creating ada compliant instructional material for online

CreatingADACompliantInstructionalMaterialforOnlineCourses1

CreatingADACompliantInstructionalMaterialforOnlineCourses

DarshanaJuvale,PinarCelik,&RebeccaO’Connell

ExecutiveSummary

ThisdocumentincludesinformationondesigningADA(AmericansforDisabilitiesAct)compliantcontentforonlinecourses.ItisaworkinprogressputtogetherbyagroupofinstructionaldesignersatEngineering-LASOnlineLearning(ELO).Itsprimaryaudienceincludesinstructionaldesignersandinstructorsinterestedinteachingonline.ItisnotacomprehensiveguideondesigningonlinecoursesforADAcompliance,norisitcertifiedbyIowaStateUniversity(ISU).However,initialexplorationhasshownthatinordertoachievecompliancefromallinstructors,theinstitutionneedsmultipleapproaches–educatingfacultyonUDL,providingfacultywithDo-It-YourselfADAtipsandresources,andsigningupwithacaptioningservice.EmailtheELODesignTeamatelodesign@iastate.eduwithyoursuggestionsforimprovement.

BACKGROUNDINFORMATION

ThisdocumentisaworkinprogressinitiatedbyagroupofinstructionaldesignersatEngineering-LASLearningOnline(ELO).Themotivationforthisworkstemmedfromthedesigners'desiretocreatequalityonlinecoursesthatarepedagogicallysoundandaccessibletoadiverseaudience.Afterextensiveresearchandtesting,ELOdesignershavedevelopedDo-It-Yourself(DIY)tipsandtechniquesfordesigningADAcompliantinstructionalmaterials,likeimages,documents,andaudio/videos.Thesetipsandtechniquesneedtobecontinuallyupdated.Additionally,inordertoachievecompliancyfromallinstructors,itisrecommendedthatISUeducatesfacultyinUDL(UniversalDesignforLearning)bestpracticesandinvestsinacommercialcaptioningservice.CELThasdevelopedaBlackboardcourseonUDLthatfacultycanenrollintolearnwaysofmakingtheircourseaccessibletoadiverseaudience.AlsoavailableisAccessDL(TheCenteronAccessibleDistanceLearning)fundedbytheU.S.DeptofEducationthatprovidesguidanceonmakingdistancelearningcoursesandprogramsaccessibletostudentsandinstructorswithdisabilities.AlistofvendorsforclosedcaptioningisincludedinAppendixA.Thisdocumentisorganizedintotwosections:1)LawsImpactingWebAccessibilityand2)TipsforCreatingAccessibleMedia

LAWSIMPACTINGWEBACCESSIBILITY

TherearestateandfederallawsrequiringtheUniversitytoassureonlinematerialisaccessibletocurrentandprospectivestudentsandemployees.Thisdocumentdealswithwaystomakeonlinecoursesaccessibletoallpeople,regardlessoftheirimpairmentsorsituation.Additionally,thisdocumentisdesignedtohelpassuretheUniversityismeetingitslegalobligationswhenitcomestowebaccessibility.Increasingaccessibilitywhilemanaginglegalriskisthetwofoldgoalofthisguidance.Atthefederallevel,theAmericanswithDisabilitiesAct(ADA),asamended,isananti-discriminationstatutedesignedtoensureequalaccesstoopportunities,programs,andbenefitsforqualifiedindividualswithdisabilitiesineducation,employment,andotherareas.Atthestatelevel,theIowaCivilRightsAct(ICRA)prohibitsdiscriminationonthebasisofdisabilityinbothemploymentandeducation.Thisincorporatestherighttoaccessinformationineducation,employment,andotherareas.CommonproblemswithwebaccessibilitycreatelegalrisksunderboththeADAandtheICRA.

TIPSFORCREATINGACCESSIBLEMEDIASECTIONINCLUDES:

1. Audio/VideoAccessibility2. DocumentAccessibility3. ImageAccessibility4. WebsiteAccessibility

1)Audio/VideoAccessibilityTips

Audioandvideosneedtoincorporatefeaturesthatmakethemaccessibletoeveryone.Providingtranscriptsthatcanbedownloadedand/orclosedcaptionswithaudioandvideoaretwoofthemainwaysofmakingaudio/videoaccessibletohearingand/orvisionimpairedusers.Moreandmore,closedcaptioningisbecomingapreferredmethod.

