EIR Accessibility Policy, Chapter 7 - Audio and Video Recordings and Players

In This Chapter

All audio and video recordings must be made accessible to staff, stakeholders and members of the public regardless of whether or not they have a disability. This requirement must be met regardless of the format of the recording, the device used to play the recording, or the method used to store or distribute the recording.

7.1 Video Recordings

7.1.1 Captions

Captions must be provided for all video recordings that include language that can be understood by humans.

Captions are provided in the same language as the language used in the recording. Subtitles in an alternative language may also be provided. Subtitles in a second language do not satisfy the requirement for captions.

Captions must be synchronized with the presentation and must include descriptions of additional audio cues that are necessary for understanding the presentation. Examples of these audio cues may include a knock at a door, thunder, music or other audio event in the recording.

7.1.1.1 Availability of Captioned Recordings

For recordings that are available to members of the public the captions must be available at the time of the original posting. If there is a statutory requirement that the recording be posted before captions can be provided then a captioned version must be posted within 10 working days unless an exception is approved by the agency commissioner. Until the captioned version is posted, instructions for contacting the program to obtain an accessible version of the information must be posted with the recording.

For recordings that are available through the agency intranet or extranet sites, captions must be provided within 30 calendar days of the original posting. Uncaptioned recordings will be removed from intranet and extranet sites after 30 days unless an exception has been approved by the agency commissioner.

For recordings that are only available through a departmental or workgroup site or through a departmental shared drive, captions will be made available upon request. The delay between the request and the delivery of the captioned material may not exceed 10 working days.

7.1.2 Audio Description

Video recordings that contain visual information that cannot be understood by listening to the sound track alone must be audio described. For recordings posted to the web this will require developing a second version of the video in which the audio track includes the audio descriptions unless technology changes to allow dual soundtracks.

Audio descriptions are added during breaks in the dialog.

The requirement for audio descriptions can be avoided through careful planning of the video. If the presenter in the video describes any significant visual content during the presentation an audio description will not be needed.

When a video requiring audio description is published before an audio described version is complete, a notice must be posted along with the video providing the date that the audio described version will be made available and providing a point of contact for obtaining the information until the audio described version can be completed. The audio described version must be made available within 90 days unless an exception is approved by the HHS Executive Commissioner.

7.1.3 Transcripts

Transcripts may not be substituted for captions.

Transcripts may be provided in addition to captions for video recordings. Provision of transcripts will provide better accessibility for people who are deaf/blind and for people who cannot access the audio or video recordings due to bandwidth or hardware limitations.

Transcripts must identify the speaker and must include descriptions of any additional video or audio information that is necessary to understand the content.

7.2 Audio Recordings

7.2.1 Transcripts

Transcripts must be provided for all audio only recordings that include language.

Transcripts must identify the speaker and must include descriptions of any additional audio information that is necessary to understand the content.

7.3 Audio and Video Players

7.3.1 Hardware

All hardware used by the agency to play video recordings must support the display of closed captioning (CC) and the presentation of audio description as a separate audio program (SAP). This support must use the respective industry standards for CC and SAP.

7.3.2 Software

Software and browser plug-ins used by the agency must be fully compliant with the provisions of this policy. In particular, these plug-ins must be operable from the keyboard and compatible with screen readers. Plug-ins for presenting video must support the display of CC and the presentation of SAP.