UCSF Audio Description for Video Content

Rule of thumb

If it's on a UCSF website, plan for audio description.

If it's only on YouTube or social media, only older content that truly qualifies as archived may be exempt.

10 Things You Need to Know

• If your video is on a UCSF website, it must be accessible. This includes captions and audio description (AD).
• Captions are not audio description. Captions capture spoken words. Audio description explains important visual content.
• Audio description is required for new videos going forward. After April 26, 2027, plan for AD as part of your standard workflow.
• Archive videos are treated differently, but with limits. Archive status requires clear labeling and separation. These are older videos created before April 26, 2027, that are retained exclusively for reference, research, or recordkeeping. A video is not considered archived just because it is old. It must be clearly labeled as archival and not actively used or promoted.
• YouTube and social media are the only platforms where the archive exception may apply. Archive videos that exist only on YouTube or social media, and are not embedded on a UCSF website, may not need retroactive AD.
• If an archive video is embedded on a UCSF website, it does need AD. This applies even if the video is hosted on YouTube or social media and created before April 26, 2027.
• Most teams will need extended audio description. This allows the video to pause so visuals can be fully described.
• There is no central UCSF service doing this for you. Each unit is responsible for its own compliance.
• Using a vendor is the recommended approach. Tools like ViddyScribe can generate and help you edit AD.
• Budget for it. Expect roughly $7-12 per minute of video.

Decision Tree: Do I Need Audio Description?

Start here:

1. Will this video be posted or embedded on a UCSF website?

• No: Continue.
• Yes: You will likely need AD. Go to Step 4 to confirm.

2. Is the video only on YouTube or social media, and not embedded on a website?

• Yes: Continue.
• No: Continue.

3. Is the video part of your archive, created before April 26, 2027?

• Yes: Continue to Step 3a.
• No: AD is required.

3a. Does the video truly qualify as archived?

• Clearly labeled as archived in the title, description, or context?
• Separated from current or active content?
• Not embedded on a UCSF website?
• Not used for training, education, or services?
• Yes to all: AD likely not required because the exception applies.
• No to any: Treat as active content. AD is required.

4. For website content, does the video include important visual information not explained in narration?

Examples include charts, on-screen text, demonstrations, or actions not described aloud.

• No: AD may not be necessary. Confirm if unsure.
• Yes: Continue.

5. Can a viewer understand the important content without seeing the visuals?

• Yes: AD may not be needed.
• No: AD is required, likely extended AD.

Key takeaway

• Website content means AD is required, even for archive content, including YouTube embeds, unless the website itself is archived.
• YouTube or social-only content may qualify for the backlog/archive exception until April 26, 2027.
• After April 26, 2027, plan for AD in all new videos.

FAQ

What is audio description?

It's narration that explains important visual elements, like charts, actions, or on-screen text, for people who cannot see them.

Isn't that already covered by captions?

No. Captions cover spoken audio. Audio description covers what is seen but not said.

Do all videos need audio description?

Most videos on UCSF websites do. Videos that are only on YouTube or social media may be exempt if they are part of the archive.

What does archive mean?

Videos created before April 26, 2027. These may not require retroactive AD, but only in limited cases.

Can I treat a video as archived just because it's old?

No. To qualify as archive or backlog, the video must be clearly labeled as historical, separated from current content, and not actively used or promoted. Otherwise, it should be treated as active content and requires accessibility compliance.

When does the backlog/archive exception not apply?

If the video is embedded on a UCSF website, it does require AD, even if:

• It's hosted on YouTube.
• It was created before April 26, 2027.

Will YouTube eventually support audio description tracks?

Most video platforms do not currently support selectable AD tracks. YouTube does offer standard AD functionality for select accounts. They may roll it out more broadly in the future.

How do people access the audio-described version today?

Most teams:

• Create a second AD version of the video.
• Add a link next to the original video on the website and in the YouTube description of the original video.

What is extended audio description?

It pauses the video to allow time to describe visuals more fully.

How do I create audio description?

The recommended approach is to use a vendor, such as ViddyScribe.

Can I do this myself?

You can, but it's not recommended unless you have time and expertise.

How much does it cost?

Roughly $7-12 per minute of video.

Is there a UCSF team that does this for us?

No. Each unit is responsible for its own compliance.

Created by Kyle Van Auker, UCSF Educational Technology Services.

Kyle.VanAuker@ucsf.edu