{"id":1242,"date":"2025-10-10T13:35:12","date_gmt":"2025-10-10T18:35:12","guid":{"rendered":"https:\/\/uwm.edu\/digital-accessibility\/?post_type=documentation_guides&#038;p=1242"},"modified":"2026-03-12T10:08:39","modified_gmt":"2026-03-12T15:08:39","slug":"audio-and-video-captioning-transcripts-and-audio-descriptions","status":"publish","type":"documentation_guides","link":"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/video-audio\/audio-and-video-captioning-transcripts-and-audio-descriptions\/","title":{"rendered":"Determining if Captions, Transcripts or Audio Descriptions Are Needed for Video or Audio"},"content":{"rendered":"\n<div class=\"uwm-l-row\">\n<div class=\"uwm-l-col\">\n<p>Video captions, audio-only transcriptions and audio descriptions are typically required.<\/p>\n\n\n\n<div class=\"wp-block-yoast-seo-table-of-contents yoast-table-of-contents\"><h2>Table of Contents<\/h2><ul><li><a href=\"#h-does-my-video-need-captions-or-audio-descriptions\" data-level=\"2\">Does My Video Need Captions or Audio Descriptions?<\/a><\/li><li><a href=\"#h-does-my-audio-only-recording-need-a-transcript\" data-level=\"2\">Does My Audio-only Recording Need a Transcript?<\/a><\/li><li><a href=\"#h-can-i-use-automated-captioning\" data-level=\"2\">Can I Use Automated Captioning?<\/a><\/li><li><a href=\"#h-related-wcag-criteria\" data-level=\"2\">Related WCAG Criteria<\/a><\/li><li><a href=\"#h-related-guidance\" data-level=\"2\">Related Guidance<\/a><\/li><li><a href=\"#h-related-resources\" data-level=\"2\">Related Resources<\/a><\/li><\/ul><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-does-my-video-need-captions-or-audio-descriptions\">Does My Video Need Captions or Audio Descriptions?<\/h2>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"uwm-p-card uwm-p-card--gold uwm-u-mb-40 uwm-p-card--shadow\"><div class=\"uwm-p-card--body\"><div class=\"uwm-p-card--content\">\n<figure class=\"aligncenter uwm-c-img--center\"><img loading=\"lazy\" decoding=\"async\" width=\"2392\" height=\"1594\" src=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/av-guidance-captions.jpg\" alt=\"Flowchart showing when videos need captions or audio descriptions. Starting with the question 'Does my video need captions or audio descriptions?', it branches into three paths: 1) If video is live with synchronized audio, then captions are required. 2) If video is pre-recorded with synchronized audio, it further branches - if equivalent information is not already on screen, then captions are required; if audio does not describe visual elements, then synchronized audio descriptions are required. 3) If video is pre-recorded without audio, then audio descriptions or text alternatives are required.\" class=\"wp-image-1306\" srcset=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/av-guidance-captions.jpg 2392w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/av-guidance-captions-300x200.jpg 300w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/av-guidance-captions-1024x682.jpg 1024w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/av-guidance-captions-768x512.jpg 768w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/av-guidance-captions-1536x1024.jpg 1536w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/av-guidance-captions-2048x1365.jpg 2048w\" sizes=\"auto, (max-width: 2392px) 100vw, 2392px\" \/><\/figure>\n\n\n\n<p class=\"has-text-align-center\"><a aria-haspopup=\"dialog\" aria-controls=\"uwm-modal-vds4wt\" data-modal-content-id=\"uwm-modal-vds4wt\" data-modal-prefix-class=\"uwm-p\" data-modal-close-text=\"Close\" data-modal-close-title=\"Close\" class=\"uwm-p-modal--launch\">Open larger image<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading size-h4 uwm-u-mb-0 uwm-u-mt-30\" id=\"h-criteria\">Criteria<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li>If it is live and has synchronized audio, <strong>captions are required<\/strong><\/li>\n\n\n\n<li>If it is pre-recorded and has synchronized audio, and&nbsp;<ol><li>equivalent information is NOT already available on the screen, <strong>captions are required<\/strong><\/li><\/ol>\n<ol class=\"wp-block-list\">\n<li>audio does NOT describe visual elements, <strong>synchronized audio description is required<\/strong><\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>If it is pre-recorded and does NOT have audio, <strong>synchronized audio descriptions or a text alternative is required<\/strong><\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading size-h4 uwm-u-mb-0 uwm-u-mt-30\" id=\"h-result\">Result<\/h3>\n\n\n\n<p>Based on various conditions, captions may be required.<\/p>\n\n\n\n<p><em><strong>Note:<\/strong> You may still have to provide web content in an accessible format if an individual requests it. See the <a href=\"https:\/\/www.federalregister.gov\/d\/2024-07758\/p-34\">DOJ rule on digital accessibility, paragraph 34<\/a>.<\/em><\/p>\n<\/div><\/div><\/div>\n\n\n\n<div id=\"uwm-modal-vds4wt\" class=\"hidden\">\n<figure class=\"aligncenter uwm-c-img--center\"><img loading=\"lazy\" decoding=\"async\" width=\"2392\" height=\"1594\" src=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/av-guidance-captions.jpg\" alt=\"Flowchart showing when videos need captions or audio descriptions. Starting with the question 'Does my video need captions or audio descriptions?', it branches into three paths: 1) If video is live with synchronized audio, then captions are required. 