Last updated July 30, 2024
Learn how to ensure that all multimedia content — video, audio clips, images, and complex graphics — is accessible for all users, including people with disabilities.
Quick tips
1. Learn the fundamentals
You need to follow the same core steps for accessibility regardless of your content’s format. This fundamentals guide gives you the basics to get started.
2. Provide captions, transcripts and audio descriptions
Captions, transcripts and audio descriptions help make media content more accessible and ensure that your content complies with the Americans with Disabilities Act.
3. Embed accessible media players
Ensure that embedded videos are accessible. This means the content has sufficient captions and audio descriptions and the media players are accessible via screen reader and keyboard navigation.
Captions, transcripts, and audio descriptions
If your media is for the public, all videos should have captions, and all audio files (such as podcasts) should have transcripts. This will improve your content for a wide array of learners and contexts.
To learn more about captioning and sign language interpretation for a live event, refer to our Live captioning and sign language interpreting guide.
Captions
Text version of the audio content within a video, synchronized with the action on screen. Captions should be accurate, use correct punctuation, state in brackets who is speaking at the start of a new speaker, and indicate relevant ambient sound or emotional tone.
Transcripts
Text version of media content, most commonly used for audio. A transcript should capture all the spoken audio, plus background noise that wouldn’t otherwise be accessible without hearing the audio, like laughter and applause.
Audio descriptions
Additional audio track that describes and gives context for essential visual information. By capturing what is happening on screen, audio descriptions make videos and other media accessible to people with low vision or who are blind.
DIY vs. Professional captioning
DIY captioning
Pros:
- Cost-effective: Creating captions yourself can save money, especially for small projects with limited budgets.
- Familiarity with content: You know your project’s context, terminology and nuances best, which can lead to more accurate captions.
Cons:
- Time-consuming: Captioning can take a long time, particularly for long videos or multiple videos.
- Quality and accuracy: Without professional training, you could make mistakes in your captions, worsening the video’s accessibility and viewer experience.
- Limited resources: You likely don’t have the same tools and technologies as professional services.
Professional captioning
Pros:
- High-quality: Professional captioning services offer accuracy, follow accessibility guidelines and quality assurance.
- Efficient: Captioning experts can complete projects more quickly, allowing you to focus on other aspects of your project.
- Better technology: Professional services typically use advanced tools and technologies, such as integrating with video platforms and creating audio descriptions.
Cons:
- Cost: Hiring professional captioning services can be costly, especially for large or long-term projects.
- Learning curve: Understanding how to work with a captioning service takes time.
Professional captioning and transcription services
UW–Madison negotiated discounted rates with 3Play Media, Automatic Sync Technologies (AST)/Verbit, and Cielo24. For more information, visit Captioning, transcription, and audio description vendor rate comparison.
Automatic Sync Technologies (AST)/Verbit
Learn about accessibility barriers with AST/Verbit.
3Play Media
Learn about accessibility barriers with 3Play.
Cielo24
- Set up service with Cielo24
- Service includes non-English captioning and transcription
Learn about accessibility barriers with Cielo24.
Do-it-yourself captioning
Some web conferencing platforms allow you to download a transcript or caption file from a recorded event. If you use auto-captioning, you must edit the file for accuracy before using it. For more information about captioning pre-recorded events, visit Post-production captions, transcripts, and audio descriptions for pre-recorded events.
Follow these steps to add captions to your pre-recorded video:
- Record a video
- Upload the video to the captioning service or tool
- Use the auto-captioning function or add a transcript you already have
- Review and edit the results for accuracy
- Share the appropriately captioned video
Captions and transcripts should include the following:
- Punctuation
- Speaker names in brackets when they begin talking
- Relevant ambient sounds in brackets
- Vocal or emotional tone in brackets, if needed
- Any on-screen text in brackets (that is not read aloud)
Editing captions and transcripts from a recorded meeting
Some web conferencing platforms will allow you to download a transcript or caption file from a recorded event. If you use auto-captioning, this file will need to be edited for accuracy.
For more information about DIY captions in Kaltura, see the Learn@UW KnowledgeBase articles for How to Add a Captions File to Media in MediaSpace or How to Edit Captions in Kaltura MediaSpace.
For more information about captioning pre-recorded events, visit Post-production captions, transcripts, and audio descriptions for pre-recorded events.
Webex
More information about Webex accessibility
Zoom
More information about Zoom accessibility
Microsoft Teams
More information about Teams accessibility
Embedded videos
Embedded videos should always include captions for accessibility. Some video hosting services, such as YouTube and Kaltura, support auto-captioning or the inclusion of separate caption files. Alternatively, you can embed captions directly in your video using the video editor of your choice. We recommend taking time to understand what options are available to you based on the hosting method you choose.
Third-party hosting
- These options are available to UW–Madison users through campus licenses:
- Kaltura MediaSpace
- YouTube
- Box (not recommended for long videos)
Other hosting services such as Vimeo may also be used, though these may not be covered under a campus license. Please always review vendor Terms of Service before uploading content to a third-party service.
Embedding your video
It’s important to remember the following:
- make sure the user has control
- don’t autoplay videos
Note: You can quickly get the path to a video file in a KB attachment folder by selecting Copy URL link for the file. Use the Embed tab if you are embedding a video from another video hosting service like Kaltura or YouTube.
These services will typically have a way to customize certain embed options (such as the size of the embedded) and copy the embed code. The copied embed code can then be pasted under this tab.
Media player keyboard and screen reader accessibility
These key web accessibility tips are designed to help web developers create more inclusive and user-friendly websites. Implementing these best practices ensures that your web content is accessible to individuals with disabilities, enhancing their overall user experience and compliance with accessibility standards.
This is an accordion element with a series of buttons that open and close related content panels.
Keyboard accessibility
Media player controls should receive focus using the Tab key and arrow keys. Depending on the control, the media player should be operated using the Enter key, space bar, and arrow keys. Check the following to determine keyboard accessibility:
- The Enter key or space bar activates the Play/Pause control.
- The arrow keys, usually up and down arrow keys, manipulate the Volume control.
- The arrow keys, usually left and right keys, manipulate the Forward and Rewind controls.
- Depending on their design, other controls like Captions and Full Screen are activated by the keyboard.
Screen reader accessibility
For screen reader accessibility, the characteristics of each media player control must be stated by the screen reader. These characteristics are:
- Name (“Play,” “Fast Forward”)
- State (“selected,” “expanded”)
- Role (“button,” “list”)
- Value (“75%” for volume)
The Center for User Experience
At the Center for User Experience, we are committed to working with you to make digital spaces more accessible, usable and inclusive for all students, faculty and staff at UW–Madison. We help the university follow its Digital Accessibility Policy by offering free evaluation and consultation services to all UW–Madison community members.
Get in touch
- Meet with us: Book a quick chat with one of our team members to ask any questions you have.
- Start a project with us: We support accessible design and development. Fill out our Let’s Connect form to begin working with us on your project or to request an accessibility evaluation.
- Email us: Not sure if you’re ready to meet? Email us to start talking and figure out what to do next.