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Designing for Accessibility: Best Practices for Implementing Video Transcription, Closed-Captions, Translation and Audio Descriptions in Online Learning

by Scott Griffin

Abstract
Ensuring that video-based content is accessible to all learners is increasingly important in online learning environments. Video transcription, closed-captions, translation, and audio description are essential tools for addressing barriers faced by students with hearing and sight impairments, non-native speakers, and those who benefit from text-based learning. This article outlines best practices for integrating these tools into online learning environments, with a focus on how AI technologies can streamline and enhance the process, while also incorporating human-generated transcripts for added accuracy.
Keywords:
Accessibility, video transcription, closed-captions, translation, AI transcription, hybrid approach, online learning, higher education, video platform, captioning, audio description, LMS integration
Introduction
The use of video as an educational tool continues to expand across higher education. From recorded lectures to multimedia presentations, videos have become a central component of online learning. However, as more institutions move toward video-based content, it is important to ensure that these resources are accessible to all students. For learners with hearing impairments, non-native speakers, or those who prefer text-based learning, features like transcription, closed-captions, and translation are essential to ensure full engagement with course materials.
This article explores the best practices for incorporating these accessibility features into online learning, focusing on the balance between AI-driven automation and professionally generated transcripts. By leveraging both technologies, institutions can create a more accessible and cost-effective learning experience.
The Importance of Accessibility in Online Learning
Video content, while engaging, can present accessibility challenges for a wide range of students. Students with hearing impairments may struggle to follow along without captions, while non-native speakers may need translations to fully comprehend the material. Additionally, students who prefer reading text or need to refer back to specific points may benefit from accurate transcriptions.
By implementing video transcription, closed-captions, translations, and audio descriptions, institutions can increase engagement and improve learning outcomes for their international student body. These features help ensure that all learners have equal access to educational content, which is essential for fostering a supportive and effective learning environment.
Best Practices for Implementing Video Transcription, Closed-Captions, and Translation
1. Automated Transcription and Captions with AI
AI-driven voice recognition technology has made significant strides in recent years, making it easier and more cost-effective for institutions to generate transcriptions and captions. AI transcription tools can quickly produce accurate text based on spoken words, reducing the time and resources required for manual transcription.
Key considerations:
  • Accuracy: While AI transcription is generally quite accurate, especially for clear speech, it may still struggle with technical jargon, strong accents, or noisy environments. Fine-tuning AI models or combining AI with human review can help increase accuracy.
  • Ease of Use: Many AI platforms allow for easy editing and correction of transcripts, so instructors can quickly address any issues that arise during automatic generation.
  • Cost-Effectiveness: Automated transcription is significantly more affordable than manually generated transcriptions, making it an attractive option for institutions with large amounts of video content.
2. Professionally Generated Transcripts: The Human Approach
For content that requires the highest level of accuracy, such as specialized lectures or technical material, professionally generated human transcripts can be a valuable investment. While this method is more costly and time-consuming, human transcription can ensure improved precision, especially when dealing with complex subject matter or strong accents.
Key considerations:
  • Time and Cost: Human transcription typically requires more time and resources, with professional services often charging per minute of video. This method is best suited for institutions that require high levels of accuracy and are willing to invest in the additional cost.
  • Accuracy: Human transcribers can account for context, complex terminology, and non-verbal cues in a way that AI cannot (yet), resulting in transcripts that may have higher quality and be more reliable.
3. A Hybrid Approach: Combining AI and Human Transcripts
While human-generated transcripts can be highly accurate, they come at a higher cost. However, institutions can take advantage of a hybrid approach that combines the benefits of both AI and human transcription. By starting with human-generated transcripts for the most complex content and then using AI tools to automate translation and make minor edits, institutions can reduce costs while still maintaining a high level of accuracy.
How this hybrid approach works:
  • Human-Generated Transcripts: First, transcribe the video content manually, ensuring high accuracy and quality.
  • AI Translation: Once the transcript is ready, use AI-powered translation tools to translate the text into multiple languages. This allows for quick, cost-effective translation without sacrificing the accuracy of the original transcript.
  • AI Captioning: AI can also generate captions from these transcriptions, further streamlining the process. By integrating AI technologies into this workflow, institutions can reduce the overall costs of human transcription and still provide accurate, multi-lingual captions and transcripts.
At Recap Innovations, we integrate with many leading enterprise video platforms. For select integrations, we will import your existing professional, human-generated transcriptions and closed-captions, and use those as the starting point for improving accuracy and providing translated subtitles.
4. Closed-Captions: Enhancing Accessibility for All Learners
Closed captions are not just for students with hearing impairments; they also benefit those who prefer reading along with spoken content, are in noisy environments, or need additional time to process spoken information.
Best practices for captions:
  • Synchronization: Captions should match the pacing of speech, with enough time for students to read each segment comfortably.
  • Clarity and Conciseness: Text should be clear, concise, and easy to read, with appropriate breaks between lines to avoid overcrowding.
  • Descriptive Captions: Include descriptions of non-verbal sounds (e.g., music, background noises) to help provide context for learners who may rely solely on the captions.
  • Appropriate Placement and Coloring: Captions should be designed and loaded into the video in such a way as to not block key elements visible on-screen in the video. This includes using proper positioning, as well as text color and opacity of the caption tracks.
5. Translation: Extending Reach to Global Learners
Translating video content into different languages broadens access to education for non-native speakers. AI-powered translation tools can quickly translate captions and transcripts, enabling institutions to reach a broader international audience. While real-time translation is not yet fully feasible for all contexts, post-production translation tools are highly effective for making content accessible in multiple languages.
