Accessibility - Step-by-step instructions for ensuring accessible Multimedia

Accessible multimedia ensures that information is available to users who cannot hear, see, or easily process audio‑visual content—and it also improves usability for everyone. Learn how to create accessible transcripts, captions, and audio descriptions for the benefit of all users.

Part 1: Creating a Transcript

A transcript is a text‑based version of all spoken content and meaningful sounds in audio or video.

Step 1: Identify what needs to be included

A complete transcript should include:

  • All spoken dialogue
  • Speaker identification (when there is more than one speaker)
  • Meaningful non‑speech sounds (e.g., [laughter], [applause])

Step 2: Generate initial text

Use one of the following:

  • Automatic speech‑to‑text tools (Word, YouTube, Teams, Zoom)
  • Professional transcription software or services
  • Manual transcription for short recordings

Important: Automatic transcripts require editing and must not be published as‑is.

Step 3: Edit for accuracy and clarity

  • Correct misheard words and technical terms
  • Add punctuation for readability
  • Break content into paragraphs
  • Clearly label speakers

Step 4: Format the transcript accessibly

  • Use clean, readable text
  • Avoid embedding transcripts as images
  • Place the transcript:
    • On the same page as the media, or
    • As a clearly marked, accessible linked document

Note: Use of headings is helpful if the transcript is long.

Part 2: Developing Captions

Captions are time‑synchronized text that matches spoken content and relevant sounds in video.

Step 1: Start with a caption file

Create or edit captions using:

  • Captioning tools (YouTube Studio, Panopto, Kaltura)
  • Caption editors (Amara, Subtitle Edit)
  • Media platforms that accept .vtt or .srt files

Note: Captions must be synchronized and accurate.

Step 2: Create or import auto‑captions

  • Generate automatic captions as a starting point.
  • Import a caption file if one already exists.
  • Never publish auto‑captions without review.

Step 3: Edit captions for accuracy

Ensure captions:

  • Match spoken words verbatim (or near‑verbatim)
  • Use correct terminology and names
  • Use proper capitalization and punctuation
  • Include line breaks at natural speech pauses

Note: Target 97- 99% accuracy when possible.

Step 4: Add non‑speech information

Include relevant audio information such as:

  • [music playing]
  • [door closes]
  • [laughter]

Only include sounds that convey meaning or context.

Step 5: Sync and validate timing

  • Captions should appear when speech starts and disappear when it ends.
  • Avoid captions moving too quickly to read.
  • Ensure captions are not cut off visually.

Step 6: Test captions

  • Play the video with sound muted.
  • Confirm the message is fully understandable.
  • Check captions on mobile and desktop.

Part 3: Incorporating Audio Descriptions

Audio description provides spoken narration of important visual information not conveyed through dialogue alone.

Step 1: Identify visual‑only information

Look for visuals that communicate meaning, such as:

  • On‑screen text
  • Demonstrations or gestures
  • Charts, graphs, or labels
  • Scene changes or facial expressions critical to understanding

Note: If a user could miss meaning by not seeing the screen, it should be described.

Step 2: Decide the type of audio description

Choose one method:

  • Standard (integrated): Descriptions read during natural pauses
  • Extended: Video pauses briefly to allow descriptions (used when content is dense)
  • Text‑based alternative: Description provided as a separate document

Step 3: Write the description script

  • Use clear, neutral language
  • Be concise and objective
  • Describe what is relevant, not every detail
  • Avoid interpretation or opinion

Note: Focus on meaning, not decoration.

Step 4: Record or integrate audio description

  • Record narration using clear, consistent pacing
  • Mix at a lower volume than dialogue
  • Ensure descriptions do not overlap critical speech

Note: Audio should be easy to distinguish from other voices.

Step 5: Provide access to audio description

  • Include a toggle or separate “Audio Description” version
  • Label clearly for users
  • Ensure compatibility across platforms

Step 6: Test with audio‑only playback

  • Listen without watching the screen
  • Confirm all key visual information is conveyed
  • Ask: can the video be understood auditorily alone?

How to perform final quality checks for all media

Before publishing:

  • Transcript is accurate and complete
  • Captions are synchronized and readable
  • Audio description conveys essential visuals
  • Media is accessible without sound or sight
  • Features work on mobile and desktop
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