Videos used to "to engage with University programs and services" must meet WCAG 2.1 Level A and AA standards. These requirements apply universally to all videos, regardless of the language in which they are provided, including languages other than English.

Why captions?

• Captions increase comprehension of content, especially if the dialogue is spoken quickly, if there are background noises, and for English-as-a-second-language viewers.
• Supports viewing in sound-sensitive environments, such as libraries and public spaces.

Do I need transcripts?

• Transcripts, text versions of the video content, can serve as an alternative to watching the video, can be easily searched, and cater to different learning styles.
• Transcripts are only required for pre-recorded audio-only, for example podcasts.
   

Steps for video accessibility

Step 1. Inventory

Create an inventory of your department's audio and video assets.

Tip: Download this Accessibility Tracking Template with Examples spreadsheet and make it your own.

Check these places:

• Your inventory on your website using the "media" category in Siteimprove's inventory module.
• Your site's file system (CMS) for audio and video that are behind a login or require VPN.
• Box, Teams, and SharePoint.
• Official UCSF social media.

Step 2. Assess

Videos need: 

• Captions. Look for accuracy of proper names of people, programs, medical terminology, and UCSF buildings.
• Audio descriptions. Videos at UCSF need audio descriptions if they include important visual content that is not conveyed through the audio alone. Audio descriptions can be a separate narration track that explains visual elements, such as actions, settings, or text displayed on the screen, which are essential for understanding the video. This ensures accessibility for individuals who are blind or have low vision.
  • For example, if a video shows a chart or a visual demonstration without explaining it verbally, an audio description must describe these elements so viewers relying on audio can fully comprehend the content.
  • Resource: Providing Audio Descriptions for Videos (UCOP / EAC)

Audio files need: 

• Transcripts. Transcripts for audio-only content are written versions of everything spoken or heard in the audio file. They include all dialogue, speaker identification, and relevant sound effects (e.g., “[applause]” or “[phone ringing]”). Transcripts make audio content accessible to individuals who are deaf or hard of hearing and also serve as a searchable, text-based alternative for anyone who prefers reading over listening.

Source: WC3 Standard

Step 3. Prioritize fixes

Fix public-facing, most-viewed audio and video first. 

Tip: Some of your content may qualify as an exception. Learn more about exceptions in the ADA.gov Fact Sheet.

Step 4. Fix the issues 

For audio and video fixes, decide whether your department will do the work and/or if you need vendor services. 

• For free DIY captioning, YouTube offers an easy-to-use captioning interface with YouTube’s Creator Tools. For Vimeo users, visit Vimeo’s Captions and Subtitle Help Center.

  Tip: capture transcripts during the recording so they can be repurposed for captions.

• For vendor outsourcing, see the Accessibility Vendor page and How to Estimate Remediation Costs. YouTube and Vimeo also offer paid services. 

Step 5. Check your compliance

Once you've made fixes, please check again:

• If your videos were remediated by a vendor, you are responsible for their work.
• If proper names and medical-related content are included, double-check they are accurate. 

Tip: Watch the video with the captions on, at an increased playback speed if desired, and check that there are no critical errors. 

Step 6. Confirm Caption Accuracy for Accessibility Compliance

To document accessibility compliance for your video(s), the DACP team asks content owners to confirm that captions are fairly accurate so we can maintain a record for auditing and compliance purposes.

• Review the captions on your video(s):
  • Make sure the captions accurately reflect the spoken words, including correct spelling of names, technical terms, and punctuation.
  • Ensure captions appear in sync with the audio.
  • Include non-speech audio cues when relevant (e.g., “music playing,” “applause”).
  • If automatic captions were used (e.g., generated by YouTube, Vimeo, or another platform), they must be manually reviewed and corrected so they are accurate and complete.
• Reply to our accessibility compliance email with a brief confirmation statement, such as:
  • "I have reviewed the captions for [Video Title or URL] and can confirm that fairly accurate captions exist for this content." 

Note: This reply will be kept in our records as documentation that the captions have been reviewed and confirmed. 

Resources

• Easy way to create accessible videos with audio (Pope Tech)
• Description of Visual Information (W3C)
• Providing Audio Descriptions for Videos (UCOP EAC)
• Making Audio and Video Media Accessible (W3C)
• Planning Audio and Video Media (W3C)
• Subtitle (Caption) Guidelines (BBC)
• Transcripts and captioning University of California Electronic Accessibility Committee (EAC)
• A University Guide to Budgeting and Auditing for ADA Video Compliance, from 3Play Media
  includes downloadable ADA Title II checklist