How Do I Add Captions to Lecture Videos?

To add captions to lecture videos, upload your video to a platform that supports auto-captioning (such as YouTube, Zoom, or Panopto), generate automatic captions, then review and edit them for accuracy. You can also upload caption files in SRT or VTT format if you have professionally created transcripts. Regardless of the method you choose, editing auto-generated captions is essential — raw auto-captions typically achieve only 70–85% accuracy, which is not sufficient for accessibility compliance.

Why Captions Are Required

Captions are not optional for higher education content. Under the ADA Title II accessibility requirements, public universities must ensure that video content is accessible to students who are deaf or hard of hearing. The ADA Title II deadline (now April 2027, extended from 2026 via the IFR) makes this particularly urgent for institutions that have not yet addressed their video libraries.

WCAG 2.1 Success Criterion 1.2.2 (Captions - Prerecorded) requires that captions are provided for all prerecorded audio content in synchronized media. This applies to lecture recordings, instructional videos, guest speaker recordings, and any other video content used in coursework.

Beyond compliance, captions benefit all students. Research consistently shows that captions improve comprehension, support non-native English speakers, and help students studying in noisy environments or reviewing material at their own pace.

Auto-Captions vs. Professional Captions

You have two broad approaches to captioning: automatic speech recognition (ASR) and professional human captioning.

Auto-captions are generated by machine learning models built into platforms like YouTube, Zoom, and Panopto. They are fast, free, and good enough to serve as a starting point. However, they struggle with technical terminology, proper nouns, accented speech, and overlapping speakers.

Professional captions are created by trained transcriptionists or captioning services. They typically achieve 99%+ accuracy and handle discipline-specific jargon correctly. Services like Rev, 3Play Media, and Verbit specialize in higher education captioning. The tradeoff is cost (usually $1.50–$3.00 per minute) and turnaround time.

For most faculty, the practical approach is to start with auto-captions and then edit them for accuracy. This gives you the speed of automation with the quality of human review.

YouTube Auto-Captions

YouTube is one of the most common platforms faculty use for lecture videos. To enable and edit captions:

1. Upload your video to YouTube Studio.
2. Wait for auto-captions — YouTube generates them automatically within a few hours of upload.
3. Open the caption editor by navigating to YouTube Studio, selecting your video, clicking "Subtitles" in the left menu, and then clicking the auto-generated caption track.
4. Review and edit the transcript. Pay close attention to technical terms, student names, and any jargon specific to your discipline.
5. Save and publish the corrected captions.

You can also upload your own caption file (SRT, VTT, or SBV format) if you have one, which overrides the auto-generated version.

Zoom Recording Captions

If you record lectures through Zoom, the platform offers built-in auto-transcription for cloud recordings:

1. Enable audio transcript in your Zoom account settings under "Recording."
2. After your meeting ends and the cloud recording processes, Zoom generates a transcript automatically.
3. Open the recording in your Zoom portal, review the transcript, and make corrections.
4. You can download the transcript as a VTT file for use on other platforms.

For Zoom recordings stored locally, you will need to upload them to another platform for captioning or use a standalone transcription tool.

Panopto and Kaltura Captioning

Many universities use Panopto or Kaltura as their institutional video platform. Both offer built-in ASR captioning.

Panopto generates machine captions automatically for every uploaded video. Faculty can edit captions directly within the Panopto editor, and departments can also order professional captions through integrated third-party services.

Kaltura provides REACH, a captioning and enrichment service with both machine and human captioning options. Your institution's Kaltura administrator can configure automatic captioning workflows so that every uploaded video receives captions without manual intervention.

Check with your university's media or IT team to find out which platform is available and how captioning is configured at your institution.

Caption File Formats

When working with captions across platforms, you will encounter several file formats:

• SRT (SubRip Text) — The most widely supported format. Contains sequential numbered entries with timestamps and text. Works with YouTube, most LMS platforms, and video players.
• VTT (WebVTT) — The web standard for captions. Similar to SRT but with additional styling options. Used by HTML5 video players, Zoom, and many modern platforms.
• SBV (SubViewer) — A simpler format used primarily by YouTube as an alternative to SRT.

For maximum compatibility, SRT is your safest choice. Most platforms can import SRT files, and most captioning tools can export to SRT. If you need to convert between formats, free tools like Subtitle Edit or online converters handle the job quickly.

Editing Auto-Generated Captions for Accuracy

Auto-captions require review before they can be considered accessible. Here is a practical workflow for editing efficiently:

1. Play the video at 1.5x speed while reading along with the captions. Pause and correct errors as you find them.
2. Search for common misrecognitions — technical terms in your field that the ASR model is unlikely to know. Use find-and-replace to fix recurring errors.
3. Check proper nouns — author names, place names, software names, and acronyms are frequent sources of error.
4. Fix punctuation and sentence breaks — auto-captions often lack proper punctuation, which affects readability.
5. Verify timestamps — ensure captions appear in sync with the spoken audio and do not lag or jump ahead.

Budget roughly 2–3 times the video length for your first editing pass. With practice and recurring course content, this gets faster.

Best Practices for Caption Quality

To meet WCAG standards and genuinely serve your students, follow these guidelines:

• Aim for 99% accuracy. This is the standard set by the FCC for broadcast captioning and widely adopted in higher education.
• Include speaker identification when multiple people are talking, formatted as brackets before the dialogue (e.g., "[Professor Smith] Today we will cover...").
• Describe relevant non-speech audio such as "[applause]," "[music playing]," or "[inaudible]" when speech cannot be understood.
• Use proper spelling and grammar. Captions should read as clean text, not phonetic guesses.
• Keep caption line length reasonable — two lines of roughly 32 characters each is the standard for readability.
• Synchronize captions tightly with the audio. Captions should appear within one second of the spoken words.

For a broader look at making your course materials accessible, see our guide on the easiest way to create accessible documents.

Making Captioning Sustainable

Captioning every lecture video can feel overwhelming, especially if you have a large back catalog. Prioritize currently active course content first, then work backward through archived materials. Establish a workflow where new recordings are captioned as part of your regular post-lecture routine rather than as a separate accessibility project.

Aelira's video accessibility features can help streamline this process by scanning your video content, identifying uncaptioned or poorly captioned material, and helping you track your progress toward full compliance across your department's media library.