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Digital accessibility guide

Explore how to create, design and structure your content to ensure that is is accessible to your students.

City's captioning approach

Video and audio content counts as “time-based media” under the Public Sector Bodies (Websites and Mobile Applications) Accessibility Regulations 2018 (PSBAR). City has a legal requirement and responsibility to do what we can to provide corrected captions for all such media.

Below is our approach for the academic year 2021/22:

  1. Provide a caption correction service to address reasonable adjustment needs. We will work with the Disability and Neurodiversity Support team to provide an integrated service for students who may require captioning as part of a reasonable adjustment.
  2. We will recommend correcting captions on pre-recorded media with a call to staff to correct where they can and to ask for assistance. LEaD will continue a caption correction pilot service. We have secured a limited resource to correct captions, and will set up a request workflow on IT Self Service Portal and advertise this to staff. 
    • Until the workflow is available, you can request caption correction for MediaSpace videos by completing a LEaD General request form on IT Self Service Portal. You will need to provide the following information to help the team process your request.
      • Preference on way of contact (Teams or email)
      • Links to videos (must be hosted on MediaSpace)
      • Note any important deadlines for completion of captioning correction (please note that we cannot guarantee any dates of delivery).
  3. For recordings of all live teaching on campus and online, we aim to provide automated speech recognition (ASR) captions or transcripts. These are in place for Teams, Zoom and Lecture Capture. 
  4. City will carry out a disproportionate burden assessment regarding correcting all captions on behalf of all staff due to the amount expected e.g. Lecture Capture and therefore cost of correcting all recordings.
  5. Live captions can be accessed in Teams and Zoom and their use is recommended. Lecture Capture currently does not have this feature.

Captioning multimedia in Moodle

All video and audio content should be uploaded to Kaltura MediaSpace and linked to Moodle so that students can stream the video resources. 

Captioning lecture recordings

If live time-based media content is stored for more than 14 days it becomes pre-recorded time based media. “Pre-recorded media published after 23rd September 2020 must be accessible so must have captions, audio-descriptions or transcripts (as applicable)” (Lexdis, n.d.)

Virtual Classroom recordings

Upload Zoom recordings to Kaltura Capture or integrate with Echo360 to make the recordings available via Moodle. 

Lecture Capture recordings

Automatic Speech Recognition was enabled on Lecture Capture recordings from Monday 1st November 2021. This produces an automatic interactive transcript feature

Good practice when recording videos

  • Find a quiet space where you won't be interrupted during your filming.
  • Test how well-lit the area is on video, either by allowing natural light in the room or using available lighting you have.
  • Where possible, use a space where the background will not be too distracting for your audience.
  • Keep your workspace cutter-free and organised when filming. If you are using any objects during filming, keep them laid out and organised neatly.
  • Keep the camera at a comfortable distance from you and aligned at eye level.
  • For improved audio quality, we recommend you use a headset rather than PC/phone speakers. Headsets also help ensure the captioning of videos and transcripts are more accurate.
  • If conveying large amounts of complicated information, pause between sentences and adjust your speaking rhythm.
  • Finally, do a short recording test to double-check your setup and sound quality.


Lexdis (n.d.) ‘PSBAR Scope’ in Accessible Technology for Learning [online] Available from: (Accessed: 12.08.2020)