Captions and transcripts provide a way for all users to access information and content in the way that they need it. These text-based equivalents create an equally effective experience for users in many ways:
- Provides access for deaf and hard-of-hearing individuals
- Improves comprehension for multilingual views
- Increases comprehension and retention for students
- Allows for flexible viewing in sound-sensitive environments
- Boosts SEO and searchability of videos and audio
When to caption
Captioning is required for:
- For live events or any videos used during an event/course where an accommodation is requested from a student, staff member, attendee, or other person who requires captioning
- All public-facing videos on Penn websites, web applications, or social media account. This includes recorded events and sales and marketing videos
- All public-facing live events, such as commencement
Captioning and live-captioning requirements apply even when you are hosting your videos or events elsewhere, such as YouTube or Zoom.
When to transcribe
Transcripts are used to make audio-only content, such as Podcasts and audio uploaded to SoundCloud, more accessible.
Transcription is required for:
- For any audio content used in an event/course where an accommodation is requested from a student, staff member, or other person who requires transcription
- All public-facing audio on Penn websites and web applications
If you need to remediate your multimedia, follow these guidelines and best practices.
- When an accommodation is requested from a student, staff member, attendee, or any other person who requests captioning
- When the multimedia is newly created and/or uploaded to a public Penn property
- When the multimedia will be shared across channels and/or over an extended period of time
- When the multimedia will be reused in new courses, existing courses, or used in a course for more than one semester
- When the multimedia is on a public facing web page
Other prioritization considerations
- When purchasing multimedia or media creation services, it should be delivered in a captioned state. It’s recommended to build this into your budget and media creation workflows.
- If you do not have the in-house capacity or technical support, you may have to outsource live-captioning, captioning, and transcription services.
- Caption all archived multimedia upon request, and caption all frequently requested multimedia.