How do I ensure that my closed captions meet accessibility requirements?

This guide discusses how to ensure that your closed captions meet WCAG 2.1 accessibility standards.

Closed Caption Standards

WCAG 2.2 Level AA and Level AAA both require captions for video content with audio. The standards specify the following requirements for caption quality and accuracy:

Accuracy and Completeness

• All spoken dialogue must be captured verbatim, including technical terminology and proper names
• Background sounds, music, and relevant audio effects should be indicated in brackets (e.g., [background music], [footsteps], [laughter])
• Ambient sounds that convey meaning should not be omitted
• Captions should be synchronized with audio to within 100 milliseconds

Speaker Identification

• When multiple speakers are present, clearly identify who is speaking
• Use speaker names or labels (e.g., “INSTRUCTOR:”, “STUDENT 1:”, “DR. NICKLA:”)
• Maintain consistent speaker labeling throughout the video

Caption Placement and Readability

• Captions should not obscure essential on-screen content
• Use no more than two lines of caption text on screen at any time
• Font size should be large enough to read on typical viewing devices
• Maintain adequate contrast between caption text and background

Timing and Synchronization

• Captions must appear and disappear synchronized with the audio content
• Allow sufficient time for viewers to read captions (minimum 1 second per line for standard reading pace)
• Rapid-fire dialogue should be kept on separate caption blocks for clarity

Caption Quality Best Practices

Accuracy Standards

• Review automated captions for errors, especially with technical, medical, or specialized terminology
• Do not paraphrase or condense dialogue; capture all spoken content
• Correct homophones and context-dependent words that speech recognition may misinterpret
• Include proper names, acronyms, and specialized vocabulary relevant to your field

Formatting for Clarity

• Use brackets for non-speech audio: [background music], [door slamming], [phone ringing]
• Use ALL CAPS for emphasis or shouting only when it reflects the speaker’s intent
• Break long captions into logical phrases that align with natural speech pauses
• Avoid single-word captions whenever possible; group words into meaningful phrases

Accessibility Considerations

• Do not rely solely on captions for all information; pair with visual descriptions when needed
• Caption lyrics fully if music is educational content
• Indicate music mood or tone when it conveys meaning ([upbeat music], [somber orchestral music])
• Include contextual descriptions when camera cuts or visual transitions occur

Inclusivity Tips

• Consider international audiences; define technical terms on first use
• Use clear, straightforward language
• Avoid unnecessary jargon or abbreviations
• Be consistent with terminology throughout the video

Exporting Captions from Panopto

The following resources provide guidance on working with captions in Panopto:

Panopto Help Documentation

• Panopto Captions Overview
• Adding and Editing Captions
• Editing Caption Timing

Exporting Caption Files

• Exporting Captions (VTT or SRT format)
• Using Caption Files with External Tools

Automatic Caption Generation

• Using Automatic Captions in Panopto
• Reviewing and Correcting Auto-Generated Captions

Accessibility Settings

• Panopto Accessibility Features
• Making Sessions Accessible

Note: Automatic caption generation serves as a starting point only. All auto-generated captions require manual review and correction to meet WCAG standards for accuracy and completeness.

Caption Review Workflow

Step 1: Generate or Upload Captions

• Use Panopto’s automatic caption feature as a first draft (if available through your NECO subscription)
• Alternatively, upload pre-made caption files in VTT or SRT format
• Allow time for the system to process the captions

Step 2: Review for Accuracy

• Play the video while reviewing captions
• Check for:
  • Misheard words and technical terminology
  • Speaker identification consistency
  • Proper punctuation and capitalization
  • Timing synchronization with audio

Step 3: Edit and Correct

• Use Panopto’s caption editor to make corrections
• Verify speaker names and labels are clear
• Adjust caption timing if necessary for proper synchronization
• Add descriptions for non-speech audio elements

Step 4: Verify WCAG Compliance

• Confirm all dialogue is captured
• Check that multiple speakers are identified
• Ensure captions are properly timed and synchronized
• Verify no essential visual content is obscured by captions

Step 5: Test and Distribute

• Preview the video with captions enabled in the Panopto player
• Test on various devices (desktop, mobile, tablet) to verify readability
• Distribute to students with confirmation that captions are available
• Collect feedback from caption users on quality and accuracy

Self-Checklist for Compliant Captions

• All spoken dialogue has been captured verbatim
• Background sounds and music are described in brackets [like this]
• Multiple speakers are clearly identified with labels
• Captions appear and disappear synchronized with audio (within 100ms)
• No more than two lines of caption text appear on screen at once
• Caption text is large enough to read on typical viewing devices
• Text and background have sufficient contrast for readability
• Rapid dialogue is broken into separate caption blocks for clarity
• Technical terms, proper names, and specialized vocabulary are accurate
• Captions have been reviewed and corrected (not solely auto-generated)
• Captions do not obscure essential on-screen visual content
• Caption timing allows sufficient time for viewers to read (minimum 1 second per line)

Additional Resources

• WCAG 2.2 Captions (Prerecorded) guideline
• WebAIM: Captions and Transcripts

Need Extra Support?

We are here to partner with you as you enhance your courses. If you run into technical issues or want a collaborative consultation on designing custom interactive modules, please reach out to our team: