This information is intended for faculty and instructional support staff who have course related videos and want to learn more or request captioning. For students interested in accommodations request, please visit the Disability Resource Center.
The Importance of Captioning
The UF Electronic Information Technology & Communication Accessibility (EITCA) accessibility policy outlines standards and guidelines for compliance with the Americans with Disabilities Act of 1990 (ADA), as amended, and Sections 504 and 508 of the 1973 Rehabilitation Act, as amended. These standards include providing captions for all videos with audio.
Captioning is important to video audiences who are deaf or hard of hearing. They are also utilized often by other viewers, including those for whom the spoken language in the video is a second language, those viewing in a loud environment, those viewing in a sound-sensitive environment, such as a library, and those with a learning disability.
UFIT Captioning Services
Closed-captioning completed by UFIT Captioning Services meets the EITCA accessibility policy requirements. If you would like your course recordings professionally captioned at UF, they must be uploaded into MyMediasite and a Captioning Request must be made.
Accommodation requests must be made through the Disability Resource Center (DRC). UFIT Captioning Services will contact you directly to set up captioning for students registered with the DRC.
UFIT Captioning Services requires that all videos be housed on Mediasite. Follow these steps to move videos into Mediasite:
- Request a MyMediasite Profile (faculty already have profiles and may skip this step).
- Login to your MyMediasite account.
- Upload .mp4 videos into MyMediasite.
- Copy the link for each recording (needed when making a captioning request).
Once the videos are in MyMediasite, complete the captioning request form.
Submitting this form generates a ticket to the EITCA office and UFIT Captioning Services. If your course fulfills the requirements for central funding through UFIT and the Associate Provost’s Office for Teaching and Learning, this service is at no charge to you or your department.
If your course does not qualify for no cost captioning, UFIT Captioning Services will advise you of captioning options and costs.
3Play Media Captioning
3Play media closed-captioning also meets the EITCA accessibility policy. You may also request your own account with 3Play Media by contacting your department head for approval and then contact UF's account representative at 3Play, Stephanie Titlebaum (firstname.lastname@example.org). You will receive UF's rates.
Upon receiving your account information from 3Play, you will need to contact email@example.com to set up your 3Play/Mediasite profile. Once your account profile is set up, they will notify you with specifics on how to arrange for your own captioning via 3Play.
Captions typed by an attendee or through AI during a synchronous meeting is called live captioning. Contact firstname.lastname@example.org to discuss live captioning options. Accommodation requests made for live captioning will be coordinated through the DRC.
UF offers several software platforms that offer automatic captioning or transcriptioning functionality. Captioning appears embedded within the video while it plays, and transcriptioning may be available via a separate document, or may display outside of the video window.
Automated captioning does not meet ADA requirements for fully accessible videos because of lower accuracy rates.
Automatic transcripts and captions generated by Zoom and Stream are a great starting point for creating accessible content and can be edited for accuracy.
Zoom automatic audio transcripts will create a draft transcript that will need to be reviewed, edited, and enabled as closed-captioning.
- Log into University of Florida Zoom using your Gatorlink username and password.
- On the left, click on Settings.
- Click on the Recording tab.
- Make sure the box for 'Audio transcript' is checked. This will create auto-transcripts, and the transcript can later be edited by the host.
- Record your Zoom meeting to the Cloud.
More in-depth instructions available here: Automatically Transcribe Cloud Recordings
What is Otter.ai?
Beginning Fall 2020, UF is conducting a pilot of Otter.ai, an automated, real-time speech-to-text transcription service that can be integrated into Zoom meetings. Otter.ai creates live transcripts that can be viewed during a meeting and later edited and shared. For detailed information, see What is Otter.
Who can use the service?
Otter.ai is currently under development in a closed pilot stage. Access can be requested through the Disability Resources Center. Pilot participant feedback is valuable and can be provided via the Microsoft Teams site Otter.ai Pilot.
Due to HIPAA regulations, members of the Health Science Colleges are not currently able to set up the Zoom integration. However, Zoom meeting transcriptions (as well as transcriptions from other apps such as Microsoft Teams and Google Meet) can still be made by using Otter.ai on the web or through the app.
Hangouts Meet Captions
Captions will only happen live. They are not available in the recorded version of the meeting.
- Visit the G Suite page and select Hangouts Meet. If not already signed into Google, you may be prompted to log in using your Gatorlink username and password.
- Join the meeting.
- You will be asked to allow use of your microphone and cameras.
- On the bottom right of the page click Turn Captions On.
Note: When you turn on captions, they will only be visible to you on your device. In order for other participants in the meeting to see captions, they will have to turn captions on as well.
Microsoft Stream Captions
Microsoft Stream can automatically generate captions on the videos that you upload. To upload and enable auto-captions on your videos, perform the following steps:
- Log into Microsoft Stream using your Gatorlink username and password.
- Select the “Create” tab and select “Upload video.”
- Use the Browse button or drag in a video to begin the uploading process.
- In the “Details” panel, select the language being spoken in the video from the “Video Language” drop down (see image).
- In the “Permissions” panel, verify that you have selected your desired visibility options.
- In the “Options” panel, ensure that the “Autogenerate a caption file” checkbox is selected (see image).
- Publish your video by selecting the “Publish” button once your video is uploaded.
- Generating captions can take 1-2 times the length of your video. Your captions are ready when a Transcript tab is available next to your video player, and a “CC” (Closed Captions) button will also appear in your video player controls (see image).