In this recorded session from AHEAD 2014, Portland Community College discuss their accessibility and captioning policies, as well as workflows and use cases for transcripts and closed captions. The topics covered are: Accessibility policies and procedures Captioning and transcription workflows Strategies for addressing accessibility issues Video search with interactive transcripts Industry trends with captions and transcripts Speakers Haris Gunadi Alternate Media Specialist | Portland Community College Tole Khesin VP of Marketing | 3Play Media

1. Best Practices for
Implementing Video
Captioning
AHEAD – July 16, 2014
Tole Khesin
3Play Media
tole@3playmedia.com
+1.415.298.1206
1
Haris Gunadi
Alternate Media Specialist
Portland Community College
haris.gunadi@pcc.edu
+1.971.722.4340

2. Portland Community College (PCC)
‣ We have approximately 90,000 students in 4
campuses and online learning (e-Campus)
‣ Summer 2013 – Spring 2014:
– Disability Services had 1476 students requesting
accommodation
– 69 students requested Communication Access for
services in 387 classes
– 46 students requested Captioned Media in 287
classes
2

3. PCC Staff
‣ 1 FTE program manager for on-campus classes
‣ 0.5 FTE program assistant dedicated to video captioning
‣ 0.3 FTE program assistant dedicated to online learning
(e-Campus)
‣ 2.0 FTE reserve (shared) support within Alternate Media
Group (for E-Text and Braille)
‣ 1 FTE e-Campus online accessibility specialist
3

4. PCC Numbers
‣ Summer 2013 – Spring 2014:
4
PodCast Camtasia DVD Internal VHS Online Others Total
Count 3 42 74 218 5 184 90 526
Minutes 59 390 2897 1920 111 1769 758 7146

5. Dream vs. Reality
‣ Dream:
– Instructor(s) submits list of video requests with due
dates and sources
– Instructors contacted our department in advance to
get videos captioned.
5

6. Reality
‣ Reality:
– Instructors have syllabus ready by the first day of
class.
– 50% Instructors do not know what videos that will be
shown in the class.
6

7. PCC and Instructors
‣ Common Misconceptions:
– Too much additional steps for instructors to get videos
captioned
– Disability Services cannot handle last minute requests
– It is difficult to show caption videos on multimedia
console in the classroom
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8. PCC Outreach to Instructors
‣ We realize the importance of working collaboratively
with instructors and notifying instructors in advance
‣ In same cases, we called instructor to explain the
process of captioning videos, which is:
– the only thing they have to do actually send us list of
videos that will be shown in classroom)
– Instructor will get a link to show video within 1
business days after we get the video and subtitle will
show within 3 business days or less.
8

9. PCC Outreach to Instructors, Cont.
‣ Assure instructor that last minute videos can be
done (typically shorts videos less than 10 minutes)
– Disability Services handles short and last minute
videos in house with turn around of 3 - 5 minutes for
each 1 minute of the video
– We always encourage instructors, unless the even
just happened, we would like the instructor to notify
us within 1 business days
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10. PCC Outreach to Instructors, Cont.
‣ Result:
– Instructor realizes the process is not burdensome and
actually like how we store instructor video in
one place
– Instructor wants us to caption all the videos they have
(even though there is no video captioning request)
• Timeline is not guarantee, accommodation is always a
priority
• In order for us to caption the video, the videos must be
durable (will be used for multiple terms)
10

11. Choosing Third Party
‣ Challenges PCC were facing:
– Limited staff resources
– Turn-around time for long last minute videos
– Streamlining processes from getting videos to
sending instructor link
11

12. Choosing Third Party (cont.)
‣ Benefits
– Able to put more resources to contact instructors
– Option to do in-house captioning is available for short
videos or last minutes videos
– We were able to request specialize player to include
interactive transcripts.
12

13. PCC Work Flow
‣ Student submits captioning
video/interpreting/transcribing video requests.
‣ Instructor(s) are contacted before the term starts
(and during).
‣ Accessibility Aides will find whether videos were
already captioned or if transcripts can be found
online.
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14. PCC Work Flow (cont.)
‣ If it is captioned, our aide provide an instruction on
how to turn on CC function in multimedia console or
use VLC Player.
‣ If it is available for purchase, we will purchase the
video instead.
‣ If it is an audio only media, we will provide transcript
to student directly.
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15. PCC Work Flow (cont.)
15

16. PCC Work Flow (cont.)
‣ Upload video to Kaltura.
‣ Send instructor a link to video ahead while closed
captioning being processed.
‣ Remind instructor that the video link will only
available on limited time basis because of copyright.
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17. Embedded Player Example
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18. Q&A
18
Tole Khesin
3Play Media
tole@3playmedia.com
+1.617.764.5189 X103
Haris Gunadi
Alternate Media Specialist
Portland Community College
haris.gunadi@pcc.edu
+1.971.722.4340