ClosedCaptioningofOnlineAudioandVideos:Closedcaptions,alsoknownassubtitles,providetextequivalentsofthespokenpartinavideo.Closedcaptionsaresynchronizedwiththeaudioandusuallyappearatthebottomofthescreen.Ifonlyaudioisavailable,atranscriptismadeavailablefordownload.

ADA/ICRAcompliancetips:Thefollowingaresomebestpracticesforclosedcaptions:Content

• Captionsshouldbeaccurate.Theyshouldfullyrepresenttheaudio,includingspeakeridentificationandnon-speechinformation.Whenaspeakerstutters,captionwhatissaid.

• Equal–Meaningandintentionofthematerialiscompletelypreserved.Language

• SpellingandCapitalization–Beconsistentinthespellingofwords.• PunctuationandGrammar–FollowconventionalrulesofStandardEnglish.• HyphensandDashes• Nonessentialinformationthatneedsspecialemphasisshouldbeconveyedbydouble

hyphensorasinglelongdash.Format

• Consistent–Uniformityinstyleandpresentation.UseafontsimilartoHelveticamediumwithclearresolution.

• TextConsiderateCase–Mixedcasecharactersarepreferred.Display

• Closedcaptionsshouldbetimedtosynchronizewiththeaudio.Tocheckforcompliancy,selecttheCaptionsoptionsdropdown>Shownon-compliantduration.Thisoptionhighlightsanycaptionsinredwhosedurationisnotbetweenthreeandsevenseconds.

• Onlyonetothreelinesoftextshouldappearonthescreenallatonce,staythereforthreetosevenseconds,andthenreplacedbyanothercaption.

• Includenotmorethan32-charctersperline.• Linesshouldbebrokenatlogicalpointswherespeechnormallypauses,unlessitexceedsthe

32-characters-per-linerequirement.• Readable–Displayedwithenoughtimetobereadcompletely.• Placedproperlyandmustnotinterferewithexistingimportantinformation.Captionsshould

notcoverupgraphicsandotheressentialvisualelementsofthepicture

CreatingClosedCaptioning:Therearemultiplewaysforcreatingclosedcaptions.Theseincludehiringindividualsforthispurpose,signingupwithcommercialvendorsand/orDoItYourself(DIY)options.

• Youcanoutsourcethewholeprocessandhavecommercialvendorscreatethetranscript,inserttimecodestosyncwiththeaudio,anduploadtothevideoserver.SeealistofvendorsinAppendixA.

• Outsourcepartoftheproject–eithercreatethetranscriptandsendittoavendorforcreatingtimecodesandthenuploadthetranscriptwiththetimecodestothevideoserver,or

• DoitYourself(DIY).Seeaccompanyingdocument“DoItYourselfGuideonCreatingClosed

Captions”.

2)DocumentAccessibilityconcernstheproperformattingofdocumentsforscreenreaders.(SeemoreinformationonKurweil3000screenreaderusedbyISUStudentDisabilityOfficeinAppendixA).Alwaysprovidedocumentsinanalternativetext-basedformat,suchasHTMLorRTF(RichTextFormat),inadditiontoPDF.Text-basedformatsarethemostcompatiblewithassistivetechnologies.

ResourcesforcreatingADACompliantPDF,DOC,PPTFiles

• TheNationalCenteronDisabilityandAccesstoEducationhasdevelopedaone-pageaccessibility"cheat-sheet"toassistincreatingaccessiblecontent.

• "HowtomakeaWordDocumentAccessible"byPortlandCommunityCollege.• “MSWord:Headings”videobyPortlandCommunityCollege• “AcrobatDC”toolsmakeiteasytocreateaccessiblePDFsandletyouchecktheaccessibility

ofexistingPDFs.• WaystomakeanaccessiblePDFonMac:(ResourceWAMOE)

o Startwithawell-structured,accessibleworddocumentorpresentation.o Clickthefiletabandselectsaveas.IntheSaveastypefield,selectPDF.o EnterafilenameintheFilenamefield.o Clickonoptionsbuttonandmakesurethedocumentsstructuretagsforaccessibility

checkboxischecked.o ClickOK.o ClickSave.Thiswilltagallofthetextformattingsopageheadingsandlistsare

correctlyinterpretedbyascreenreader.• ScanningaDocumenttoaPDF:Scanningadocumentmeanstakingaphotoofit.Sincea

photooftextisnotaccessible,youwillneedtorunopticalcharacterrecognition(OCR)onthescan.Thiswillmakethetextonthescanreadablebyassistivetechnologies.

