How Schools and Government Agencies Can Meet ADA Title II Requirements for Video Content

Introduction

For schools and government agencies, ensuring that video content is accessible isn't just a best practice, it's a legal requirement. Under ADA Title II, state and local government entities, as well as public educational institutions, must provide equal access to their programs, services, and communications. That includes video.

Yet video accessibility is often overlooked. From training modules to public information campaigns to classroom content, videos must meet specific standards or agencies risk falling out of compliance.

The risks of non-compliance are real: lawsuits, OCR complaints, and public scrutiny. But accessible video content offers clear benefits too. It reaches more people, serves all community members equitably, and shows a genuine commitment to inclusion.

A key part of that is providing audio description, not just captions, so that blind and low-vision users can fully access visual information.

In this guide, we'll walk through what ADA Title II requires, common mistakes to avoid, and practical steps your team can take to ensure your video content is fully compliant.

What Is ADA Title II?

ADA Title II is part of the Americans with Disabilities Act that prohibits discrimination by state and local government entities. Under Title II, these entities must ensure that their programs, services, and activities are accessible to people with disabilities.

You can read the full guidance on ADA.gov.

This requirement applies to all forms of communication, including video content on websites, intranets, online courses, and public-facing platforms.

What Is Required for Video Content?

To comply with ADA Title II and related guidance (including WCAG 2.1), video content must include:

1. Captions

• Accurate, synchronized captions for all spoken dialogue and relevant sound cues.
• For prerecorded content, WCAG 2.1 Success Criterion 1.2.2 requires that“captions are provided for all prerecorded audio content in synchronized media, except when the media is a media alternative for text and is clearly labeled as such.”
• Captions should also be provided for live video where feasible, consistent with WCAG 2.1 expectations for public-facing content.

2. Audio Description

• Audio description is a separate audio track that describes important visual information (such as actions, settings, on-screen text) for blind and low-vision viewers.
• WCAG 2.1 Success Criterion 1.2.5 states that“audio description is provided for all prerecorded video content in synchronized media”so that essential visual information is available to users who cannot see the screen.
• ViddyScribe's AI-powered platform makes creating professional audio descriptions quick and affordable.

3. Color and Contrast for Text, Controls, and Graphics

• WCAG 2.1 builds on Success Criterion 1.4.3, which requires that the visual presentation of text and images of text has a contrast ratio of at least 4.5:1 in most cases, so on-screen titles, labels, and other text in or over video remain readable.
• Under Success Criterion 1.4.11, user interface components and other meaningful graphics (including player controls and essential overlays) are expected to have a contrast ratio of at least 3:1 against adjacent colors so they are perceivable for users with low vision.

4. Accessible Video Player

• The video player must be usable by keyboard and compatible with assistive technologies (screen readers, etc.).
• It should allow users to toggle captions and audio description as needed.

5. Transcript (for some use cases)

• Providing a full transcript of the video is recommended for further accessibility, though it does not replace captions or audio description.

6. Flashing Content and Visual Effects

• WCAG 2.1 Success Criterion 2.3.1 requires that pages do not contain anything that flashes more than three times in any one second period, or that any flashes stay below the general flash and red flash thresholds.
• This applies to animated intros, transitions, and other visual effects inside or around video players, which should be designed to avoid triggering seizures or other adverse reactions.

Common Mistakes to Avoid

Many well-intentioned agencies and schools miss compliance because of the following pitfalls:

• Relying on auto-captions without correcting errors.
• Assuming that captions alone meet full accessibility requirements.
• Overlooking the need for audio description on visually rich content.
• Using inaccessible video players that can't be navigated via screen reader.
• Failing to include accessibility requirements in RFPs for vendors or contractors.

How Schools and Government Agencies Can Meet ADA Title II Requirements for Video Content: A Step-by-Step Guide

1. Audit your existing video content

• Identify public-facing videos, training content, online learning materials, and internal videos used by employees.
• Check which videos already have captions and audio description and which do not.

2. Prioritize high-impact content

• Focus first on videos that serve critical communications or are most frequently used by the public or employees.

3. Ensure captions are accurate

• Use professional captioning services or review and edit automated captions for accuracy and timing.

4. Add audio description where required

• For videos where visual information is critical, provide audio description.
• For example: instructional videos, promotional videos, and videos with on-screen text or demonstrations.

5. Use an accessible video player

• Verify that your video player supports keyboard navigation, screen readers, captions, and audio description.

6. Procure tools that scale

• Manual audio description can be costly and time-consuming, especially at scale.
• Consider tools like ViddyScribe to automate parts of the process while ensuring ADA Title II compliance.

7. Document your process

• Keep records of your compliance efforts in case of audits or legal challenges.

How an Automated Tool Like ViddyScribe Can Help

Traditional audio description workflows can take days or weeks per video and often involve high per-minute costs. This makes it difficult for government agencies and schools with hundreds of videos to achieve full compliance affordably.

ViddyScribe offers a scalable alternative:

• AI-powered audio description generation that meets ADA and WCAG standards.
• Export VTT files compatible with major video platforms and accessible players.
• Easy-to-use interface suitable for internal teams without specialized training.
• Ability to process large video libraries quickly, ideal for school districts, universities, and government entities with high video volume.

By leveraging tools like ViddyScribe, your organization can make meaningful progress toward full ADA Title II video compliance without overburdening staff or budgets.

Conclusion

ADA Title II video compliance is no longer optional. It's a legal and ethical responsibility for government agencies and educational institutions alike.

Fortunately, achieving compliance is more practical than ever. By following the steps outlined above and incorporating automated tools like ViddyScribe, your team can ensure that video content is accessible to all.

Ready to explore solutions for your video library? Contact us or try ViddyScribe today.

FAQ

Does ADA Title II require audio description?
Yes. ADA Title II, in conjunction with WCAG 2.1 guidelines, requires audio description for videos that convey important visual information not available in the audio track alone. ViddyScribe makes this process simple and affordable.

What are the ADA Title II video compliance requirements?
Requirements include accurate captions, audio description where needed, an accessible video player, sufficient color contrast for text and user interface components, controls that work with assistive technologies, limits on flashing content that could trigger seizures, and in some cases, transcripts.

How can government agencies add audio descriptions to videos?
Agencies can use professional description services or automated tools like ViddyScribe to add audio description tracks and export compliant VTT files.

Is AI audio description allowed under ADA Title II?
Yes, provided that the output meets the functional requirements (clear, accurate description of essential visual elements) and is usable by assistive technologies. ViddyScribe's AI is specifically designed to meet these requirements.

Do schools need to make all their videos ADA compliant?
All videos that are part of a public program or required for participation must be ADA compliant. Prioritizing high-impact and frequently used content is a common best practice, and ViddyScribe's pricing plans are designed to accommodate educational institutions' needs.