Podcast Accessibility

Accessibility

According to ETSU Public Content Accessibility Policy, "all audio shared on a public-facing ETSU-affiliated website or social media channel must be accessible and adhere to the following:  

  • Complete transcripts must be provided alongside any audio file posted to an ETSU website or social media page. Transcripts may be included in the caption of social media posts. Descriptions of non-verbal audio should be included as well (e.g. “birds chirping”) if that audio is integral to understanding the story.  
  • Audio should be crisp and clear with limited background noise." 

What does this accessibility policy mean in practice? 

All podcast episodes must include transcripts AND captions, as these two serve different accessibility needs. Transcripts and captions must include descriptions of non-verbal audio. In most cases, uploading a proofread and accurate SRT file (caption file) will satisfy both requirements, as podcast platforms will allow users to access a transcript generated from the SRT.  

Transcripts 

For users utilizing screen readers or who prefer reading to listening 

Transcripts are a written document containing all spoken words and relevant sounds from your podcast. Transcripts can be read before, during, or after listening, and they're especially helpful for people using screen readers, people who prefer reading to listening, or anyone who wants to search the content or reference specific parts later. 

Captions 

For users who are deaf or hard of hearing 

Captions are the same content as your transcript but synchronized with the audio — text appears at exactly the right moment as the podcast plays. Captions are timed to match what's being said, so listeners can follow along in real time. They're essential for people who are deaf or hard of hearing. Captions appear on screen (or in the player interface) as the audio plays. 

Nonverbal Audio Descriptions 

Transcripts and captions must include nonverbal audio descriptions, such as [music], [applause], [door slamming], [laughter], etc., if this audio is integral to the storyline. Otherwise, including these elements can be a nice touch, as long as descriptions do not become so lengthy as to distract from the storyline.  

Sharing Podcasts Across Digital Channels

Below are best practices for ensuring your podcasts are accessible everywhere you share them, from social media, webpages, and more. 

Posting Podcasts on Social Media

Instagram 

  • Posts (Feed) 
    • Audio clips: Instagram doesn't support caption uploads for feed videos. Use auto-captions and edit them before posting. Tap "Captions" when creating your post, review auto-generated text, and make corrections. 
    • Images/Graphics: Add alt text to any podcast artwork or promotional graphics. Settings → Advanced Settings → Write Alt Text. Describe what's in the image (e.g., "Podcast cover art with headphones icon and episode title 'The Future of AI in Education'"). 
    • Text in graphics: If your promo graphic includes episode title, guest name, or pull quotes, replicate that exact text in the caption. 
    • Best Practice for Using Hashtags: Use PascalCase (capitalize each word) for accessibility: #HigherEdPodcast not #higheredpodcast. Screen readers parse PascalCase correctly. 
    • Best Practice for Using Emojis: Limit to three emojis per post maximum. Place them at the end of sentences or captions, not mid-sentence where they interrupt screen reader flow. 
  • Stories 
    • Captions: Always enable auto-captions (sticker icon → Captions). Review and edit before posting — tap the caption text to make corrections. 
    • Text overlays: Ensure text has sufficient contrast against the background (4.5:1 for normal text). Use Instagram's text background feature or add a semi-transparent box behind text. 
    • Readability: Keep text on screen long enough to read (read aloud twice as a rule of thumb). For story videos, 3-5 seconds minimum per text card. 
    • Audio descriptions: If you include visuals beyond talking heads, add text describing what's happening on screen if the visuals are integral to understanding the video or storyline. 
    • Best Practice for Using Stickers/GIFs: Use sparingly. They can be distracting for users with cognitive disabilities and create screen reader clutter. 
  • Reels
    • Captions: Auto-captions generate after posting. Edit them immediately: tap the three dots → Edit → Captions → Edit. Correct errors, add speaker labels, and include [music] or [laughter] tags. 
    • Visual accessibility: Avoid flashing lights or rapid cuts (no more than three flashes per second). Include a warning if unavoidable. 
    • Sound design: Keep background music lower than speech. Avoid sound effects that could startle users with audio sensitivities. 

Facebook 

  • Posts (Feed) 
    • Video clips: Upload your SRT file directly. When uploading video → click "Edit" → "Captions" → "Upload File" → select your .srt file. Facebook will sync the captions to your video. 
    • Alternative: If you don't have an SRT, Facebook auto-generates captions. Review and edit before publishing: click "Edit Video" → "Captions" → "Edit." 
    • Link posts: When sharing a link to your podcast on Podbean/Spotify/etc., write a descriptive caption that includes what the episode is about. Don't just paste the link. 
    • Images: Add alt text to images. When uploading a photo → "Edit Photo" → "Alt Text" → "Override generated alt text." Describe the image clearly. 
    • Accessibility features: Turn on "Automatic Alternative Text" for images in your Page settings, but always review and customize it. 
  • Stories 
    • Captions: Turn on auto-captions for video stories. Tap the sticker icon → "Captions." Edit auto-generated text before posting. 
    • Text contrast: Use Facebook's text background feature or ensure 4.5:1 contrast ratio. 
    • Duration: Keep text on screen long enough to read — minimum 3-5 seconds per text card. 

LinkedIn 

  • Posts (Feed) 
    • Video clips: Upload your SRT file. When uploading video → click "Edit" icon → "Add captions" → "Upload captions file" → select .srt file. 
    • Alternative: LinkedIn auto-generates captions. Edit them: click the three dots on your video → "Edit video" → "Captions" → review and correct. 
    • Images: Add alt text to images. When uploading → click "Alt text" before posting. Describe the image (not just "podcast cover"). 
    • Link descriptions: When sharing podcast links, write clear context in your post about what the episode covers and who it's for.

