Providing Transcripts for Podcasts

Transcripts make your podcast episodes accessible to fans who are deaf or hard of hearing, anyone in an environment where they can't listen, and listeners who prefer to skim or search instead of pressing play. Like captions on video, transcripts are a baseline accessibility requirement for audio content — not an optional add-on.

Why transcripts matter

Under WCAG 2.1 Success Criterion 1.2.1 (Level A), prerecorded audio-only content must have a text alternative — in plain terms, a transcript. That applies to every podcast episode you publish: interviews, post-game shows, coaches' corners, recurring series, and one-off specials.

Transcripts also work hard beyond compliance: search engines can index them (so your episodes become discoverable through Google), reporters and fans can quote them, and listeners can quickly scan to find the moment they're looking for.

How to provide a transcript

The recommended path is to upload the transcript directly through the CMS so it lives with the episode. Step-by-step instructions are here: Podcast Transcript guide (Word) and Podcast Transcript guide (PDF).

Alternative approaches

If uploading through the CMS isn't workable for a specific episode, any of these also satisfy the accessibility requirement — as long as the transcript is easy to find from the episode page:

• Link to an external transcript document. Host the transcript on a public page (Google Doc set to "anyone with the link," a webpage, a Notion doc) and link to it from the episode description. Make sure the link is clearly labeled "Transcript" and opens to readable text, not a download prompt.
• Embed in the show notes / episode description. For shorter episodes, paste the full transcript into the description field so it appears on the episode page itself.
• Attach a PDF transcript. Acceptable, but make sure the PDF is a real text PDF (not a scanned image) so screen readers can read it. Tag headings and speaker names properly.

Whichever route you take, the transcript needs to be reachable from the same page as the audio player. A transcript that exists but isn't linked doesn't help anyone.

Quality standards

Auto-generated transcripts from your recording or hosting tool are a starting point, not a finished product. Before you publish, make sure your transcript meets these standards:

• Accuracy. Aim for 99%+. Correct names, jersey numbers, schools, plays, and program-specific terminology. Proper nouns are the most common error.
• Speaker identification. Label every speaker change — e.g., Host:, Coach Smith:, Reporter:. For interview formats this is essential.
• Readable formatting. Use paragraph breaks at natural pauses or topic shifts. A wall of text is hard to scan. Headings for major segments (intro, interview, Q&A, wrap-up) help listeners jump around.
• Non-speech audio. Include meaningful sounds in brackets when they matter to the listener experience: [laughter], [applause], [music playing], [crowd noise].
• Timestamps (optional but helpful). Add timestamps every few minutes or at segment changes so readers can sync to the audio.

Quick checklist before you publish

• [ ] Every podcast episode has a transcript available from the episode page.
• [ ] Transcript has been reviewed for accuracy — not just auto-generated.
• [ ] Speakers are clearly identified throughout.
• [ ] Meaningful non-speech audio is noted.
• [ ] If hosted externally, the link is clearly labeled and works.

If you're not sure which approach fits a specific show or workflow, reach out to the Accessibility team and we'll help you find the right path.