Webinar held April 30, 2020 . Why accessibility matters for online meetings and workshops. A quick look at personas, captions and transctipts.

1. Accessible video and
presentations with
Zoom and PowerPoint
Steps to success
Paul Treadwell / April 30, 2020 1

2. What we’re talking about today
• Accessibility and:
• Recorded presentations and educational videos..
• Live presentations.
• How to:
• Create captions, subtitles and transcripts.
• Adding descriptions
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3. Why?
• Compliance
• WCAG 2.0 Level AA compliance, which requires that captions be
provided for all prerecorded and live audio content in synchronized
media.
• Searchability
• Captions are scanned and indexed by search engines.
• User Engagement
• Captions benefit everyone and increase comprehension of, and
engagement with, content.
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4. Humanizing accessibility and inclusion
• Our goal is to create inclusive and accessible content for all users.
• Users is a crude term that fails to capture the diversity of our
audiences and participants.
• User personas can help use develop our awareness of the diversity
of abilities present in our ‘audience’.
• https://uxmag.com/articles/book-excerpt-a-web-for-everyone
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5. Captions, Subtitles, Transcripts
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6. Elements of quality captioning
• Accurate
• Errorless captions are the goal for each production.
• Consistent
• Uniformity in style and presentation of all captioning features is crucial for viewer understanding.
• Clear
• A complete textual representation of the audio, including speaker identification and non-speech
information, provides clarity.
• Readable
• Captions are displayed with enough time to be read completely, are in synchronization with the
audio, and are not obscured by (nor do they obscure) the visual content.
• Equal
• Equal access requires that the meaning and intention of the material is completely preserved.
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7. Auto captions
• Generating captions automatically.
• YouTube.
• Cornell VOD.
• Other service.
• Automatic Captions are Not Sufficient
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8. Paul Treadwell / April 30, 2020 8
Auto caption file (.srt) sample
• Common caption file formats
• srt
• Cornell VOD
• sbv
• Youtube
• WebVTT
• Emerging standard
What does a caption file look like?

9. Editing caption files – YouTube and
Kaltura
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10. Download captions and edit
• Caption files can be
downloaded and edited locally.
• Downloaded caption files can
also be converted to transcripts.
• Notepad ++
• Free source code editor
• Opens & edits caption files
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11. Transcripts
• Basic transcript files.
• A text version of the speech and non-speech audio information needed
to understand the content.
• Descriptive transcripts
• Include visual information needed to understand the content.
• If you provide a descriptive transcript, you do not need a separate
basic transcript.
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12. Captions to transcript
• Caption files can be converted to plain text.
• This removes timecodes, etc.
• As always, some editing will be needed to correct any errors.
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13. Zoom audio transcripts
• Zoom creates audio transcripts for cloud recordings.
• Technically I would considerate a captions file.
• Can be downloaded and edited as needed to create a transcript.
• Tie coded and with speaker names.
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14. Making useful transcripts
• Put the information in logical paragraphs, lists, and sections.
• Add navigation and clarifications.
• Add headings and links where it will make the transcript more usable.
• Indicate the speakers based on the type of content.
• When there are multiple speakers, you could use hanging indents to
make it easy to skim for a particular speaker.
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15. Adding descriptive text
• Describe the visual elements that are important to understand what
the video is communicating.
• Describe objectively, without interpretation, censorship, or comment.
• Write description in present tense, active voice, and third-person
narrative style.
• Examples from DCMP ‘How to describe’ web page.
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16. Live presentation – fundamentals for
accessibility and inclusion
• Design your presentation for the broadest possible audience.
• Consider the wide variety of abilities and characteristics your
participants hold.
• Learning styles.
• Communications skills.
• Sensory and/or physical abilities.
• Are just some examples of the variability you may have present in your
participants.
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17. PowerPoint accessibility
• If you are using a PowerPoint to present content, it should be
accessible.
• Use the built in accessibility checker to identify, and correct, issues.
• Especially if you are going to post or share the presentation after the
meeting or webinar.
• In meeting it has little impact but getting into the habit of creating
accessibility for all of your presentations is a best practice.
• An accessible slide presentation is one where all the content (both
images and text) has a text alternative, and the content is read in a
logical order either via keyboard navigation or using a screen reader.
CCE Accessibility Team/ April 15, 2020 17

18. Presentation and Delivery
• Use large, bold fonts and simply designed visuals on uncluttered pages
with plain backgrounds.
• Speak the essential content of visual materials, but avoid reading text
word-for-word unless it is a quotation.
• Use color combinations that are high contrast and can be distinguished
by those who are colorblind.
• Spell acronyms and avoid or define terms, jargon, and idioms.
• Provide cognitive supports by summarizing major points, giving
background and contextual information, displaying key terms and
concepts visually.
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19. Zoom accessibility.
• Zoom has accessibility features baked in.
• Automated transcripts (after the meeting).
• Keyboard accessibility.
• Screen reader support.
• Ability to add live closed captioning (with a 3rd party service).
• These features work in combination with your presentation but do not
automagically make your slides accessible, etc.
• Deepen accessibility by sharing a link if presenting a web page or an
accessible version of the file you are sharing.
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20. Improve the accessibility of your Zoom
meetings.
• There are some simple steps you can take to increase the
accessibility of your Zoom meeting:
• Pre-meeting
• Enable “Always Show Meeting Controls”.
• Communicate Zoom keyboard shortcuts in advance.
• Enable nonverbal feedback.
• Full set of recommendations on the CCE staff site
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21. Adding captions with Microsoft
Translator
• The Microsoft PowerPoint Translator plugin can caption ‘live’.
• Free from Microsoft
• Uses AI to understand content and create captions
• Not 100% but pretty good.
• Microsoft Translator Site Link.
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22. Resources
• Statistics
• 3PlayMedia Accessibility and Online Video Stats
• Personas, humanizing accessibility
• A Web for Everyone personas book excerpt https://uxmag.com/articles/book-excerpt-a-web-
for-everyone
• 3playmedia Faces behind the screen
• Captions and transcripts
• Described and captioned media program (DCMP) Captioning Key
• DCMP Description Key
• Description Key - How to Describe
• Web Accessibility Initiative Transcripts page
• Microsoft Translator web page
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23. Resources page 2
• Presentations
• Smashing magazine Inclusive design for accessible presentations -
https://www.smashingmagazine.com/2018/11/inclusive-design-
accessible-presentations
• The Center for Universal Design in Education – Tips for delivering an
accessible presentation
• American Anthropological Association Presentation Guidelines for
Success and Accessibility
• Zoom accessibility
• Improve the accessibility of your Zoom meetings
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24. Please take our survey
• CCE Accessibility Meeting Survey
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25. 25Paul Treadwell / April 30, 2020
• E-mail the CCE Accessibility Team
• Visit the CCE Accessibility Site
• CCE Accessibility Team
• Katie Baildon
• Catina Hyman
• Emily Monroe
• Heather Russell
• Paul Treadwell
Contact