Captioning and Transcribing Video and Audio Recordings

This page introduces the tools available to JMU faculty and staff for transcribing video and audio recordings and creating subtitle files for captioned videos. For personalized support, please select “Media Production” when you request a consultation.

We strongly recommended that all faculty create transcripts of their instructional videos so that students with inadequate internet access, hearing impairments, or different learning styles can access the content.

However, faculty are required to create captions/transcripts for their video only if a student in their class has registered with JMU’s Office of Disability Services (ODS) and has a captioning accommodation.

Find more information about captioning from ODS or visit the ODS website for additional resources for faculty.

Recommended workflow for creating captions/transcripts

1. Script your lecture. This will make creating transcripts/captions easier.
2. Ensure your recording space is properly set up for high-quality audio/video capture.
3. Record your lecture.
4. Generate captions/transcript and correct errors (more info below).
5. Embed your video in Canvas.
6. Upload the corresponding script in Canvas alongside the video.

Terminology related to captioning and transcribing

“Transcript”

• Translating a video’s audio into text.
• Basic text file that a user can read apart from the video file.

“Closed Captions”

• Captions that can be turned on and off by viewer.
• Captions that are stored in a subtitle file that can be easily modified.

“Open Captions”

• Captions that are always on. They are part of the video picture and cannot be turned off.
• Because “open captions” are part of the picture, if a text in a caption has to be changed, the whole video has to be edited and re-uploaded.

“Subtitle File”

• File that contains captions text and timing information so captions appear with proper audio, etc.
• Subtitle files are supplements to the video file.
• SRT is the most common subtitle file format. SRT is short for SubRip Subtitle File.
• SRT files can be easily edited with a text editor.

Tools for creating caption or transcription files: Zoom, Canvas Studio, YouTube, and Otter.ai

Zoom for captioning or transcribing

• JMU IT provides Zoom tech support for JMU faculty, students, and staff.
• You have the option to automatically transcribe the audio of a meeting or lecture that you record to the cloud. Follow the instructions on Zoom’s “Using audio transcription for cloud recordings” page to enable this feature.
• Zoom live transcribing is available at JMU. Follow the instructions on Zoom’s “Using audio transcription for cloud recordings” page to enable this feature. 
• Zoom’s captioning features do not fulfill accommodations for students with a registered accommodation for captioning. Please contact JMU’s Office of Disability Services (ODS) for more information.

Canvas Studio for captioning or transcribing

• JMU Libraries provides support for JMU faculty, students, and staff using Canvas Studio.
• You can record or upload video files using Studio. 
• Studio has speech-to-text technology to generate closed captions on demand. 
• Caption files can be exported as text files and uploaded anywhere.
• View All Canvas Studio Tutorials.

YouTube for captioning or transcribing

• JMU does not officially support the use of YouTube.
• When you upload videos to YouTube, it uses speech-recognition technology to automatically generate captions after upload. The captions need to be corrected, but it is a straightforward process.
• Caption files can be exported for editing, use on other services, etc.
• Tips for using automatic captioning in YouTube.
• Adding your own subtitles and closed captions in Youtube.
• Editing or removing captions on Youtube.

Otter.ai for captioning or transcribing

• JMU does not officially support the use of Otter.ai.
• Free Otter.ai accounts are limited in their capabilities. A paid account is required to generate subtitle files. 
• Excellent for transcribing audio interviews or lectures with multiple speakers.
• Speech recognition performance is more advanced than other options.
• Mobile phone app allows for easy recording of audio lectures, conversations, interviews, etc., with immediate upload/processing.
• Find tips for using Otter.ai at the Otter.ai help center.