For many campuses, online video has become an essential part of teaching and learning. While online video has opened up the classroom to many more students, educational institutions have had to face legal, functional, and ethical pressures to provide accessible video accommodations to their students and staff. Closed captions are also being demanded by ESL students who benefit from the ability to review course content at their own pace. This session spotlights Portland Community College and University of Wisconsin. While both institutions have been progressive about accessibility, they have taken different approaches. This webinar will explore solutions that can be translated into actionable plans for your campus. Topics covered include: Strategies and resources Costs and benefits derived Implementation best practices Specific examples that will help you gain a deeper understanding of how to create an accessible campus

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4. Subtitling and Transcription Policies,
Uses and Workflows
University of Wisconsin-Extension, Continuing Education (UWEX-CE)
Patrick Wirth, Director of Media Services

5. UWEX-CE Overview
 Serves as the coordinator for
University of Wisconsin
continuing education programs
at all 26 campuses
 Provides ID, media, and
marketing services for
collaborative degree programs
 Launched our first competency
based degree in January of 2014
 75% are undergraduate programs
but trending towards graduate
level programs

6. Presentation Agenda
 Overview of UW-Extension accessibility polices and procedures
 Overview of media team subtitle and transcript implementation
 Discuss UW-Extensions strategies for addressing accessibility
issues/needs
 Showcase creative uses for transcripts and subtitles for both
online courses and marketing initiatives
 Provide access to our media players and templates (audio,
video, narrations, etc.)

7. UW-Extension Accessibility Policy
 UW-Extension EEO Policy #7a World Wide Web Accessibility and
Internet Program Delivery Systems
 UW-Extension will comply with all relevant subsections of
Section 508 of the Rehabilitation Act of 1973, as amended.
 UW-Extension will strive toward meeting the components of the
W3C guidelines by establishing minimum standards that are to be
followed for all media published or hosted by UW-Extension.
Internet Web sites published or hosted by UW-
Extension after October 1, 2001 must be in
compliance with this policy.

8. UW-Extension W3C Guidelines
 Web Content Accessibility Guidelines (WCAG)
 Guideline 1.2 Time-based Media: Provide
synchronized alternatives for time-based media.
 Guideline 4.1 Compatible: Maximize compatibility
with current and future user agents, including
assistive technologies.

9. Why UW-Extension Cares
 Accessible design supports our mission
 Accessible design is the law
 Accessible design aids all users
 Accessible design allows for searching of multimedia

10. Role of Media Services Team
Instructional DesignMarketing
Media Services Team

11. Online Courses
Video Subtitles

12. Online Courses
Subtitle Implementation Workflow

13. Online Courses
Subtitle Implementation Workflow
Upload to 3Play

14. Online Courses
Subtitle Implementation Workflow
VTT
Upload to 3Play
Download .vtt
file from 3Play

15. Online Courses
Subtitle Implementation Workflow
VTT
Upload to 3Play
Download .vtt
file from 3Play
.vtt uploaded
to our web host

16. Online Courses
Subtitle Implementation Workflow
VTT
Upload to 3Play
Download .vtt
file from 3Play
.vtt uploaded
to our web host
Embed media into
D2L. Our custom
video player
enables captioning.

17. Online Courses
Subtitle Future Implementation
Upload to Kaltura

18. Online Courses
Subtitle Future Implementation
Upload to Kaltura
Link Kaltura and 3Play account
to automate captioning
SRT

19. Online Courses
Subtitle Future Implementation
Upload to Kaltura
Link Kaltura and 3Play account
to automate captioning
SRT
Embed media into
D2L. Our custom
video player
enables captioning.

20. Online Courses
Narrated Presentations
 Narrated presentations
may include mixed
media but majority are
slides + audio
 75% of total media
developed for online
courses are narrated
presentations
 Chunk information
based on instructional
concepts which is
depicted in the TOC

22. Online Courses
Narrated Presentation Transcripts
 All collaborative degree
programs have standard
policy to provide a
transcript for each
narrated presentation
 Screen reader friendly PDF
downloads for students
 Each page is slide image +
audio and/or video
narration text
 Embed content critical
stills if video

23. Online Courses
Transcript Implementation

24. Upload to 3Play
Online Courses
Transcript Implementation

25. Upload to 3Play
Online Courses
Transcript Implementation
Download plain
text file

26. Upload to 3Play
Online Courses
Transcript Implementation
PDF generated
from plain text file
Download plain
text file

27. Upload to 3Play
PDF transcript uploaded
to our web host
Online Courses
Transcript Implementation
PDF generated
from plain text file
Download plain
text file

28. Upload to 3Play
PDF transcript uploaded
to our web host
Embed presentation
into D2L.
Online Courses
Transcript Implementation
PDF generated
from plain text file
Download plain
text file

29. Online Courses
Assembling Transcripts
 Creating Accessible
PDF transcripts
 Use styles in MS Word
 Write long-desc for
complex graphics
 Title each graphic

30. Online Courses
Transcript Usage
 Survey of our Sustainable
Management students
 Nearly 50% of our Sustainable
Management students are
using transcripts as study
aids
 Print and highlight as the
instructor presents content
 Some students rely
exclusively on transcripts
 Tech support is alerted
quickly if there’s a missing
transcript for a narrated
presentation

31. Accessibility Team at UWEX-CE
 Meet quarterly
 Brainstorm/strategize
online accessibility issues
and solutions
 Review impact of LMS and
other technology
“upgrades”
 Future: Work closely with
campuses to develop best
practices guide
Student Services
Application Developer
Senior Media Specialist
Instructional Designer

32. Marketing
Using Transcripts to Build Story
 Submit video interviews to
3Play for transcript
 Download Stamped Doc
 PR/Marketing/Media
rearrange paragraphs and
sentences into a storyline

33. Link to UW-Extension’s Open
Source Media Players
Storybook + Media Player
Additional Players and Projects
https://github.com/oel-mediateam/sbplus
https://github.com/oel-mediateam/

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Haris Gunadi
Alternate Media Specialist
Portland Community College

35. Portland Community College (PCC)
‣ We have approximately 90,000 students in 4
campuses and online learning (e-Campus)
‣ Winter 2014 – Fall 2014:
– Disability Services had 1387 students requesting
accommodation.
– 74 students requested Communication Access for
services in 361 classes.
– 49 students requested Captioned Media in 239
classes.
3

36. 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

37. PCC Numbers
‣ Winter 2014 – Fall 2014:
3
PodCast Camtasia DVD Internal VHS Online Others Total
Count 3 41 45 104 21 40 135 389
Minutes 32 383 2452 165 1636 582 1115 6365

38. 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.
3

39. 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.
3

40. 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
4

41. 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.
4

42. 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
4

43. 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)

44. 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

45. 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.

46. 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.

47. 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.

48. PCC Work Flow (cont.)

49. 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.

50. Embedded Player Example

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