Embedding Podcasts on Web Pages 

If you want to embed a podcast episode or channel on your ETSU departmental website, ensure the embedded player displays your captions synced to the audio. If you upload captions with your episode, they should carry over to the embedded player. Always check the page where your podcast episode is embedded and ensure that captions are showing when the episode plays. 

Uploading Podcasts on Podbean 

Podbean is a podcast syndication service, meaning you can upload your podcast in one place, and it syndicates it to other podcast platforms such as Spotify, Apple Music, YouTube, etc.  

Each uploaded podcast should include a proofed SRT file. It should also have a transcript pasted into the description box. Since Podbean syndicates to other platforms (Apple, Spotify, etc.) with different technologies and capabilities, having both the SRT to serve as the captions (for hearing impaired users) and a pasted transcript (for those using screen readers) meets accessibility requirements.  

The character limit for a podcast episode in Podbean is 50K. If your description is longer than 50K characters, post as much as you can in the description. Then, add a link to download the entire transcript.

 

Ensuring Audio is Crisp and Clear 

Good audio quality is an accessibility requirement — it helps everyone understand your content, especially people who are hard of hearing or use assistive listening devices. Here are key practices: 

Recording Environment

  • Record in a quiet, enclosed space away from traffic, HVAC systems, and high-traffic areas 
  • Choose rooms with soft surfaces (carpets, curtains, upholstered furniture) that absorb sound rather than hard surfaces (tile, concrete, glass) that create echo 
  • Turn off fans, air conditioners, refrigerators, and other appliances during recording 
  • Close windows to block outside noise 
  • Put phones on silent and disable notification sounds on computers 

Microphone Setup

  • Use an external microphone rather than built-in laptop/phone mics when possible — even an inexpensive USB microphone significantly improves quality 
  • Position the microphone 6-8 inches from the speaker's mouth 
  • Use a pop filter to reduce harsh "p" and "b" sounds 
  • Keep the microphone away from computer fans, keyboards, and other noise sources 
  • Test your audio levels before recording — aim for clear speech without distortion 

Recording Technique

  • Speak at a consistent volume and pace 
  • Minimize movement that might cause rustling, chair squeaks, or desk bumps 
  • If multiple people are speaking, keep microphone distances consistent so everyone sounds at the same volume level 
  • Avoid tapping, clicking pens, rustling papers, or other handling noises during recording 

Editing and Post-Production

  • Remove long pauses, coughs, "ums," and other verbal fillers that don't add meaning 
  • Use noise reduction tools to clean up minor background hum or hiss (available in Audacity, Adobe Audition, Descript, etc.) 
  • Normalize audio levels so speech is at a consistent volume throughout 
  • Apply compression if needed to even out volume differences between speakers 
  • Remove or reduce music/sound effects so they don't compete with speech — background music should be at least 20 decibels lower than dialogue 

Testing

  • Listen to your recording with headphones before publishing to catch issues you might miss on speakers 
  • Check that all speakers are clearly audible and understandable 
  • Ensure no sections have sudden volume spikes or drops 

 

Frequently Asked Questions

  • What is the difference between captions, transcripts, and SRTs? 

    A transcript is a written document containing all spoken words and relevant sounds from your podcast. Transcripts can be read before, during, or after listening, and they're especially helpful for people using screen readers, people who prefer reading to listening, or anyone who wants to search the content or reference specific parts later. 

    Captions are that same transcript content but synchronized with the audio — text appears at exactly the right moment as the podcast plays. Captions are timed to match what's being said, so listeners can follow along in real-time. They're essential for people who are deaf or hard of hearing. Captions appear on screen (or in the player interface) as the audio plays. 

    An SRT file (SubRip Text) is the technical file format that holds your captions. An SRT is a plain text file containing the caption text plus timestamps that tell the player when to display each line. When you upload an SRT to Podbean or other podcast platforms, it uses that file to display synchronized captions in the player. So, an SRT isn't a different type of accessibility feature — it's the container that delivers your captions. 

    In practice for your podcasts: You create one transcript with all the dialogue and non-verbal sounds. You then use that transcript to create an SRT file by adding timestamps. Uploading the SRT to Podbean or other podcast platform creates the captions that sync to every part of the audio. 

    Both captions (via SRT) and transcripts are required for accessibility because they serve different user needs. Most platforms will automatically offer a transcript from the SRT. Some platforms may automatically generate a transcript from the SRT, but this does not replace the requirement to provide a full, readable transcript.  

  • What types of non-verbal audio need to be described in my podcast? 

    Include significant sounds like [music], [laughter], [applause] that are integral to a user’s understanding of the storyline or context.  

    For interview-style podcasts with intro/outro music, include [intro music] and [outro music]. For conversations, include [laughter], [pause], or [sighs] when they add context. 

    You don't need to describe every background noise, just what's meaningful to understanding the content. 

  • Can I use auto-generated captions from Podbean, Apple, Spotify, etc.? 
    Auto-generated captions are a great starting point, but they must be proofread and corrected in order to meet accessibility standards. 
  • Do I need to go back and fix all the old podcasts on my channel? 
    Because podcasts are often embedded across websites, social media, and other platforms, they tend to be considered more “evergreen” content. Therefore, all previous podcast episodes should be made accessible. If the content on your podcast channel is outdated and no longer relevant, you may archive the episodes in The Digital Commons @ ETSU. Archived material does not need to be made accessible. Once something is archived, it cannot be altered or changed again.