Producing accessible video and audio
This guidance is for anyone who creates or publishes video or audio content for the University. It explains how to make sure recorded content is accessible so that everyone can access the information it contains.
All audio and video published on University websites or platforms must be provided in an accessible way.
3 simple ways to improve accessibility
- Add accurate subtitles to videos with speech.
- Provide a transcript for audio-only content.
- Review and correct any auto-generated captions before publishing.
Before you publish: identify your content type
Before creating or publishing content, identify which of the following applies. This determines what alternative formats are needed.
- Audio-only content (for example podcasts or voice recordings).
- Video with audio (for example lectures, interviews or explainers).
- Video without speech (for example screen recordings or visual demonstrations).
What alternative formats are required
Audio-only content
If your content is audio only, you must provide:
- A transcript.
Video with audio
If your video includes spoken content, you must provide:
- subtitles;
- an audio description where important visual information is not already explained in the audio.
For most University videos, subtitles are sufficient. Audio description is required only where visual content conveys information that is not otherwise available.
Video without speech
If your video contains no spoken audio, you must provide:
- an audio description explaining what is happening on screen.
Understanding alternative formats
Transcript
A transcript is a written version of the audio or video content.
Transcripts should:
- include all spoken words;
- include important non-spoken sounds where relevant;
- be provided as an accessible document (for example an accessible PDF or Word file) alongside the media.
Subtitles (captions)
Subtitles are a written version of spoken content displayed on screen.
Good subtitles:
- include dialogue and relevant sound effects;
- are synchronised with the audio;
- are accurate and readable.
Audio description
Audio description is an additional narration that explains important visual information.
Audio description is required where:
- key actions, visuals or on-screen text are not explained through speech;
- understanding the content depends on what can be seen.
Adding subtitles to videos
Subtitles are essential for making video content accessible to:
- Deaf or hard of hearing users;
- People watching videos without sound;
- People whose first language is not English.
There are two main types of subtitles:
Open subtitles
Open subtitles are embedded into the video and cannot be turned off.
What to know
- You have full control over how they appear on screen.
- They must be styled in line with University guidance.
- Updating them requires editing the video itself.
Open subtitles may be appropriate where platform support for closed subtitles is limited or where branding or design requirements apply.
Refer to the University’s film guidelines for advice on subtitle styling.
Closed subtitles
Closed subtitles are provided separately and can be turned on or off by the viewer.
What to know
- Commonly used on platforms such as YouTube.
- Can be customised by the viewer (for example text size).
- Can be edited and updated without re-editing the video.
Closed subtitles are usually the preferred option.
Auto-generated subtitles
Some platforms provide automatic subtitles.
What to do
- Use auto-generated subtitles as a starting point only.
- Always review and correct errors before publishing.
- Pay particular attention to names, technical terms and punctuation.
Platform-specific guidance
YouTube
YouTube can automatically generate closed subtitles.
What to do
- Review and edit subtitles before publishing.
- Download and re-upload subtitle files if needed.
For more detailed instructions, please read our guide on adding closed subtitles to YouTube videos.
University Video Portal
The University Video Portal supports automatic subtitles.
What to do
- Check subtitle accuracy.
- Correct errors before making videos public.
For more detailed instructions, please read our guide on adding closed subtitles to University Video Portal videos.
Social media platforms
Although not always legally required, it is good practice to subtitle videos shared on social media.
What to do
- Add closed subtitles where supported.
- Consider open subtitles for short, silent-autoplay videos.
For more detailed instructions, please read our guide on adding closed subtitles to social media videos.
Using external agencies
Adding subtitles and transcripts can be time-consuming, particularly for longer videos.
If budget allows, this work can be outsourced to an external agency.
What to consider
- Agencies may charge by the minute;
- Longer videos will cost more;
- Always check accuracy before publishing.
The following agency has previously worked with the University:
Support
If you’re unsure what alternative formats are needed, or how to add subtitles or transcripts, contact your Faculty or departmental digital team for advice.