2) If video is pre-recorded with synchronized audio, it further branches - if equivalent information is not already on screen, then captions are required; if audio does not describe visual elements, then synchronized audio descriptions are required. 3) If video is pre-recorded without audio, then audio descriptions or text alternatives are required.\" class=\"wp-image-1306\" srcset=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/av-guidance-captions.jpg 2392w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/av-guidance-captions-300x200.jpg 300w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/av-guidance-captions-1024x682.jpg 1024w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/av-guidance-captions-768x512.jpg 768w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/av-guidance-captions-1536x1024.jpg 1536w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/av-guidance-captions-2048x1365.jpg 2048w\" sizes=\"auto, (max-width: 2392px) 100vw, 2392px\" \/><\/figure>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-does-my-audio-only-recording-need-a-transcript\">Does My Audio-only Recording Need a Transcript?<\/h2>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"uwm-p-card uwm-p-card--gold uwm-u-mb-40 uwm-p-card--shadow\"><div class=\"uwm-p-card--body\"><div class=\"uwm-p-card--content\">\n<figure class=\"aligncenter uwm-c-img--center uwm-u-w-20\"><img loading=\"lazy\" decoding=\"async\" width=\"505\" height=\"1024\" src=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/audio-only-captioning-505x1024.jpg\" alt=\"Flowchart for determining audio transcript requirements. Starting with the question 'Does my audio-only recording need a transcript?', it flows to a decision point: 'If equivalent information is not already available on the screen', then leads to the conclusion 'A Transcript is required'.\" class=\"wp-image-1317\" srcset=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/audio-only-captioning-505x1024.jpg 505w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/audio-only-captioning-148x300.jpg 148w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/audio-only-captioning.jpg 544w\" sizes=\"auto, (max-width: 505px) 100vw, 505px\" \/><\/figure>\n\n\n\n<p class=\"has-text-align-center\"><a aria-haspopup=\"dialog\" aria-controls=\"uwm-modal-l4j9zl\" data-modal-content-id=\"uwm-modal-l4j9zl\" data-modal-prefix-class=\"uwm-p\" data-modal-close-text=\"Close\" data-modal-close-title=\"Close\" class=\"uwm-p-modal--launch\">Open larger image<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading size-h4 uwm-u-mb-0 uwm-u-mt-30\" id=\"h-criteria-0\">Criteria<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li>If equivalent information is NOT already available on the screen, <strong>a transcript is required.<\/strong><\/li>\n<\/ol>\n<\/div><\/div><\/div>\n\n\n\n<div id=\"uwm-modal-l4j9zl\" class=\"hidden\">\n<figure class=\"uwm-u-w-30\"><img loading=\"lazy\" decoding=\"async\" width=\"544\" height=\"1104\" src=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/audio-only-captioning.jpg\" alt=\"Flowchart for determining audio transcript requirements. Starting with the question 'Does my audio-only recording need a transcript?', it flows to a decision point: 'If equivalent information is not already available on the screen', then leads to the conclusion 'A Transcript is required'.\" class=\"wp-image-1317\" srcset=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/audio-only-captioning.jpg 544w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/audio-only-captioning-148x300.jpg 148w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/audio-only-captioning-505x1024.jpg 505w\" sizes=\"auto, (max-width: 544px) 100vw, 544px\" \/><\/figure>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-can-i-use-automated-captioning\">Can I Use Automated Captioning?<\/h2>\n\n\n\n<p>The Department of Justice rule does not specify a particular accuracy level or method for satisfying video and audio criteria, and \u201cencourages public entities to make use of W3C\u2019s and others\u2019 guidance documents available on captioning, including the informal guidance.\u201d See the <a href=\"https:\/\/www.federalregister.gov\/documents\/2024\/04\/24\/2024-07758\/nondiscrimination-on-the-basis-of-disability-accessibility-of-web-information-and-services-of-state#h-75\">DOJ rule on digital accessibility, Appendix D, Captions for Live Audio and Prerecorded content<\/a><\/p>\n\n\n\n<p>W3C\u2019s current informal guidance states that automatic captions are not sufficient. See <a href=\"https:\/\/www.w3.org\/WAI\/media\/av\/captions\/\">Captions\/Subtitles (W3C)<\/a>&nbsp;<\/p>\n\n\n\n<p>However, the DOJ rule acknowledges that it did not specify whether automated technology is, or is not, sufficient because \u201ccaptioning technology is rapidly evolving and any additional specifications regarding how to meet WCAG 2.1\u2019s live-audio captioning requirements could quickly become outdated.\u201d See <a href=\"https:\/\/www.federalregister.gov\/d\/2024-07758\/p-520\">DOJ rule on digital accessibility, paragraph 520<br><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-related-wcag-criteria\">Related WCAG Criteria<\/h2>\n\n\n\n<p>Public entities shall comply with the technical standard set by the Web Content Accessibility Guidelines (WCAG) Version 2.1, Level AA for web content and mobile apps. Public entities are required to adhere to these standards for all web and mobile content available to the public or used in services, programs and activities.