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Ask an ID: Managing Captions and Cognitive Load in Recorded Videos

To caption or not to caption? We’re answering a professor’s concerns about text distraction in technical videos. From ADA compliance to managing cognitive load, learn why synchronized captions are essential and how to make them work without distracting your students.

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Ask an ID: Managing Captions and Cognitive Load in Recorded Videos

Dear Instructional Designer,

I’m preparing to record a series of highly technical video demonstrations in ArcGIS Pro. My process involves showing complex software workflows on-screen while I read from a prepared script in my PowerPoint notes. Since my students will already have access to my full script as a document and need to focus intensely on my cursor movements, are closed captions really necessary? It feels like overkill and I’m worried that text scrolling across the screen will only distract them from the technical demonstration.

– Captioned and Confused

Dear Captioned and Confused,

From what I understand about the current laws, you will still need to create captions even though the script is attached and has the same text. ACC accessibility is governed by the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, and is increasingly interpreted through the Web Content Accessibility Guidelines (WCAG 2.1 AA).

Under WCAG 2.1, 1.2.2 Captions (Prerecorded), captions are required for all pre-recorded video with audio. Courts have interpreted this to mean that if students must watch the video to access course content, captions are not optional. Slide notes are not synchronized with audio, which is why they do not meet this requirement.

The good news is that we have Panopto, which will automatically create captions when you upload a video. You just need to look them over and make sure Panopto generated the right words. Usually where it struggles is with proper nouns like “ArcGIS Pro,” but you can search for whatever it misinterprets (like “Hark” instead of “Arc”) and use “change all” to fix them quickly.

I know you’re concerned that captions might be distracting. There is some evidence that having words on the screen can contribute to cognitive overload or reduced retention, often discussed in Dual Coding Theory. However, this is minimized by the fact that students can turn captions on or off depending on their preference. In Panopto, they can simply click the “cc” icon to toggle them. When recording your narration, it can also help to add signaling. Say things like “look at the top right panel” or “watch the cursor here.” This reduces split attention between captions and visuals.

Another benefit is that captions support many types of learners, not just those with hearing differences. Students who speak English as a second language or those watching without sound can benefit as well so captions are also recommended in Universal Design for Learning.

One more research-backed strategy that will likely make the biggest difference for cognitive load is to segment your videos. Keeping sections around 5 to 7 minutes and chunking the information has been shown to improve understanding and retention.

While this might not be the news you were hoping for, I’m optimistic that adding captions will be a straightforward process that will be worth the effort for your students. Let me know if there is anything else I can do to help or if you have any questions.

Yours in full focus,

Your Instructional Designer