Creating video, audio and animation content procedure

Procedure

Intent

This procedure establishes standards for publishing video, audio and animation content on the RMIT web presence.

Scope

The procedure applies to staff members who wish to add video, audio or animation content to the RMIT web presence (including social media).

Exclusions

This procedure does not apply to:

  • courseware, including scholarly work, student work and learning and teaching materials (video and audio files are stored on a learning management system)
  • websites that have no relationship to RMIT (for example, personal or private sites)
  • images (defined in the Creating Image Content Procedure)

Procedure steps and actions

Procedure (including Key Points)

Responsibility

Timeline

Planning video, audio and animation content

1.Video and audio content must meet the accessibility standards provided in the Web Accessibility Policy particularly with regard to Web Content Accessibility Guidelines 2.0 (WCAG 2.0) to AA standard. For information on meeting AA standards please refer to the Creating Accessible Video and Audio Instruction.

WCAG 2.0 specify that video, audio and other content must convey the information contained in audio or video content to users who cannot access audio or video files. To achieve AA standard this means:

1.1. providing a time-coded transcript in text format and describing all the visual and auditory aspects of the content

1.2. placing the transcript on the same web page as the video or audio content or linking to the transcript immediately below the video or audio content

1.3. providing captions for all pre-recorded video and audio

1.4. ensuring all video includes audio descriptions (in both the captions and transcripts), a descriptive narration of all important visual elements so they are communicated to users of differing ability

1.5. applying the standards listed in the Writing for the Web Instruction and Web Spelling List (DOCX, 1p, 26KB) to all transcript text.

Content Owner

Web Content Creator

Web Editor

Web Manager

Digital and Customer Experience Strategy

Ongoing

Creating video, audio and animation content

2. Apply metadata to all RMIT video, audio content and animation.

2.1. Refer to the Metadata Procedure and the Metadata guidelines for Media assets Instruction for direction on applying metadata to all RMIT web content.

2.2. The Metadata Schema Instruction details the official schema for RMIT’s web presence and should be adhered to for all media.

Content Owner

Web Content Creator

Web Editor

Web Manager

Digital and Customer Experience Strategy

Ongoing

3. Align the content to RMIT’s video- and audio-related policies, procedures and instruction.

3.1. Video and audio content that will be distributed on social media platforms is governed by the Social Media Policy and its supporting procedures.

3.2. Consult the Video Production Manual for the production requirements for RMIT videos.

3.3. Consult the GUI Design Manual for the display specifications for embedded videos.

Ongoing

4. Store source files for embedded video, audio and animation content locally (i.e. within a department) particularly if uploading to a third party site such as YouTube.

4.1. If the file will be hosted in RMIT’s central repository, adhere to the repository’s file size restrictions. For RMIT’s current central repository, file size is limited to 40 MB.

Ongoing

5. Present embedded files in a consistent and accessible manner.

5.1. Controls for video files must always be displayed. Video and audio files must not be set to auto-play. All controls must be keyboard navigable.

5.2. Video, audio and animation content must be embedded in a separate page or embedded as an element of a web page.

5.3. Title for video, audio or animation must appear in the text on the web page and must not rely on the media to convey the title.

Ongoing

6. Adhere to copyright legislation.

6.1. All content on RMIT’s web presence must be owned by RMIT or have acquired the rights to use in writing.

6.2. Copyright at RMIT is governed by the Australian Copyright Act (1968), RMIT Intellectual Property Policy and RMIT Acceptable Use of Information and Communications Technology Resources Policy. For advice on copyright, consult the RMIT Copyright Management Service.

Ongoing

Maintaining video, audio and animation content

7. The content owner is accountable for video, audio and animation content published within their portfolio and its adherence to the policy. Digital and Customer Experience Strategy will periodically audit content for adherence to procedure.

Content Owner

Web Content Creator

Web Editor

Web Manager

Digital and Customer Experience Strategy

Ongoing

8. Create usable links to video, audio and animation content.

8.1. Do not link to video content using pop-ups or by causing new windows to appear. Do not change the current window without notifying the user.

8.2. When linking to a video or audio file, include the title, file type and size and approximate length. For example, “Talking Business 2012 - Ep14 (audio/mpeg, 50Mb, 55min)”.

Ongoing

9. Video or audio files need to have an image that displays while they are static. This image should accurately represent the video content.

Ongoing

10. Video and audio content that will be distributed to external sites must also be embedded on the RMIT web presence, even if it is hosted elsewhere.

10.1. Video and audio content distributed to external sites must align to the Instruction for the Use of Video and YouTube Embedded Services.

Ongoing

Archiving Video, audio and animation content

11. Archive video and audio files that require long-term storage, and remove outdated audio and video content from the RMIT web presence.

11.1. The Deleting and Archiving Web Content Procedure provides archiving and deletion direction for all RMIT web content, including audio and video content.

11.2. All videos published by RMIT on external platforms should have a copy kept locally by the department responsible for creation. This copy may be required for editing or re-publishing on other channels and will be required for archiving the video at a later stage.

11.3. For a pre-defined video project folder structure that ensures that all videos can be easily archived and retrieved, refer to the Video Production Manual.

Content Owner

Web Content Creator

Web Editor

Web Manager

Digital and Customer Experience Strategy

Ongoing

[Next: Supporting documents and information]