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Video Accessibility Guidelines

As of April 2024, the Department of Justice (DOJ) mandates that all public entities meet WCAG 2.1 Level AAstandards. For the University of Utah, this means a shift from reactive accommodations to a proactive, "accessible by default" approach for all digital content, mobile apps, and course materials.

Compliance Deadline: April 24, 2026.

Core Requirements for Multimedia

To meet legal standards, all active multimedia must adhere to these three pillars of accessibility:

1. Synchronized Captions

Captions are text versions of the spoken words in a video. They appear on screen as the video plays. People who are deaf or hard of hearing rely on captions to understand the audio. Captions also help people who are learning a new language or who are in a noisy environment.

    • Prerecorded Video: Must include accurate, synchronized captions.
    • The 99% Rule: Auto-generated captions (like YouTube’s) typically have a 10–15% error rate. Captions must be manually reviewed for grammar, punctuation, and speaker identification.
    • Live Video: Real-time captions are required for live broadcasts, including commencement, public webinars, and live-streamed classes.

How to create captions:

    • Automatic captions: Many video platforms (like YouTube) offer automatic captioning. However, these are not always accurate, so it's important to review and edit them.
    • Manual captions: You can create captions yourself using a text editor or captioning software.
    • Professional captioning services: If you need high-quality captions, consider hiring a professional captioning service.
    • Contrast & Legibility: Captions must maintain a minimum contrast ratio of 4.5:1 against the video background. It is recommended to use at least a 14pt font.

CDA provides captioning services for Deaf and Hard-of-Hearing, or otherwise approved CDA students.

More Information about Captioning Services

2. Audio Description (Visual Context)

  • What they are: Transcripts are written versions of audio content, like podcasts or recordings.
  • Why they matter: Transcripts make audio content accessible to people who are deaf or hard of hearing. They also help people who prefer to read or who want to search for specific information within the audio.
  • How to create them:
    • Manual transcription: You can transcribe audio yourself using a text editor.
    • Automatic transcription: There are many automatic transcription services available, but they may require editing for accuracy.
    • Professional transcription services: For high-quality transcripts, you can hire a professional transcription service.

3. Audio Descriptions for Videos

  • What they are: Audio descriptions provide narration about the visual elements of a video, such as actions, scenes, and body language.
  • Why they matter: Audio descriptions make videos accessible to people who are blind or have low vision.
  • How to create them:
    • Write concise descriptions: Focus on the essential visual information.
    • Time the descriptions carefully: Make sure the descriptions align with the video's action.
    • Use a clear and neutral voice: Avoid using expressive or emotional tones.

4. Accessible Multimedia Players

    • Keyboard accessibility: Make sure your video or audio player can be controlled using only a keyboard.
    • Clear controls: Use clear labels and visual indicators for player controls.
    • Avoid autoplay: Autoplaying audio or video can be disruptive and startling for some users.
    • Visual Safety: Content must follow the Three-Flash Rule to prevent seizures. Use the PEAT tool to test for dangerous flash rates.

Class & Course Materials

The new Title II rule explicitly includes all instructional content, even that which is "behind a login" (e.g., Canvas LMS portals).

  • Instructional Videos: Lecture recordings, guest speaker clips, and supplemental YouTube videos must be captioned and described before they are assigned to students.
  • Presentations: Slide decks (PowerPoint/Google Slides) used in videos must have high contrast, a logical reading order, and descriptive alt-text for any images shown on screen.
  • LMS Integration: Use tools like Ally to audit your course materials. Ally provides a "gauge" score for accessibility and generates "Alternative Formats" (like tagged PDFs or ePubs) automatically.

Live Video & Photosensitivity

To prevent physical reactions or seizures, the following safety standards are mandatory:

  • The Three-Flash Rule: Content must not flash more than three times in any one-second period. This applies to high-intensity transitions, strobe effects, or rapid animations.
  • Photosensitivity Warnings: For live events where flashing may be unavoidable (e.g., a press conference with many cameras), a clear verbal and visual warning must be provided at the start of the broadcast.
  • Testing: Use the Photosensitive Epilepsy Analysis Tool (PEAT) to analyze video files for dangerous flash rates during the editing phase.

 

Permissible Exceptions

The DOJ has defined narrow exemptions where proactive remediation is not required. However, you must still provide an accessible version if an individual makes a Reasonable Request for Accommodation.

 

 

  • A video is exempt only if it meets all four criteria:

    1. Age: Created before the compliance deadline (April 2026/2027).
    2. Purpose: Retained strictly for historical reference, research, or record-keeping.
    3. Storage: Located in a dedicated "Archive" section clearly labeled as such.
    4. No Edits: The video has not been altered or updated since being archived. Note: Embedding an old video into a new webpage "re-activates" it, and it must then be made compliant.

  • Applies to content posted by outside users (e.g., comments or user-uploaded clips) that the entity did not create or contract for.

    • Exception: If you pay a vendor to create a video, that content is not exempt.

  • Posts made on social media platforms before the compliance deadline are exempt. New posts made after the deadline must be fully accessible.

Resources by Role

The DOJ has defined narrow exemptions where proactive remediation is not required. However, you must still provide an accessible version if an individual makes a Reasonable Request for Accommodation.

 

 

  • Course Audit: Use Ally in Canvas to find inaccessible videos in your modules.
  • New Content: Ensure all new lecture recordings have edited captions before the semester starts.
  • Syllabus: Include a clear "Accessibility Statement" and a link for students to request accommodations.

Instructor Essentials