1. AETC Program E-Learn Committee Call: February 21, 2017, 1-1:45 PM ET
Simple Steps for Making Documents and YouTube Videos 508 Compliant Nicolé Mandel: UCSF Center for HIV Information Mary Salome: UCSF Center for HIV Information
AETC Program E-Learn Committee Call:
February 21, 2017, 1-1:45 PM ET
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2. Housekeeping If dialing in, please mute your computer speakers.
If you have to step away or take another call please do not place us on hold.
Feel free to enter your questions and comments in the chat room throughout the presentation.
This webinar is being recorded; webinar recording, transcript, and presentation slides will be posted to the AETC NCRC website after the call.
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3. Meeting objectives
Reinforce that meeting accessibility standards is a requirement of federal programs
Understand that most software programs are equipped with features to meet accessibility standards
Review steps for making master documents 508 compliant before converting to other formats (PDF)
Understand how to make PPT presentations 508 compliant
Review steps for adding closed captioning to YouTube videos
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4. Presenters
Nicolé Mandel is the AETC NCRC website project manager. She has been managing websites since the 20th century. She loves trying new software.
Mary Salome, MA, is the production manager at the UCSF Center for HIV Information. She combines technical experience with research and writing skills. She is interested in access to technology and information, health care, and social justice.
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5. Accessibility Tips
Nicolé Mandel
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6. Tip 1: Start with an accessible master
Master = Word, PowerPoint or ?? document
It is more difficult to make a PDF file compliant
All Microsoft Office programs include an Accessibility Checker under the File tab (“Check for Issues”)
You will have less work with revisions if the master is compliant
All NCRC slide sets are 508 compliant
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7. Tip 2: Choose the right final format
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8. Accessibility checklist
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9. Use structural document styles
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10. Tables must be regular & have headers
Regular: All rows have the same # of columns & vice versa
Irregular: Some rows have different numbers of columns, or vice versa
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11. Accessibility checking in PDFs
Even if the master passes, there are a few things you need to check/fix in the PDF
Select Accessibility in Tools
Run Full Check
Add the document title (right click on item in report)
Add summaries to all tables (tip: copy from your Word master)
Check reading order
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12. Images need Alt descriptions
Photo of Michael Jordan with the words “Stop it.”
AETC Program graphic identity
Chart showing fruit prices for the years of 2010 through While apple and orange prices fluctuated, banana prices rose steadily during this period.
Graphic of a smiling face
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13. Checking reading order
Home > Arrange > Selection pane
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14. Color contrast Use a standard palette to save yourself time
The AETC NCRC palette has been checked
Color contrast tools:
Web AIM Color Contrast Checker
RGB to HEX Converter
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15. Run Accessibility Checker
File > Check for Issues > Accessibility
Results show in the right pane
Look at the bottom of the pane from Additional information and instructions for fixing
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16. Similar process for PPT (see slide 15)
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17. Adding Captions to YouTube Video
Meeting Accessibility Standards
Mary Salome
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18. Why we add closed captioning for videos
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19. What we’re (not) covering
How to upload a video to YouTube: this review explains how to add a closed captioning to videos that are already posted there.
How to add captioning to video located on other hosts (like Vimeo).
YouTube has a service that is very good at recognizing speech and can automatically align your captions with the right part of the video. You don’t need any video editing experience to add the captions.
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20. Step 1: Audio recording
Record or otherwise acquire an audio track. Some transcriptionists can use the video itself to create a transcript.
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21. Step 2: Transcribe the audio as text
Hiring transcriptionists
YouTube’s “Purchase new subtitles or CC” option
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22. Step 3. Note other sounds or changes
Note things like laughter, music, and other sound information that a hearing-impaired person might miss.
Use a blank line to force the start of a new caption.
Use square brackets to designate background sounds. For example, [music] or [laughter].
Add >> to identify speakers or change of speaker.
More details at
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23. Step 4: Save & prep transcript
Save the file as a text file (.txt) on your computer
Replace “special characters” with text-friendly characters because YouTube won’t render them properly.
Examples: replace “ with " and ‘ with '.
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24. Step 5: Google account
Create a Google account, or log into an existing Google account.
You’ll know you’re logged in if you see tools in the upper right-hand corner of the screen.
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25. Step 6: YouTube channel Go to https://www.youtube.com/
You can get there through the Google widget
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26. Step 7: Go to your Channel
Once on YouTube, use the “hamburger” menu in the top left corner of the screen to go to My Channel
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27. Steps 8 & 9: Video Manager > Subtitles
Step 8. Click on the Video Manager button
Step 9. Click on Edit > Subtitles/CC for your video
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28. Steps 10 & 11: Add Subtitles / English
Step 10. Click Add New Subtitles or CC
Step 11. Click English or enter the language of your choice
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29. Step 12: Upload transcript file
Click “Upload a file” and use the Transcript toggle
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30. Step 13: Choose file & type
Click “Choose a file” and navigate to the location of your transcript.
After you’ve selected your file, click upload.
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31. Step 14: Let YouTube set timings
Click “Set timings” and wait while the YouTube application aligns the text with the video
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32. Step 15: Monitor progress
You’ll see a faint gray progress bar move across the bottom of the video as the transcript is processed. The longer the video, the longer it will take.
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33. Step 16: Review and edit
When the process is complete you can edit anything that the automatic process might have gotten wrong. Click the bar under “My Drafts” to start.
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34. Step 17: Review time codes and text
In the new page that loads, adjust the text or time codes, then click “Save Changes.”
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35. Step 18: See your captions in action
To see the captions, click the CC icon at the bottom of the video
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36. Beyond Captioning
Video accessibility also includes audio for the visually impaired. If a video includes content that is only presented visually (e.g., on-screen text or key actions that are not obvious from the audio) this visual information must be described in order to be accessible to people who are unable to see it.”
Usually done through a second audio track.
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37. Related Resources Transcripts vs time-coded subtitles
You can tell YouTube exactly where text should start if you don’t want to use the automated process. 1
00:00: > 00:00:17.000
>> [MUSIC]
YouTube’s documentation on captioning:
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38. Questions?
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39. Contact
Nicolé Mandel Website Manager AETC NCRC UCSF Center for HIV Information
Mary Salome Production Manager AETC NCRC UCSF Center for HIV Information
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40. Next E-learn call April 2017
Topic recommendations, comments, thoughts – please contact Judy Collins at
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