The Captioning Accommodation Process
When a course is flagged for captioning accommodations, our team adds it to our processing system. This system helps us compile a list of course artifacts, monitor progress, and manage captioning work from start to finish. We process your audio and videos proactively, working ahead of student access, following the order of your weekly Canvas modules. With our system we can follow the progress of each item throughout the term to track and organize every step of the captioning process.
If we find that you don't use a linear time-line for your modules, we may contact you to better understand your preferred order of content. This will help us to ensure that students have access to captioned materials when they need them.
What We Review
We review all course materials, including PowerPoints, Word documents, and other downloadable resources. We also monitor for new uploads- especially last-minute additions toward the end of the week-to ensure all content is included.
If we encounter a video or file we can’t access, a broken link, or restricted content, we’ll reach out to you directly so the issue can be resolved quickly.
Video Hosting and Captioning
Video links in PPTs or Word documents:
3rd Party and supplemental videos are commonly referenced and linked to within PPTs and Word documents.
This does make a challenge for us to caption these types of videos. When found, we process the videos and then we create an "addendum" Canvas page following your PPT file link.
This new Canvas page contains the links to captioned video versions, along with timestamps and indicators showing that captions.
This is so that students needing the accommodation can access the captioned version as they follow along. We also will add addendum page transcripts for podcasts or audio files in the same way.
Panopto
Most course videos are hosted in Panopto, which automatically creates AI-generated captions when content is uploaded into it. We have direct access into Panopto, so that we can edit the AI created captions into ADA-compliant closed captions. One of Panopto's bonus features is that audio files/podcasts can be hosted in Panopto. This feature includes producing captions during media play.
YouTube
Some instructors have opted to host videos using their ISU YouTube Studio account. We’re happy to make these videos compliant as well. If we find such content, we’ll contact you to request access as needed.
Google Drive
Google Drive was once a common video-hosting platform. Due to data storage limits (currently capped at 50GB for instructors, 20GB for departments), its use is now restricted. If your course materials are hosted on GDrive and are within the storage limit, we can continue to work with them. We will needing access granted to them.
Box
While Box provides strong security- especially for HIPAA-sensitive materials. However, it doesn’t support closed captioning for videos. If your video contains clinical or patient recordings, Box is the correct platform. For all other videos, please relocate the content to a university-supported hosting service (such as Panopto or YouTube).
Third-Party, Non-ISU Videos
If your course includes videos hosted outside ISU platforms, we can still provide captions or transcripts. Since we don't have administrative access to these sources, we may use Amara or provide an alternative transcript.
When this occurs, we'll create a new Canvas page containing the accessible link to the captioned version or make a transcript page.
PowerPoints with Audio
We have been finding more instructors that have audio narration included with their PPTs. Since audio is included, captions are required. Think of it as a frozen apple pie- As the instructor, you will need to export the presentation into an MP4 video. (This will bake the pie. From this point you need to serve it.) So, this will then need to be uploaded into either, Panopto, YouTube, or GDrive hosting option. If we find these we will send you the instructions and wait for your email as to where this is hosted.
Again, we perform all of these tasks as a “behind the scenes” action with as little disruption as possible to your students.
You may see some of our staff listed in your course's People page with the role of Captioning Services. These staff members have a different role than the Disability Services staff that can be listed in your course as well.
Best Practices for Zoom recordings:
Many faculty members record lectures using Zoom. Whenever possible, please save these recordings to the Zoom Cloud, which saves a lot of time and work for you, us, and everybody.
However, there are a few cases where you may need to host the videos elsewhere- for example:
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If the recording will be reused for multiple semesters (e.g., asynchronous online courses)
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If the video includes a guest lecture or special presentation
Zoom automatically generates AI captions, but moving recordings to another host will break the caption links. Since Zoom’s auto-captions are not ADA-compliant, closed captioning for lecture videos is provided upon request and handled on a case-by-case basis.
Our Processing Timeline
We typically process course materials one week in advance to ensure everything is ready for the upcoming module.
If you plan to add or update content, please let us know as early as possible so we can caption it in time for your students.
If we’re working on your course, it’s also helpful to know your teaching routine- such as which materials you plan to use and which may remain hidden from students.
Sharing this information helps us focus our efforts and ensure timely, accurate captioning.