o HowtorunOCRonaPDFusingAdobeAcrobatPro:§ OpenyourPDFfile.§ OpentheToolspanel(click“Tools”intopright)andclick"Recognizetext”.§ Click“InthisFile”andclickthe“Edit”buttontoadjustyourOCRsettings.§ Selectthe"Language"ofthetext.§ Fortheoutputstyle,choose“searchableimage”forPDFoutputstyleand

down-sametoo600dpi.§ ClickOkwhendone

• FontsTipsonuseoffontswhilecreatingADAcompliantdocuments:o Ensureyourtextisreadablebyusingatleast10pxsanseriffonts,suchasArial,

HelveticaorVerdana.Thesefonttypeswillmagnifywellforthosewhohavelowvision.

o Ifthereisanimagewithtextinit,makesuretoputthetextinthealternativetext[opensinnewwindow],soitwillbeaccessibletoblindstudents.

o Refrainfromusingfloatingtextboxes,trackchangesorcommenting,becausethesefeaturesarenotaccessible.

3)ImageAccessibilitytypicallyinvolvesaddingtextdescriptiontoimagesthatcanbereadbyscreenreaders,becausescreenreaderstypicallyskipimagesonawebpage.Addinganimagethatconstitutesanimportantpartofthecontentwithoutitstextequivalentputsthestudentwithvisualimpairmentatadisadvantage.Possiblesolutionsinclude:

• Addingatextequivalenttoeveryimage,whichwillenableauserwithavisiondisabilitytounderstandwhatitis.Thetextequivalentcanbeintheformof:

o Analttextdescription,whichisdetectedbyscreenreaders,butisnotvisibletootherusers.

o Captionsforimagesthatdescribetheimageo Adescriptioninthetextsurroundingtheimage.SeeexamplesofAlternativeText

DescriptionsforImages• Trynottouseonlyimagesand/orgraphicstoconveyimportantcontent.Imagesand

graphicsshouldbeusedtoenhanceexistingtextandnotconstitutethemaincontent.

4)WebsiteAccessibilitytips-seeimagesandaudio/videoaccessibilitytipsUseWAVEtocheckwebsitesforbasiclevelsofaccessibility.WAVEisafreedesignedWebAccessibilityEvaluationTool.“TipsforUsingWAVEforADACompliance”byTempleUniversityLibraries.

• AddingAlternativeTexttoanimagemakesthatimageaccessibletotheblind.Successfulalternativetextdescriptionfortheimageeithercouldbe:

o inthesurroundingparagraphtexto analttextdescription,o alongdescriptionoro acaption

• Providingthetextformatforaudiofilesmakesthemaccessibletothosewithhearingdisability.

• Forcolorblindusers,thevisualscanbetestedbyconvertingthemtograyscale.Aslongasvisualelementshavehierarchy,theyshouldbecomprehensiveforthoseindividuals.Check“ColourBlindAwareness”websiteformorein-formationregardingtheuseofcolorsinyourwebsite.

• Websitesshouldbedesignedsotheycanbeviewedwiththecolorandfontsizessetinusers’webbrowsersandoperatingsystems.

Provideaudiodescriptionsofimages(includingchangesinsetting,gestures,andotherdetails)tomakevideosaccessibletopeoplewhoareblindorhavelowvision.Providetextcaptionssynchronizedwiththevideoimagestomakevideosandaudiotracksaccessibletopeoplewhoaredeaforhardofhearing.(Seeoptionsformakingvideosaccessibleinthenextsection).SeeUSDepartmentofHealthandHumanServicesGuidelinesonCreatinganADA-CompliantWebsite.

