Captioning and Transcription

Importance for Accessibility

Video Content

Videos should be created and delivered in ways that ensure that all members of the audience can access their content. An accessible video includes captions and is delivered in an accessible media player, such as Mediaflo, Texas State’s media content management system.

Podcasts and Audio Tracks without Video

Audio tracks without video should have an accompanying transcript. The World Wide Web Consortium (W3C) has a great resource for understanding the various types of transcripts utilized to ensure access by individuals with disabilities.

Accuracy Requirements for Captions and Transcripts

To ensure the civil rights of all users, captions and transcripts must meet the 99.9% accuracy threshold. This standard ensures that the content of the video or audio file is accurate for all users and helps our university protect their civil rights.

Accuracy is measured by spelling, punctuation and grammar. These must all be correct to meet the 99.9% threshold. Additionally, if multiple speakers are featured in the audio content, their names must be identified in captions and the transcript. Finally, music tracks should be identified while they are playing for full context.

Captioning Video

Captions are text versions of the audio content, synchronized with the video. They are essential for ensuring your video is accessible to students, faculty, staff and members of the public who are deaf or hard of hearing. They also help non-native English speakers to understand the video, make it possible to search for content within the video and help all students learn the spelling of technical terms spoken in the video.  Some individuals with cognitive disorders also benefit from having captions present in a video.

This information can be transcribed speech, descriptions of music and other sounds in a media item. Closed captions can be turned on and off as opposed to open captions which are always displayed.

Captioning and Mediaflo

Mediaflo content displays the closed captioning logo icon in the tool bar at the bottom of the player if content is captioned. Currently, there are three captioning options in Mediaflo: Rev, Amara, or upload your own.

Amara Editor

The Amara captions editor is a free tool within Mediaflo that allows you to create your own captions. The time investment to create a caption is about 7-10 minutes per minute of video and the turnaround time is instant after captions are published in the Amara editor. Be sure to review captions created in the Amara editor to ensure they are 99% accurate for ADA compliance. Amara has built-in guides to assist you with captioning your video. The Mediaflo support page has information to help you get started as well.


Rev is a professional captioning service integrated into Mediaflo. With Rev, videos may be ordered through Mediaflo at a cost of $1.25 per minute of video charged to your department. Videos that are 30 minutes or less have a 24 hours or less turnaround time for captioning. Rev does not provide time estimates for the turnaround time on captioning videos longer than 30 minutes. Rev ensures 99% accuracy which is required for ADA compliance.

To set up Rev captioning with Mediaflo, read ITAC's support documentation. Rev captioning requires a funding source first be approved for Rev integration to be enabled.

Zoom Captions

Zoom offers the ability to create a transcript when using their cloud recording service. This process creates a separate .vtt file that can be corrected and uploaded into Mediaflo as the caption file. Zoom captioning resources can be found on their support website.


Microsoft published clear instructions for how to enable recording for PowerPoint presentations. The instructions include direction for how to publish the content to Microsoft Stream and use its tools to create a transcript of the audio for correction using their transcript tool.

YouTube Captions

YouTube can be used to create an automatic transcript for video captions. This transcript falls below the required accuracy of 99%, thus content editors will need to download and edit this transcript to meet the legal requirements for our university content.

Rev provides an easy to read checklist for finding, time stamping, and ultimately downloading your automatically generated transcripts for editing purposes.


Mediaflo is the university's online media management system. It allows users to upload, manage, deliver and share video, audio and images via the university’s learning management system Canvas, web content management system (Gato), personal website or blog. Mediaflo accounts are currently restricted to Texas State faculty and staff. While students will not be issued personal accounts, they have the ability to upload media to a faculty or staff member’s media library.

Mediaflo and Gato

Videos may be embedded into a Gato page using the Embed Video content type or any of the video card options available in various content types.

Uploading Captions in Mediaflo

The Captions tab in a Mediaflo's video edit settings allows you to upload a caption file in the VTT format. Contact ITAC before uploading your own captions.

An example of Mediaflo's video settings page showing the upload caption file tab.

Live Captioning Options

Providing live captions for meetings and events helps all users understand your content.

Microsoft Teams

Microsoft Teams offers an easy way for you to provide automated captions for your meetings or online courses.  Enabling them is simple and can provide benefits to all your participants regardless of disability.

For more information about how to use Teams, please visit ITAC's own extensive help section.

Present with Automatic Captions in PowerPoint

Learn how to enable real-time, automatic captions or subtitles in PowerPoint. Your words will be transcribed as you are presenting them as captions in your language, or as subtitles in another language.

Microsoft Stream

Any recorded Teams Meeting or PowerPoint presentation will upload into Microsoft Stream automatically. The video upload can then have a transcript generated automatically in many languages. Microsoft Stream allows for easy access to your transcript for editing purposes and allows for the video be downloaded in the .mp4 format that is preferable when uploading a video into Mediaflo.

Zoom Live Captions

Texas State University is now included in Zoom's early access program that allows use of live captions in Zoom meetings. Learn how to enable Zoom captions by reading the DOIT Blog's Live Captions article.

CART Services

Communication Access Realtime Translation (CART) services employ a caption writer to provide accurate captions for an event in realtime. This solution often requires extra time for setup, so you cannot depend on CART for last minute captioning needs.  There is also a cost associated with hiring a caption writer for CART services.


Creating and Uploading Captions. Retrieved from

Captioning Options in Mediaflo. Retrieved from

Captions, Transcripts, and Audio Descriptions. (2013, August 29). Retrieved from