Captioning time-based media (videos, podcasts) – instructions and example cases for teachers
Fi SE
Table of contents
Videos in light of the Act on the Provision of Digital Services
According to the Act on the Provision of Digital Services (306/2019), from 23 September 2020 onwards, all new videos uploaded to the university website must be accessible. These include all Aalto University event, presentation and lecture videos, which must be captioned in the language of the presentation. Similarly, videos streamed live on the website and other online services (live broadcasts) must be captioned within 14 days of publication. The length of the video does not affect the captioning requirement, as short and long videos must both be captioned. It may also be necessary to add audio description.
The intention behind the act is not to prevent the publication of materials or to require them to be taken offline if they do not meet the accessibility requirements. From the viewpoint of the accessibility of education, the act ensures equal opportunities to study.
What is an accessible video?
There are two ways to create an accessible video: by adding captions or by providing a text alternative for the spoken content. The basic terms in this context are ‘captions’ (open or closed), ‘text alternative’ and ‘media alternative’.
- Captions appear as part of the video and they are time-based, i.e. read in pace with the spoken audio.
- A text alternative is a separate file whose contents correspond to the presentation recorded in the video or audio file.
- A media alternative is a video or audio file whose contents correspond to the separate text alternative. When producing media, ensure that the text and the video that acts as its media alternative are easily findable in the same location.
Using a text alternative
Link to the text alternative: Add the link immediately next to the media file (audio/video). By following the link, the user can access a text alternative such as a website (HTML, recommended) or a PDF file
Text alternative on the same page: When uploading a video, include a short written description of its content. Specify the heading under which its text alternative can be found. In the title of the text alternative, specify the video in question.
Exceptions regarding the accessibility of teaching
- The act does not require that live video and audio streams comply with accessibility requirements. In practice, you do not need to provide captions or audio description to live streams unless the streams are stored for later use.
- Teachers may use educational content that does not comply with the requirements, but only for temporary use and for a limited audience. In this case, temporary use refers to the duration of one term (or 1–3 periods) (website in Finnish).
- As a result of the temporary use exception, teachers and students may produce content to be used during teaching without having a comprehensive understanding of accessibility requirements or the technology that would be needed to create accessible content.
- Another significant benefit of this exception is that it enables limited groups to develop and test new kinds of services and content.
- Note: The maximum length of temporary use is one term (website in Finnish)
Digital study materials and study services used during courses must be edited to meet accessibility requirements if they will be used permanently, not only in the current but also in the following course or academic year. As most learning environments and online courses are used every academic year, they must be accessible. Video and audio files that are used repeatedly must also be accessible. Further information about the accessibility of files (PDF, Word, Excel): https://www.aalto.fi/en/aaltofi-website/digital-accessibility
Example cases for teachers
This section includes example cases where pre-recorded time-based media is linked to or used during a course. The course is organised as a webinar and includes links to materials stored in different services.
General captioning instructions
- Creating and editing captions in Panopto
- Use live captions in a Teams meeting
- Regional Administrative Agency instructions on media alternatives: Captions are not necessary if there is a text alternative that is identical to the content of the lecture: https://www.saavutettavuusvaatimukset.fi/lait-ja-standardit/videoiden-ja-aanilahetysten (website in Finnish)