APPENDIXA

CLOSEDCAPTIONINGSERVICES

• CaptionSolutions(877-674-5800)–wanda@captionsolutions.com

• AutomaticSyncTechnologies,LLC(877-AST-SYNC),www.automaticsync.com/caption,info@automaticsync.com

• RAMP,www.ramp.com• REV,www.rev.com• Cielo24,https://cielo24.com/• 3PlayMedia,http://www.3playmedia.com/• ProTranscript,http://protranscript.com/faq.html

SCREENREADERS

Screenreadersareassistivetechnologythathelpuserswithpoorvisionnavigateawebsitebyreadingaloudtextdisplayedonthecomputerscreen.Kurzweil3000isthescreenreaderusedatIowaStateUniversity.Kurzweil3000isanintegratedscanandreadsoftwareprogramthatprovidesmulti-sensoryaccesstoreadingmaterialwithpowerfultoolsforreading,writing,test-takingandlearning.Kurzweil3000-fireflyprovidesfourplatformoptions:

1. Windows2. Mac3. ipadapp4. WebAppaccessibleviawebbrowser

IfyouneedKurzweil3000softwareonyourcomputer,youcandownloadandinstallitfromoneoftheselocations:

• ForMacintosh• ForWindows

YoucanusefireflytobrowsethroughyourUniversalLibraryandreadKurzweilortextfilesdirectlyfromacomputer’swebbrowser.

DoItYourselfGuideonCreatingClosedCaptions

Creatingclosedcaptioningisa3-stepprocess.1. Createanaccuratetranscriptwithpunctuation2. Inserttimecodestosyncwithaudio3. Uploadtothevideoserver

Thisdocumentincludesinstructionsoncreatingclosedcaptionsusingthefollowingsoftware:

1. YouTube2. Camtasia3. DragonNaturallySpeaking4. Voicethread5. Built-inDictationtoolinMac

YouTubeYouTube’sclosedcaptioningtoolcanbeusefulnotonlyforcreatingcaptionsforuseinYouTube,butalsotoexportforuseinotherapplications.BelowareinstructionsforaddingclosedcaptionsinYouTubeandexportingthecaptionfileforuseelsewhere.Part1:AccessingYouTubeFirst,youwillnavigatetoYouTubeandlogin.

1. GotoYouTubeandlogin.IfyoudonothaveaGoogleaccount,youwillneedtosignupforone.(YouwillnotbeabletouseyourIowaStateCyMailaccounttopostvideostoYouTube.)

Part2:UploadingandaccessingyourvideoOnceyou’veloggedintoYouTube,youwilluploadyourvideoandYouTubewillprocessit.

1. Onceyouaresignedin,lookattheupperrightcornertolocatetheUploadbutton(seeimagebelow).ClickUploadinordertouploadyourvideo.

2. Onceyouclickupload,youwillbedirectedtoanewpagewhereyoucaneitherbrowseyourcomputertouploadyourvideoand/oryoucandraganddropthefilethatyouwouldliketouploadtoyourbrowser(seeimagebelow).

YouTuberequiresvideofiles,suchasMP4s.IfyouareusingCamtasiaoranyotherscreenrecordingtoolthatproducesavideoprojectfile(i.e.,.camprojor.prproj),youwillneedtoexportyourscreenrecordingasanMP4filebeforeuploadingittoYouTube.Besuretosetyourvideo’sprivacysettingsaccordingtoyourownneedsandpreferences.Werecommendeitherthe“Unlisted”or“Private”settingifyoudonotwanttheworldtoviewyourvideos(seeimagebelow).�

3. Onceyou’veselectedavideofiletoupload,itwilltakesometimeforYouTubetouploadandprocessyourvideofile(seeimagebelow).HowlongthisprocesstakesdependsontheInternetconnectionspeedthatyouareusingandthelengthofyourvideo.Stayontheuploadpageuntilthevideohasfinisheduploadingortheuploadwillstop.

4. Oncetheuploadstageiscompleteandtheprocessingstagehasstarted,itissafetocloseyourbrowserwindow.YouTubewillprocessyourvideoonitsservers.

5. YoucanaccessyourvideothroughtheCreatorStudio,availablethroughtheusericoninthetopright.

YourvideowillappearinthelistofvideosinyourYouTubeVideoManager.