Best practices for translation:
  • Multiple Language Support: Provide translations in the most commonly spoken languages among your student population.
  • Review and Editing: Even with AI-powered translation, it’s important to review the output to ensure accuracy, especially for academic terminology.
  • Customizable Options: Allow students to choose between languages for captions, audio, and translated materials, ensuring flexibility for global learners.
6. Audio Descriptions: Enhancing Visual Content for All Learners
Audio descriptions provide spoken narrations of visual elements in video content, making it accessible to students with visual impairments. These descriptions convey important visual details such as facial expressions, gestures, charts, or scene changes, ensuring that learners, particularly blind or reduced-vision users, can fully engage with the material. While audio descriptions can be integrated alongside captions, they are typically produced manually or with AI support and require careful timing to ensure they don’t interfere with the audio track. Offering audio descriptions alongside video content is an important step in creating a more accessible learning experience for all students.
Best Practices for Audio Descriptions
  1. Provide Clear and Concise Narration: Audio descriptions should focus on conveying key visual details without overwhelming the listener. Descriptions should be succinct, accurate, and only include relevant information that enhances the understanding of the content.
  1. Timing and Synchronization: Audio descriptions must be synchronized with the video content, ensuring they are delivered at the right moments without interrupting dialogue or important sound cues. It’s essential to leave pauses between descriptions so viewers can absorb the information without feeling rushed.
  1. Be Contextually Specific: Descriptions should capture not only what is seen but also the context or significance of visual elements. For instance, instead of just describing a “person walking,” the description might include context such as, “A professor walks to the whiteboard and begins writing key concepts.”
  1. Avoid Redundancy: Avoid repeating information that is already conveyed through audio or captions. The goal is to provide information that cannot be conveyed through other means, such as visual actions or settings that are vital for comprehension.
  1. Use Neutral and Clear Language: Descriptions should use clear, straightforward language that is easy for all students to follow. Avoid overly complex or technical language unless it’s essential for understanding the content.
  1. Consider the Audience: Keep in mind the level of detail needed based on the audience’s familiarity with the content. For instance, a simple instructional video might require fewer descriptions than a detailed documentary with complex visual elements.
  1. Provide Option for On/Off Control: Students should be able to easily toggle audio descriptions on or off depending on their needs. This allows users to decide when they need the extra detail and when it’s not necessary.
  1. Use Professional Narrators When Possible: Professional narrators with experience in creating audio descriptions for educational content will typically provide the most nuanced and effective descriptions, especially for complex material. AI-generated audio descriptions can be a useful tool as well to enhance or create audio description content when professional narration is unavailable.
  1. Ensure Accessibility Across Platforms: Audio descriptions should be compatible with all video hosting platforms and Learning Management Systems (LMS) used by the institution, ensuring students can access them seamlessly across devices.
By following these best practices, institutions can ensure that students with visual impairments or other accessibility needs can fully engage with video content in a supportive learning environment.
7. Best Practices for Transcript Placement
Proper placement of transcripts and captions is necessary to ensure they are accessible and easily usable by all students.
  • Transcripts should be made available in multiple formats, such as downloadable text files (e.g., PDF or Word or txt format), as well as embedded within the video player for easy access during playback.
  • The transcript file should be synchronized with the video content, allowing students to jump to specific sections or refer to particular points without confusion.
Common mistakes universities make include failing to provide downloadable versions of transcripts, placing transcripts in hard-to-find locations, such as Google Drive or an obscure page in the Learning Management System, or not syncing captions properly with the video timeline. To address these issues, universities should ensure that transcripts are prominently placed and easily downloadable from the same platform where the video is hosted. Where possible, the transcripts should be placed immediately next to or underneath the existing and corresponding video content. Your users should not have to hunt in other locations, pages or sites to find the transcripts and translations for the videos that they are watching. Additionally, leveraging AI tools to create synchronized transcripts and captions, with clear, user-friendly access, can help ensure that students benefit from a seamless and efficient learning experience.
Integrating Accessibility into Your Learning Platform
When selecting a video platform to implement these accessibility features, it’s important to choose one that supports both automated and manual processes. Look for a platform that allows for easy integration of AI transcription, captioning, and translation, as well as the ability to upload professionally generated transcripts for further processing.
Key factors to consider:
  • Ease of Integration: The platform should work seamlessly with your existing Learning Management System (LMS) and video hosting infrastructure.
  • Scalability: As your content library grows, the platform should be able to scale to handle large volumes of video files and transcriptions.
  • Compliance: Ensure that the platform meets accessibility regulations, such as Section 508 and WCAG guidelines.
Conclusion
Video transcription, closed-captions, translation, and audio descriptions are essential tools for making online learning content accessible to a wide range of students. By leveraging AI technologies, institutions can streamline these processes, improving both accuracy and cost-efficiency. For those seeking the highest level of accuracy, a hybrid approach that combines human-generated transcripts with AI-powered translation and captioning offers the best of both worlds.
As you consider implementing these accessibility tools in your institution, take advantage of AI solutions that allow for quick and accurate processing of video content while still allowing for manual input when needed. If you’re ready to enhance your online learning environment, schedule a demo with our AI Solution Specialists at Recap Innovations to see how our hybrid approach to transcription and translation can meet your accessibility needs.
Recap Innovations offer searchable, interactive transcripts that can be embedded as an iframe immediately next to your course video content, and the iframe also hosts and displays all translations and synthetic voiceovers of those translations.
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