Last updated July 25, 2025
Information on what “effective communication” means, which text alternatives are needed to make multimedia and images accessible, and guidance on other scenarios such as using third-party content or accessible alternate versions.
Effective communication
The ADA requires communication with disabled individuals to be as effective as communication with nondisabled individuals. This means that multimedia and images, or their text alternatives, must provide the same level of information to disabled individuals as they do to nondisabled individuals to ensure equal access.
Where using accessible multimedia and images fundamentally changes the intent of why they are used, such as in an exam, they may not need to be accessible. Contact the Deputy ADA Coordinator for assistance.
Multimedia
Videos and audio recordings may need text alternatives, such as captions, audio descriptions, and transcripts.
- Captions are text of dialogue and sound contained in media that have images, such as videos and broadcasts. Captions are displayed on the screen at the same time the sound is produced and should identify who is speaking.
- Audio descriptions are verbal information provided about the images shown in videos. Audio descriptions are usually announced during breaks in dialogue or sound.
- Transcripts are text of dialogue and sound, and are required for media that do not have images, such as podcasts and audio recordings. Transcripts should identify who is speaking.
The following guidance can help you determine which text alternatives are needed for your multimedia content, using either the provided text checklists or the decision tree graphics:
Live event broadcasts
- If there is dialogue or sound, captions are required.
- Audio descriptions are not required.
Pre-recorded videos not available through a multimedia player
These are videos that are only played using a device without individual user control, such as a projector or display in a public space.
- If there is dialogue or sound, captions are required if equivalent text information of the sound or dialogue is not already provided.
Pre-recorded videos
These are videos that are not live, including any meeting that is recorded and distributed after the event.
- If there is dialogue or sound, captions are required if equivalent text information of the sound or dialogue is not already provided.
- If there are images that add meaning, audio descriptions are required if the images are not already described in the video’s narration.
Audio-only recordings
- If text information of the dialogue and sound is not already provided, a transcript is required.
Video calls
This is when a videoconference tool is used instead of a telephone and the call is not a scheduled meeting.
- Captions are not required, but should be enabled in the videoconferencing tool so individuals can use them as needed.
- Audio descriptions are not required.
- Transcripts are not required.
Video conferencing meetings
This is a scheduled, live connection between two or more remote parties that simulates a face-to-face meeting.
- Captions are required.
- Audio descriptions are not required.
- Transcripts are not required.
Automated captions or audio descriptions
Using automated captions or audio descriptions without reviewing to ensure quality and accuracy is not permitted. Uncorrected captions can alter meaning, resulting in unequal access.
Example:
- Spoken audio: “Please come at 4 on Monday to Bascom Hall. We’ll meet the new team.”
- Automated caption that does not provide equal access: “please come afore Monday to bashin all will neat the knew dream.”
Quality captions
Captions must:
- Contain accurate spelling, including capitalization and punctuation.
- Identify speaker and non-spoken sounds (music, sound effects, etc.).
- Display at the same time the sound is delivered.
- Display long enough to be read.
- Be large enough and not blocked by other visual elements.
- Provide equal meaning and intention of the sound.
Intention refers to the reason the sound is provided. For example:
If the audio is a trombone playing a slow “womp womp womp” sound, equal intent would be the difference between: [🎵 trombone 🎵] and [🎵 sad trombone 🎵].
Quality audio descriptions
Audio descriptions must:
- Have accurate word selection and pronunciation.
- Use the same voice throughout the video.
- Be clear and succinct.
- Be provided for all essential images.
- Provide equal meaning and intention of the images.
Visit Described and Captioned Media Program – Description Key for more information.
Images
Image text alternatives are written descriptions of images, such as graphics, pictures, posters, charts, and graphs.
Alternative text
Alternative text is read by assistive technology so disabled individuals have access to the same information as nondisabled individuals.
Visit the Center for User Experience’s Alternative text guide for tips on writing good alt text.
Complex images
Images containing lots of data or visual components must be described in rich detail to ensure equal meaning for disabled individuals. Longer text descriptions are needed for complex images because they cannot be fully described in alternative text alone.
Visit Accessible complex images for guidance.
Assessments
Visit NWEA’s Image Description Guidelines for Assessments for information on how to make images in assessments accessible for all students.
Third-party content
Content developed or hosted outside the university and used by an individual to participate in, apply to, or benefit from the university’s programs, services, and activities must be accessible.
Third-party content includes:
- Websites that do not belong to the university.
- Mobile applications, such as ParkMobile and Duo, produced by vendors.
- Software used in internship and other university-related placements and owned by the hosting business or agency.
- Articles and publications from other institutions and vendors.
Content that is provided for informational purposes only and is not necessary for an individual to participate in a program does not need to be accessible.
Examples:
- Links to hotels are provided as a convenience for program participants to book their own lodging. Because it is not a program requirement to book a room, the hotels’ websites do not need to be accessible.
- Participants are provided a list of apps that track heart rate for a webinar about health and wellbeing. None of the apps need to be used to participate in the webinar. These apps do not need to be accessible.
Student- and program participant-created content
Digital content and electronic resources created by students and program participants do not need to be accessible unless the content is intended for others to use as part of a university program, service, or activity.
Course content
Any content created by students to fulfill a course requirement, and intended for use by other students, must be accessible. Examples include: study guides, content created by one student for another as part of their group work, etc.
Student organization content
Digital tools and electronic resources created or hosted by registered student organizations are generally exempt from this policy unless the digital content is for an event sponsored by the university and in alignment with the university’s mission.
Accessible alternate versions
The ADA wants disabled individuals to use the same tools as nondisabled individuals. Operating a second version usually results in an unequal experience for disabled individuals and creates a maintenance burden to the tool owner in keeping the content up-to-date.
Inaccessible digital tools and electronic resources must be remediated. Accessible alternate versions can only be created or used if:
- It is technologically not possible to make the tool accessible, or
- Legal reasons prevent the university from making the tool accessible.
Accessible alternate versions must:
- Comply with WCAG 2.1 AA.
- Be kept up-to-date.
- Contain the same information and functionality as the inaccessible version.
More help
- Learn more about accessibility best practices from the Center for User Experience’s Make It Accessible guides. For additional questions or help with evaluating products for accessibility, contact the Center for User Experience.
- For compliance or policy questions, contact the Deputy ADA Coordinator.
- Connect with your Digital Accessibility Liaison about accessibility efforts in your unit.