Onceprocessingiscomplete,thevideoimagewillbereplacedwithanimagefromthevideo.Youcanalsoaccessyourvideobyclickingthe“Done”buttonnexttothestatusindicatorwhenprocessinghasbeencompleted.Thiswilltakeyoutothesummaryscreenshown

below.�

AddingclosedcaptioningOnceyourvideohasbeenprocessed,youwillclosedcaptionit.Todothis:

1. Editthevideo’ssettings.Youcanaccessthevideo’s“InfoandSettings”screenbyclickingeitherthevideo’s“Edit”buttonintheVideoManager,orthe“ReturntoEditing”buttononthevideo’ssummaryscreen.

AccessingtheEditSettingsscreen,option1:The“Edit”buttonintheVideoManager�

AccessingtheEditSettingsscreen,option2:The“Returntoediting”buttononthevideo’ssummaryscreen�

2. Onthe“InfoandSettings”screen,clickthe“SubtitlesandCC”buttoninthetoprightportionofthescreen.�

3. Onthe“SubtitlesandCC”page,youwillbeaskedtoselectalanguage.SelectEnglishor

thelanguageofyourchoice.Onceyouhaveselectedalanguage,clickthe“SetLanguage”buttoninthebottomrightportionofthedialogbox.

4. YouTubewillattempttocreateanautomatedcaptioningofyourvideo.Whenitisfinished,theautomatedcaptioningwillappearasabuttonbelowthesection“AddnewsubtitlesorCC”.Itwillbelistedas“English(automatic)”.Automatedcaptionsareonly80%accurate;accuracydecreaseswiththeincreaseintechnicaltermsinthevideo.However,theYouTubegeneratedtranscriptservesasausefulstartingplaceforfurtherediting.Clickonthe“English(Automated)”bartoedityourautomatedcaptions.�

The“SubtitlesandCC”pagewithautomatedcaptioningcompleted

5. Thiswilldirectyoutothetranscriptionpage.Thevideoisshownontheleft,whilethecaptionsareontheright.Eachcaptionistimestamped.

6. Clicktheeditbuttontomakechangestothecaptions/subtitles.

7. First,adjustthetext.Todothis,clickthetextyouwishtoadjust.Thetextwillbecomeeditable.Afteryouhavemadeyourchanges,clickoutsideofthetextboxtosaveyourchanges.

8. Next,adjustthetimingsifneeded.Therearetwowaystodothis.○ Editthetimingtextnexttothetextitems.Clickthetimeyouwishtoadjustand

typeinanewstartorendtime.Thestarttimecannotoverlapwiththeendtimeofthepreviouscaption,andtheendtimecannotoverlapwiththestarttimeofthenextcaption.

○ Or,selecttheitemwhosetimeyouwishtoadjustinthecaptionbarbelowthevideo.Bluebarswillappeartotheleftandrightofit.Dragthebarstoadjustthetimes.

9. Afteryouaredonewithyourmodifications,clickthePublishbuttonatthebottomofthescreentosaveyourchanges.Ifyoudonotdothis,allofyourchangeswilldisappear.

ExportingyourclosedcaptionsforuseelsewhereYouTubecaptionscanbedownloadedinastandardcaptioningfileformatforuseinothervideoproductionapplicationsandinvideostreamingsitessuchasVimeo.Captionfilescontaincaptioninginformationaboutavideo.Thecaptionfileisstoredseparatelyfromthevideofile.

1. Click“Actions”buttonontheupperrighthandcornerofthepage.Thiswillopenadropdownmenuwhereyoucanchooseoneofseveralcaptioningfileformatstodownload.The.vttformatisagoodchoice,becauseitcanbeusedbymanyapplicationsandvideostreamingservices.

2. Whenyouselectthefileformatinthe“Actions”menu,afilewillbedownloadedtoyourdefaultdownloadsfolder.Youwillbeabletoseeitinyourbrowser’slistofdownloads.

3. Storethevideofileandthecaptioningfiletogetherforfutureuse.

Camtasia–screenrecordingsoftwareCamtasiaisascreenrecordingsoftwarethatsupportsbothmanualandautocaptioning.Autocaptioningusesspeech-to-texttechnologythatautomaticallycreatescaptionsfromaudiointhetimeline.ClickonthelinksbelowfordetailsoncreatingclosedcaptionsinCamtasia.

