SWC logo with filmstrip Federal law requires that instructional videos have accurate captions, and captions are used by a wide range of students to support their learning. You're in luck! SWC will handle all the paperwork and processing for you.

Please read through the tabbed sections below to learn about captions, if your video qualifies, and how to request professional captioning.

Getting Started

Auto-Generated Captions vs. Accurate Captions

Video platforms like YouTube and even Zoom recordings have automatic captioning on most videos, but the auto-captioning is not accurate enough to meet captioning requirements to be fully accessible. (That's why auto-captions are sometimes called "craptions"!)

In YouTube:

If you have created and uploaded the video, you can edit the captions to correct the wording and add punctuation.
If you have found a video made by someone else, check to see if it has been accurately captioned or if it is auto-captioned. As the captions are playing, see if the video is labeled "English (auto-generated)"--if so, then it only has auto-generated captions and will need to be sent in for captioning. If "auto-generated" is not noted and captions are accurate with punctuation, you can use the video as it is. Here is what to look for:

Use the "cc" icon to see if a video has auto-generated captions.

Finding Captioned Videos

There are lots of high-quality, captioned academic videos already in Canvas! Use the Apps icon on the toolbar (looks like a plug) to search the SWC Library's integrated collections, including Films on Demand and Alexander Street Video. See the SWC Library's Streaming Media resource page for full details and to access additional video collections.

If you are searching YouTube, did you know that you can narrow your search to captioned videos? See Search for videos with captions for quick instructions.

Instructional Video Best Practices

Whether you are making your own video or searching for one online, here are a few best practices to consider:

Keep it short. Aim for under 5 minutes when possible, or under 15 minutes for longer lecture videos.
- It is better to create several short videos than one long one: short videos can be more easily rearranged and updated, and they are more likely to be watched than longer videos.
- To strengthen focus and reduce "ums," write out a script or outline before recording.
Ensure clear audio. For accurate captioning, test audio quality before recording and speak slowly and clearly when recording. Use a script or outline.
Narrate actions. Saying "click here" or 'do this" while recording actions on a screen can be difficult for students to follow, especially students with low vision, low bandwidth, or a small screen. Instead, narrate what you are doing, such as "First, select the 'Help' icon at the bottom of the menu."

Captioning Options

Smart Player

Videos submitted for captioning are returned to faculty with CaptionSync's Smart Player--an overlay interface that provides captions, an interactive transcript, dictionary lookup, and more. This allows videos you do not own to be captioned, and it is the default captioning format when you request captioning. (If you own the video, you can read about an additional option in the next section.) Here is an example so you can see how it works:

YouTube Integration

If you make your own videos and upload them to host them on YouTube, we have a great benefit for you! If you give CaptionSync permission, it will push any captioning you order directly into the videos in your YouTube account. Here are the details:

When your YouTube account is linked to our captioning service, any videos from that account that are submitted for captioning get a bonus: Not only will you receive the Smart Player caption overlay on your video, but you will also get the caption file pushed right into the video in your YouTube account. Nothing to upload!
This means whenever and however you share the YouTube video link, viewers will see the captions. You can embed the YouTube video OR the Smart Player version in Canvas.
And if you want to use PlayPosit, having captions in YouTube means that your PlayPosit bulb can display those captions, too.
Caveats:
- This is not retroactive; the service will apply to any captioning requests made AFTER your account is connected.
- This is ONLY for videos you have created and housed in your YouTube account. All other videos will use the Smart Player for captioning.

Linking your YouTube account takes less than five minutes and just requires you to log into YouTube and authorize the connection while SWC's captioning manager is logged into the captioning account; email SWCcaptioning@swccd.edu to arrange.

Captioning Eligibility

Use this checklist to determine if your video is eligible for SWC-funded captioning.

Video Elements

Is the video 45 minutes or shorter?
Is the video instructional material that will be shared to students within your Canvas course?
- Archives of office hours, class meetings, and other one-time events are considered “one time use” and should not be captioned unless:
  - A student in the class requires captioning. In this case, send to DSS to be captioned (dss@swccd.edu) through DECT grant funding.
  - The video will become instructional material in future semesters (see Legal Requirements).
Is the video language supported by CaptionSync? Languages that can be captioned are English, Spanish, English/Spanish mix, French, German.

Technical Requirements

If you plan to use a video from YouTube that you do not own, confirm whether the embed code is available under the "Share" button.
If you created this video, is it set to share? Your YouTube videos should have privacy setting of Unlisted or Public.
Is the spoken audio clear enough to caption? Contact the Online Learning Center for guidance on captioning music videos.

Legal Requirements

If this video was not created by you, is it hosted by its proper owner or authorized source? Unauthorized videos cannot be captioned.
If the video features any student information or video footage, do you have their written permission to use this recording?

If your video meets the required qualifications, please use the form in the next section to request captioning for your SWC instructional materials.

How To Request Captioning

Complete the Google form below, or open in a new window: Video Captioning Request. You can include up to four videos on one form. (If a student in your class has an academic accommodation for captioning, please request through DSS instead by emailing: dss@swccd.edu.). You will receive an email from SWC Captioning when your video is ready--usually within five business days.

How to Use the Captioned Video

When the video has been captioned (3-4 business days), you will receive an email containing a link to the captioned video and instructions to learn about Smart Player and how to embed the captioned video in a Canvas course. You will also find these instructions on the next page here in Canvas Essentials: Embedding Smart Player into a Canvas Page.

How to Get Help

If you have questions about the captioning process, please email SWCcaptioning@swccd.edu.
If you need help embedding your captioned video in Canvas, contact the Online Learning Center at onlinelearning@swccd.edu.
For more information about captioning as an academic accommodation through DSS at dss@swccd.edu.

If you would like to explore the other resources here in the Canvas Essentials resource site, check out the topics waiting for you on the Canvas Essentials home page!

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