Institutional Models for Captioning

Institutional Models In-House Production Model

Started in 2011 Fee for service 2012 ~5 students students AU2015

Mix of Transcript-only and Captioning requests $60/hour material for Transcripts (5 hours transcribing, 1 hour review) or $70/hour material for Captions (5 hours transcribing, 2 hours review/captioning)

Transcribing Process Submit request via online form Submit material in BuckeyeBox (box.com) transcribers have access to this folder Transcribers generate transcripts with ExpressScribe Transcribers submit transcripts to same folder Reviewers download and upload to same folder

Turnaround Assignments on Monday Transcribers have a week to complete transcriptions 1/5 ratio for material to transcription time: one hour of material is five hours of student work ~1/1 ratio for review ~1/1 ratio for captioning (dependent upon complexity)

Captioning Process Transcript generated first Transcript “chunked” in MS Word Video and transcript uploaded to YouTube for timings Review of transcript and timings in YouTube Export to various formats (SRT, VTT) or Embed/burn-in MP4 (via mkvmerge, MkvToMp4 /Any Video Converter)

Institutional Models In-House Production Model Outsource Production Model

Outsourcing Production Transcription Time-stamping (captioning) Transcription & time-stamping Potential models include Master pricing agreement Reimbursement model Know your production volume Consider opportunities to integrate media platforms with outsource companies

System Level Models California Community Colleges Distance Education Captioning and Transcription Grant (DECT) Established pricing agreement with approved vendors Provides reimbursement for captioning & transcription costs associated with distance education courses Colleges can also interact directly with approved vendors who are then paid by grant program

System Level Models University of Wisconsin – Madison Requirements identified Scoring criteria agreed upon Vendors identified to receive RFP Independent scoring of responses Anonymous testing Contracts awarded and campuses notified

Approximate Price Structures compiled from vendor agreements Service / Cost Cost per minuteCost per hour Captioning (time-stamping only; you provide the transcript) $ $0.95$51 - $57 Standard Transcription (transcript only) $ $1.90$87 - $114 Captioning + Transcription (verify the details) $ $1.99$75 - $119

Approximate Price Structures Course: 3 hours of videos for 10 weeks Service / Cost Cost per hour1 Week10 Weeks Captioning (time-stamping only; you provide the transcript) $51 - $57 ( ) $153 - $171$ $1710 Standard Transcription (transcript only) $87 - $114 ( ) $261 - $342$ $3420 Captioning + Transcription (verify the details) $75 - $119 ( ) $225 - $357$ $3570

Institutional Models In-House Production Model Outsource Production Model Hybrid Production Model

Approximate Price Structure Stanford Captioning System Service / Cost Cost per minuteCost per hour Captioning (automated time-stamping; you provide the transcript) $0 Time-stamping + Transcription (Outsource transcript + automated time-stamping) $ $2.25$75 - $135

Approximate Price Structure Course: 3 hours of videos for 10 weeks Service / Cost Cost per hour1 Week10 Weeks Captioning (automated time-stamping; you provide the transcript) $0 Time-stamping + Transcription (Outsource transcript + automated time-stamping) $75 - $135$225 - $405$ $4050

Benefits & Limitations Only staff cost when creating transcript Could time-stamp transcript multiple times Ability to control transcript quality

Benefits & Limitations Only staff cost when creating transcript Could time-stamp transcript multiple times Ability to control transcript quality No direct management or dedicated resources Video submissions became problematic Unable to customize workflows to new platforms

Decisions…Decisions…Decisi ons… What type of captioning are you going to support internally versus outsource? Do you want to be the group to support captioning on campus or make captioning the responsibility of individual departments? In what direction is your campus moving with respect to video management and delivery? Does your campus prefer to innovate or leverage expertise of third-party companies?

Captioning Policies

Captions Captions are the synchronized text equivalent of audio content from a video, film, television broadcast, live event, etc. Captions provide the same information in text that is provided as audio, including speaker identification and sound effects.

Captioning in 508 & WCAG 2.0 Section 508, Subpart B : Video & Multimedia Products -(c) All training and informational video and multimedia productions which support the agency’s mission, regardless of format, that contain speech or other audio information necessary for the comprehension of the content, shall be open or closed captioned. Web Content Accessibility Guidelines Captions (Prerecorded): Captions are provided for all prerecorded audio content in synchronized media, except when the media is a media alternative for text and is clearly labeled as such. (Level A) Captions (Live): Captions are provided for all live audio content in synchronized media. (Level AA)

Audio Description in 508 & WCAG 2.0 Section 508, Subpart B : Video & Multimedia Products -(d) All training and informational video and multimedia productions which support the agency’s mission, regardless of format, that contain visual information necessary for the comprehension of the content, shall be audio described. Web Content Accessibility Guidelines Audio Description or Media Alternative (Prerecorded): An alternative for time-based media or audio description of the prerecorded video content is provided for synchronized media, except when the media is a media alternative for text and is clearly labeled as such. (Level A) Audio Description (Prerecorded): Audio description is provided for all prerecorded video content in synchronized media. (Level AA)

Captioning Policy Statements All media resources purchased after [Date] at [Institution] must be captioned versions.

Captioning Policy Statements All media resources purchased after [Date] at [Institution] must be captioned. If a particular product is not available with captioning, and [Institution] requires that particular product, the purchaser will obtain written permission from the copyright owner to add captions to the video. Permission must be obtained prior to purchase, as a condition of purchase. In the event that permission is denied, a suitable captioned alternative will be sought.

Captioning Policies How to organize captioning institutionally? Establish procedure to obtain copyright clearance for video to be captioned Begin purchasing films, videos and DVD's with captioning and/or subtitles where available Identify the most used videos at the campus and create captioned versions for those shown to students Add captioning to pre-existing media materials

Copyright Clearance What process should I follow to obtain copyright clearance for captioning a video? Copyright Clearance Form Example Legal Opinion from CA Community College Chancellor’s Office

Policy & Procedure Examples Ball State University Policy services/policiesprocedures/captioning services/policiesprocedures/captioning Wisconsin Postsecondary Captioned Media Policy Guide Cal Poly, San Luis Obispo University of Illinois at Urbana-Champaign support/accommodations/video-captioning support/accommodations/video-captioning

Captioning Policies Should you caption everything? Questions to ask: Is the material for an immediate student need? Is the material going to be publicly available? Is the material going to be archived and reused?

Designing Your Own Campus Solution