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-wcag-2-1-level-a-1-2-1-audio-only-and-video-only-prerecorded\">WCAG 2.1 Level A: 1.2.1 Audio-only and Video-only (Prerecorded)<\/h3>\n\n\n\n<p><em>Note: In digital accessibility, \u201ctime-based media\u201d refers to content that changes or unfolds over time, meaning it has a time dimension that\u2019s essential to understanding it.<\/em><\/p>\n\n\n\n<p>Requires, for prerecorded audio-only and prerecorded video-only media, the following are true, except when the audio or video is a media alternative for text and is clearly labeled as such:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Prerecorded Audio-only: An alternative for time-based media is provided that presents equivalent information for prerecorded audio-only content.<\/li>\n\n\n\n<li>Prerecorded Video-only: Either an alternative for time-based media or an audio track is provided that presents equivalent information for prerecorded video-only content.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-wcag-2-1-level-a-1-2-2-captions-prerecorded\">WCAG 2.1 Level A 1.2.2 Captions (Prerecorded)<\/h3>\n\n\n\n<p>Requires captions for all prerecorded audio content in synchronized media, except when the media is a media alternative for text and is clearly labeled as such.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-wcag-2-1-level-a-1-2-3-audio-description-or-media-alternative-prerecorded\">WCAG 2.1 Level A 1.2.3 Audio Description or Media Alternative (Prerecorded)<\/h3>\n\n\n\n<p>Requires an alternative for time-based media or audio description of the prerecorded video content is provided for synchronized media, except when the media is a media alternative for text and is clearly labeled as such.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-wcag-2-1-level-aa-success-criterion-1-2-4\">WCAG 2.1 Level AA Success Criterion 1.2.4<\/h3>\n\n\n\n<p>Requires captions for live-audio content in synchronized media.<br><br><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-related-guidance\">Related Guidance<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/videos\/\">Videos<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/audio-and-video-captioning-transcripts-and-audio-descriptions\/\">Audio and Video Captioning, Transcripts and Audio Descriptions<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/social-media\/\">Social Media<\/a><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-related-resources\">Related Resources<\/h2>\n\n\n<div class=\"content_block\" id=\"custom_post_widget-1682\">\n<figure class=\"uwm-c-table uwm-c-table--stripe resources-table-2-col\"><table><thead><tr><th>Title<\/th><th>Source<\/th><\/tr><\/thead><tbody><tr><td><a href=\"https:\/\/uws-ce.instructure.com\/courses\/1897\/pages\/making-videos-accessible?module_item_id=450008\">Making Videos Accessible<\/a>&nbsp;(training video)<\/td><td>51ÁÔÆæ<\/td><\/tr><tr><td><a href=\"https:\/\/webaim.org\/techniques\/captions\/\">Captions, Transcripts, and Audio Descriptions<\/a><\/td><td>WebAIM<\/td><\/tr><tr><td><a href=\"https:\/\/it.wisc.edu\/learn\/make-it-accessible\/#multimedia\">Image and Multimedia Accessibility<\/a><\/td><td>UW-Madison<\/td><\/tr><tr><td><a href=\"https:\/\/www.bussvc.wisc.edu\/purch\/contract\/wp5252.html\">Media Captioning, Transcription, &amp; Audio Description Vendors<\/a><\/td><td>UW-Madison<\/td><\/tr><tr><td><a href=\"https:\/\/dcmp.org\/learn\/descriptionkey\">Guidelines and Best Practices for Describing Educational Video<\/a><\/td><td>DCMP<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"size-p-md\"><strong><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/related-resources\/\">All related resources<\/a><\/strong><\/p>\n<\/div>\n<\/div>\n\n\n\n<div class=\"uwm-l-col uwm-l-col--4 uwm-l-offset--1\"><div class=\"content_block\" id=\"custom_post_widget-1095\"><nav aria-label=\"Sidebar\" class=\"uwm-p-navigation-list uwm-p-navigation-list--gold-border \"><div class=\"uwm-p-navigation-list--title\"><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/video-audio\/\">Video &amp; Audio<\/a><\/div><ul><li><a class=\"current\" href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/video-audio\/audio-and-video-captioning-transcripts-and-audio-descriptions\/\"><span aria-current=\"page\">Determining if Captions, Transcripts or Audio Descriptions Are Needed for Video or Audio<\/span><\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/video-audio\/audio-descriptions\/\">Audio Descriptions<\/a><\/li><\/ul><\/nav><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":2,"featured_media":0,"parent":1382,"menu_order":0,"template":"","meta":{"footnotes":"","uwm_wg_additional_authors":[]},"tags":[],"documentation_guides_category":[],"class_list":["post-1242","documentation_guides","type-documentation_guides","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.3) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Determining if Captions, Transcripts or Audio Descriptions Are Needed for Video or Audio - 51ÁÔÆæ Digital Accessibility<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/video-audio\/audio-and-video-captioning-transcripts-and-audio-descriptions\/\" 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