper formatting.
- Include speaker identification and non-verbal audio cues.
Here’s how to create and upload captions for videos
Step 1: Create the Caption File
Captions are typically created in a plain text format with timecodes. The most common format is SRT. You can create one using:
- Captioning software (e.g., Adobe Premiere, Rev, 3Play)
- Text editors (like Notepad or TextEdit) by manually formatting the file
Step 2: Save the File
- Save the file with a .srt extension.
Step 3: Upload Captions to Your Video Platform
Here’s how to upload captions on common platforms:
YouTube
- Go to YouTube Studio
- Select Subtitles from the left menu
- Choose the video
- Click Add under the language
- Select Upload file > Choose With timing
- Upload your .srt file
*Note that, instead of creating and uploading your own Captions file to YouTube, you can open the Auto Captions in your YouTube video, go in and edit as text to ensure accuracy and select, edit timings before saving and publishing.
Vimeo
- Go to your Video Manager
- Click the video you want to edit
- Go to the Distribution tab
- Under Subtitles, click + to upload
- Choose the language and upload the .srt file
Accessibility Best Practices
• Use plain language and avoid jargon.
• Focus on visuals that are essential to understanding the content.
• Test your video with screen reader users or accessibility reviewers.
Resources & Support
Please note that the technology to support creating and adding audio descriptions to video platforms like YouTube is relatively new and still developing. More guidance on audio descriptions and resources for campus video content creators will be posted here as these resources develop.
- Stay updated with UK’s digital accessibility policies via UK ADA Campus Accessibility.
- For guidelines about other social media channels where video may be shared, visit UK’s Guidelines for Creating Accessible Social Media Content.