Gaston College implemented a student-based captioning and transcription service to provide ADA compliance for multimedia in online courses in a cost-effective way. Students work one-on-one with instructors to caption and transcribe videos using Express Scribe and Word software, then upload the transcripts and captioned videos to Blackboard. The process involves assigning videos to students, having them transcribe audio and set caption timings, and proofreading for accessibility and accuracy. This approach allows the college to caption its growing library of online course videos while providing job experience for students.

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For Students by Students:
An Approach to
Addressing Accessibility for
Multimedia

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Karen Duncan
Instructional Technology Specialist
duncan.karen@gaston.edu

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Our Goal
Gaston College is committed to ensuring our online courses are
accessible to the widest possible audience. Our QEP and SAIL
initiative (quality online course standards) are instrumental in
providing captioning and transcription services for multimedia.
Through the implementation of a student-based captioning service,
we have created a cost-efficient structure that provides ADA
compliance to SAIL courses. This session will focus on the
transcription and captioning process.

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Today’s Topics
• Historical overview
• Revamped approach and workflow
• Demonstration of process
• Other ADA services
• Conclusion
• Questions

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Closed-Captioning and
Transcribing Approach
• Human Approach
o 1 co-op/work-based learning student each semester
(fall 2012-spring 2015)
o 3 student transcriptionists/fall 2015 (work-study students)
o 1 captionist/fall 2015 (work-study student)
• Software Approach
o Transcribing – Express Scribe Pro
o http://www.nch.com.au/scribe/
o $20-60; depends on the day you check the price
o Captioning – YouTube, Camtasia, MovieMaker
o Camtasia Studio - $179 (reg $299)
o Upgrade price - $89.50 (v 7 to v 8)
o Snagit/CS Bundle - $199 (reg $324)
o YouTube – free
o MovieMaker/Audacity - free

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Process Used
• Courses for SAIL certification
o Our online quality review process
• Google Form (from fall 2012-summer 2015)
o Name; E-mail address; Contact Information;
Course and Section Number; URL of video;
Where located in course
o Shared Google Folder
o No longer using Google Form; looking to
create “Help Desk” ticket so included in
database.
• Express Scribe
• Infinity foot pedal ~$50
• USB headset – Logitech H570e ~$50
• Word

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Google Spreadsheet

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Completed Videos
• Issues/Limitations
o Know what needed to be
done and what had been
done
o Word Docs had to be stored
somewhere, what was in
progress, etc.
o Did not have a record of time
spent per video
o 2-3 minutes to transcribe a
minute of video
o Scheduled coordination and
turnover
o Location of workers

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Transcribing Process
• Third-party videos – cannot caption;
only transcribe
• Dropbox shared folders/flash drive
o Assign projects to work-study students
o Sticky Notes
o Create base Word files for students
o Video Name (from YouTube)
o Location in Bb course
o Video URL (in YouTube)
o Convert/Download video file
o Upload to Express Scribe
o Transcribe and proofread
o Check documents for accessibility
o Word
o PDF
o Upload both files to Blackboard Course
with video

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Word Documents
• Starting File (above)
• Completed file (right)
o 3 total pages
o Checked for Accessibility
o Heading applied
o Removed hyperlink

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Sticky Notes & Work Station

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Captioning Process
• If your videos are hosted on YouTube, there are three ways to
create captions.
o Download and edit YouTube’s automatic captions
o .srt file
o Not accurate
o Open .srt file in plain text editor and edit
o Resave with .srt extension and upload back into Subtitles and CC, and publish
o Create a transcript in YouTube
o From Subtitles and CC
o Transcribe and set timings
o YouTube pauses as you type
o Set timings and publish
o Create a transcript file to upload
o Create a transcript
o Save at .txt file (when converting in Word make sure you check “Allow character substitution”
o Upload file in Subtitles and CC
o Set timings and publish
o Source: http://www.3playmedia.com/2015/07/06/everything-you-need-to-know-to-transcribe-video-create-closed-captions/

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Captioning Process
• If using Camtasia to create materials
o Create transcript file
o Save Camtasia as a video file and upload to YouTube
o Can keep private if only using to obtain .srt file
o Upload .txt file and set timings then publish
o Download .srt file
o Import .srt file into Camtasia

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Download .srt file

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Import Captions into
Camtasia

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Imported Captions

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Uploaded into Blackboard
• Example of Video as a SCROM – integrates into the grade book
o Included screen shot of video image
o Accessible transcripts in .pdf and .docx formats

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Uploaded into Blackboard
• Example of YouTube video in Blackboard
o Accessible transcripts in .pdf and .docx formats

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Other ADA Services
• Students check
o Word Accessibility
o PowerPoint Accessibility
o PDF Accessibility
o Transcribe audio files as needed
o SAIL certified courses only at this time
• Run Teleprompt 3 app when recording faculty videos
• Assist in iMovie, Final Cut, and Camtasia processing

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Conclusion
• Hard to understand words, etc. – Instructor may have to proofread
and edit transcript
o Medical terms
o Discipline specific terms
• File naming conventions are now consistent
• Hand-picking students from Office Administration programs
o Can check typing speeds and accuracy in GPD software