ADA & Section 508 Checklist: Making University Videos Fully Accessible

ADA & Section 508 Checklist: Making University Videos Fully Accessible

Campus Video Accessibility: Key Laws and Why Compliance Matters

• Five laws and standards define campus video accessibility: ADA Title II/III, Section 504, Section 508, WCAG 2.2, and state laws all require universities to make content accessible (ADA.gov).
• Captions and transcripts are required for prerecorded lectures according to WCAG 2.2 (2023), with audio description necessary for content that communicates visually (W3C).
• Human-verified captions improve learning for 90% of students and boost comprehension by 16%. These benefits apply to students with and without disabilities (Sorenson, 2023).
• GoTranscript’s secure workflow ensures 99% accurate captions and transcripts that meet all compliance checkpoints, with turnaround fast enough for next-day upload.
• Ignoring these requirements can result in expensive legal settlements and lost federal funds. Schools such as CUNY, Harvard, and MIT have already faced costly consequences (3Play Media).

1. Know the Rules of the Game

Bottom line: Meeting WCAG 2.2 Level AA requirements ensures compliance with ADA, Section 504, and Section 508 for video.

2. 10-Point Accessibility Checklist for University Videos

1. Accurate Captions (99%+): Must be human-edited to meet ADA’s "effective communication" standard.
2. Verbatim Transcripts: Provide a text-only version for students using screen readers or needing translation.
3. Audio Description (AD): Narrate key visuals such as charts or demonstrations for blind and low-vision students.
4. Speaker Identification: Name instructors, guest speakers, and students when they speak.
5. Synchronized Timing: Ensure captions match spoken words within 100 milliseconds.
6. Keyboard-Navigable Player: All video controls must be usable without a mouse (accessiBe).
7. Contrast-Compliant Subtitle Styling: Use a minimum 4.5:1 color contrast ratio for legibility.
8. Multiple File Formats: Deliver captions in VTT or SRT for LMS use, and transcripts in TXT or PDF for note-taking.
9. Secure Storage & FERPA Controls: Restrict access to protect student privacy.
10. Retention & Audit Logs: Store caption files and quality reports for at least three years, as required for audits.

Tip: GoTranscript bundles steps 1–5 automatically, and covers steps 6–10 with its LMS plugin or Kaltura/Panopto export options.

3. Implementation Workflow for Staff & Instructional Designers

1. Record Clear Audio: Use boundary microphones and record in 48 kHz WAV format.
2. Upload to GoTranscript EDU Portal: Supports Zoom links or direct LMS drag-and-drop.
3. Select Services:
   • Captions & transcript (default package)
   • Optional audio description track for videos with heavy visuals or sign language.
4. Add Course Glossary: Ensure accurate spelling of technical terms.
5. Choose Turnaround Time: Options include 6-hour, 24-hour, and 48-hour delivery for budget flexibility.
6. Auto-Publish: Return videos to Canvas, Blackboard, Moodle, or YouTube EDU automatically through API integration.

With this workflow, fully accessible videos can be delivered within one day, streamlining the process for faculty and students alike.

4. Why Captions & Transcripts Improve Student Learning

• Captions increase comprehension by 16%. Students retain information better when captions are available (Sorenson, 2023).
• 90% of students—regardless of disability—report that captions help them learn. This includes students who benefit from text reinforcement (University of West Florida, 2023).
• ESL and neurodiverse learners benefit from searchable transcripts. This helps students review key terminology and master new concepts (National Deaf Center).
• Universal Design for Learning (UDL) recommends offering text, audio, and visual modes together. This supports all types of learners and aligns with accessibility laws.

5. Avoiding Legal & Financial Risk

The Department of Justice and Department of Education’s Office for Civil Rights now reference WCAG 2.2 in investigations. Recent legal settlements have topped $1 million, not including the cost of damaged reputation.

• Prevention is much more affordable: using GoTranscript’s campus pricing costs around $1.25 per video minute, which is a small fraction of the price for after-the-fact remediation.

6. Frequently Asked Questions

Is auto-captioning enough to satisfy Section 508?

No. Automated captions are usually about 85% accurate (2023), which is below the effective communication standard set by the DOJ. Manual review is required for compliance.

How quickly do captions need to be posted?

Captions should be available within 24 hours. Delays of several days are considered barriers to equal access and may trigger investigations.

Do I need audio descriptions for slideshows with narration?

Yes, if the voice-over does not fully describe visuals that are important for understanding the educational content.

Can my video player make me non-compliant?

Yes. If the player does not have keyboard accessibility or focus controls, it will not meet Section 508 or WCAG 2.2 standards. Select a video platform certified for accessibility.

7. Next Steps for Full Compliance

1. Download a free ADA & Section 508 video compliance audit template to quickly check your current resources.
2. Upload a test lecture to GoTranscript and receive captions and a transcript within hours. This provides a real-world demo of compliance and speed.
3. Share results with your accessibility team and secure volume discounts for your entire campus or department.

Meeting ADA and Section 508 standards for university video requires accurate captions, transcripts, audio descriptions, and accessible players. GoTranscript offers solutions for education—including closed captioning, transcription, subtitling, audio translation, and automated transcription. For effective, affordable, and fast accessibility results, order your university video transcription today.