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According to federal and state guidelines all materials presented in the classroom must be in an accessible format. If a student enrolled in a course receives closed captioning as an accommodation through the Office of Student Accessibility Services, all assigned videos and media should have closed captioning.  

NOTE:  In line with universal design principles, it’s helpful to ensure that captioning is available as often as possible. It helps to make curriculum more inclusive for all students, such as those who are deaf or hard of hearing, who have learning disabilities, who have sensory and processing disorders, and for whom English is not their first language. Additionally, reading and hearing material at the same time may help all students with cognitive reinforcement. 

Upon receipt of a request from eligible students, the Office of Accessibility Services will provide accommodation information to instructors informing them of the need for captioned media. This information will also outline other deaf/hard of hearing-related accommodations for which the student is eligible. 

Creating Your Own Captions: 

You have the option to caption media yourself. Media should be captioned in a manner that is at least 99% accurate, synchronized, clear, and readable. Here are some options for creating your own captions. 

  • YouTube can be used to caption your own video.  

  • There is a captioning engine built into the newer versions of PowerPoint. Please check out this?How to add closed captions in PowerPoint tutorial

  • If recording through Zoom, the cloud recording service can create transcriptions through an auto generated AI feature. The transcript can then be reviewed and edited for human accuracy before it is shared.   

  • Upload your media file to our campus Microsoft Stream site and choose to autogenerate captions and share from Microsoft Stream. 

Alternative Materials: 

Another option to consider is to use alternative materials that are accessible. Consider assigning different videos that already have accurate closed captioning and still meet course learning objectives. For assistance in finding such materials, consult a librarian. 

Captioning Service: 

Campus Technology Services has contracted with 3Play Media for captioning services at $2.50/minute.  If the above options are not possible, a captioning request can be submitted to Campus Technology as follows: 

  1. Please allow ample time, at least two weeks before the media is posted/made available to the rest of the class. 

  2. Submit a ticket at, choose the Category “Captioning Services”.    
    1. Include the following information:   

      1. course name 

      2. start date 

      3. list of media needing captioned along with the media type and the first date to be used. 
  3. A CTS Team member will be in touch with information on how to send your video.   

  4. While every effort will be made to caption materials as quickly as possible when submitted with less than two weeks’ notice, please be aware that we may not be able to complete the process by the required view date. If there is an assignment tied to the viewing of the video, we ask that the student be afforded flexibility in completing the assignment. 

  5. You will be notified once the captioning has been completed and how to access your captioned media.  

  6. Review the captions and notify us of any errors. 

  7. Save/Upload your media to your Moodle course. If you need assistance with distributing the newly captioned videos in Moodle please submit a new ticket. 



How do I make sure a video has closed captioning? 

The most reliable way is to play the video. Commercially produced videos will have a small CC symbol on the box. You may need to actually watch the video to see if closed captioning is available.  

Always check to make sure the closed captioning provided is accurate for online videos, such as those on YouTube. Some online video sites provide only auto-generated captioning, which can be highly inaccurate, lack punctuation or capitalization, and would only confuse students. The best way to know if a video has accurate captioning is to turn off the sound, turn on the captioning and see if you can follow the video. 

What is the difference between subtitles and closed captioning? 

The most important difference is that subtitles provide only the spoken words, whereas closed captioning also provides the background music and sounds that are usually required to understand the action. When in doubt, try turning the subtitles on and the sound off and see if you can follow the video.  

We are discussing sensitive material and a student has closed captioning accommodations on recorded lectures. What should I do? 

Students should, as a part of class participation, make a commitment to digital privacy, meaning that students are not allowed to make, remix nor share or post course recordings, nor in any way capture, manipulate, or circulate the likeness of a classmate. 

I know a closed-captioned or subtitled DVD exists, but we do not own a non-captioned version of the film. Can I get the DVD? 

Check with the Library to see if and how a captioned version of the file can be acquired. 

Where can I find more information or resources about Universal Design for Learning? 

To learn about Universal Design, its role in higher education and web accessibility standards, consult the following resources: 

When do I need to contact publisher or copyright holder? 

  • When a closed-captioned version of the videos you want to use is not available, you need to contact the publisher or copyright holder to request permission to caption the video.?A captioned copy is called a derivative work and is not allowed under copyright law.?It is recommended to document all your communication with the publisher or copyright holder.