Extended Audio Description Workflow

A standard process for publishing accessible video content for University Communications. Other departments should refer to the UC San Diego Accessibility site for guidance specific to their videos and channels.

Why Extended Audio Descriptions Matter

Audio description (AD) provides spoken narration of important visual elements — name and title cards, on-screen text, statistics, motion graphics, b-roll, branded visuals and meaningful action — that are not conveyed through a video’s existing audio. It is the visual counterpart to closed captions: Where captions serve viewers who are deaf or hard of hearing, audio descriptions serve viewers who are blind or have low vision. More than 7 million Americans live with significant vision loss, and many more rely on described content situationally.

Extended audio description (EAD) goes further than standard AD. Communications and marketing pieces typically blend voice-over with music and tightly cut visuals, leaving little room for narration between spoken lines. EAD briefly pauses the video to deliver richer description without competing with the soundtrack, making it the right choice for promotional videos, brand stories, news pieces and campaign content where on-screen text and visuals carry meaning.

Legal Framework and Compliance

Audio description is not optional. Multiple federal and state laws require that prerecorded video produced by public universities be made accessible to blind and low-vision audiences:

ADA Title II (2024 Final Rule)

The U.S. Department of Justice rule requires public colleges and universities to bring web content and digital media into conformance with WCAG 2.1 Level AA.

WCAG 2.1 — SC 1.2.5

Audio Description (Level AA): Audio description must be provided for all prerecorded synchronized media containing meaningful visual information.

Section 504, Rehabilitation Act

The civil rights law prohibits disability discrimination by federally funded institutions. Requires equal access to programs and content for blind and low-vision students.

Section 508 and California State Law

The amendment to the Rehabilitation Act of 1973 requires that federally produced or procured media must include audio description. California’s Government Code §7405 extends comparable requirements to state entities.

Bottom line: Any UC San Diego video with meaningful visual content (motion graphics, on-screen text, name and title cards, statistics, b-roll or branded visuals) requires audio description. EAD is the right choice when voice-over and music leave little room for natural narration, which is true of most communications and marketing pieces.

Extended Audio Description Production Workflow

University Communications’ preferred vendor for the EAD-mixed video file and caption file is Verbit. Pay through your account or contact Verbit for pricing. All versions of the video are hosted on YouTube; the original version links to the EAD version, which is located in a dedicated playlist.

The following six-step process applies to every video produced for public communications, marketing or distribution.

Finalize the Source Video
Finish editing, color and audio mix. Export the master file in MP4 or MOV. Confirm no further edits are pending; recuts after EAD production require reprocessing and incur additional costs.
Submit the Video to Verbit
Upload the final MP4 or MOV to Verbit before publishing to YouTube. Order both captions and extended audio description. Specify English voicing and request the AD-mixed MP4 plus the AD.VTT and caption SRT/VTT files.
Upload the Original Video to YouTube
Once Verbit deliverables are returned, publish the original video (without audio descriptions) to the UC San Diego or departmental YouTube channel. Set visibility to Public or Unlisted as appropriate. Proofread the Verbit caption file, and upload it as the primary track (not auto-captions); configure captions to display by default.
Quality Check the EAD Version
Review the EAD-mixed video file for description accuracy, voicing quality, pause placement and synchronization. Request revisions through Verbit if needed before publishing.
Upload the EAD Version as an Unlisted YouTube Video
Title the EAD-mixed video file “[Original Title] — Extended Audio Description.” Publish to YouTube and set visibility to Unlisted. Add the reviewed Verbit caption file as the primary track.
Link the EAD Version to the Original Version
In the original video’s YouTube description (top line), include: “An extended audio description version of this video is available: [hyperlink].” This is required for compliance. If the video is embedded online, also include a hyperlink to the EAD version near the video player: "Watch this video with audio descriptions."

Checklist Before Publishing

Captions are 99%+ accurate and human-verified.
Extended audio descriptions describe all meaningful visual content.
Voicing is clear; pauses do not clip dialogue.
EAD version is Unlisted on YouTube.
YouTube description and online embeds link to the EAD version — required for compliance.
Captions are set to display by default.