• Howtocreatecaptionsusingspeech-to-text• Howtocreatecaptionsmanually• Exportcaptionfileswhenyouarefinished

TranscribingavideousingDragonNaturallySpeakingDragonNaturallySpeakingcanbeusedtocreatetranscriptsthatcanbefedintoYouTubetoaddtimecodes.TranscribingavideousingDragonNaturallySpeakingrequiresthefollowingsteps:

1. Extractanaudiofilefromyourvideorecording.YoucandothisusingeitherCamtasiaorthefreemediaviewerVLC.

2. SelectaDragonNaturallySpeakingprofile,orcreateoneifyoudon’talreadyhaveone.3. TranscribeanaudiofilewithDragonNaturallySpeakingandsavethetranscriptionas

textfile.4. Polishingthetranscript.

a. [optional]IncreasetheaccuracyofDragonNatuallySpeaking’stranscriptionandre-transcribetheaudiofile.

b. Readthetranscriptandmakefinalcorrections.

1.ExtractingaudiofromavideoTherearetwowaystoextractaudiofromavideofileandsaveitasanaudiofile.YoucaneitheruseCamtasiaortheVLCPlayerforthistask.CamtasiaTocreateanaudiofilecontainingthesoundfromaCamtasiaproject:

1. Opena.camprojfileinCamtasiaandselectFile->Producespecial->Exportaudioas...

2. Savetheaudiofilein.mp3format.Besuretosaveitinalocationwhereyouwillbeabletolocateitlater.

3. Whentheprocessiscomplete,yourfilewillappearinthefolderyouspecified.

UsingVLCtoextractaudiofromanexistingvideoVLCisafreemediaplayerandwillallowyoutoexportaudiofromanexisting.mp4videofile.VLCcanbedownloadedfromVideoLAN.Toexportaudiofroman.mp4videofile,dothefollowing:

1. OpentheVLCmediaplayer.

2. SelectMedia->Convert/Save.

3. Clickthe“Add”button.�

4. Selectthe.mp4containingtheaudioandclick“Open”.�

5. Click“Convert/Save”atthebottomofthewindow.Youdonotneedtomakeaselectionfromthedropdownmenubesidethe“Convert/Save”button.�

6. Select“Audio-MP3”fromthe“Profile”menu.�

7. Clickthe“Browse”buttonnextto“Destinationfile”intheareaatthebottomofthewindow.�

8. Inthewindowthatappears,selectthefolderthatwillcontaintheaudiofile,enterthenameyouwanttheaudiofiletohave,andclick“Save”.�

9. Click“Start”tobegintheconversionprocess.Whenyoudothis,youwillbereturnedtotheVLCmediaplayer,whichshoulddisplayaprogressbarasyouraudiofileisbeinggenerated.

10. Whentheprocessiscomplete,yourfilewillappearinthefolderyouspecified.

2.SelectingorcreatingaprofileinDragonNatuallySpeakingThefirsttimeyouuseDragonNaturallySpeaking,youwillneedtocreateauserprofile.Youruserprofileiscreatedusingyour/arecordingofyourvoice.ItallowsDragontorecognizeyourvoiceandspeakingstyle.

1. WhenyoufirstopenDragonNaturallySpeaking,the“OpenUserProfile”dialogboxwillappear.Ifyoualreadyhaveaprofile,selecttheprofilename,click“Open,”andskipto“TranscribetheaudiofilewithDragonNaturallySpeaking”.�

2. Ifyoudonothaveaprofile,click“New”tocreateanewprofileandfollowthestepsbelow.�

3. The“Welcome”dialogboxwillappear.Thisisthefirstinaseriesofdialogboxesthat

willguideyouthroughtheprofilecreationprocess.Click“Next”tocontinue.�

4. Giveyourprofileaname.Thisisthenamethatwillappearinthelistofuserprofiles.

5. Selecttheregionyouarefromandyouraccent.

6. Selectanaudiodevice.Youwant“Microphone:HighDefinitionAudioDevice”,asthiswillbethemostsimilartothedevicethatyouusedtocreateyouraudio.

7. Positionyourmicrophoneasrecommended.Youwillbeusingittorecordabrieftest

recording.Click“Next”.

8. Click“Start”,andreadthetextshown.WhenDragonNatuallySpeakinghasheardenough,acheckmarkwiththeword“Complete”willappearatthebottomofthedialogboxandthe“Next”buttonwillbecomeactive.Clickthebuttontocontinue.�

9. DragonwillprocessyoursamplerecordingandautomaticallymoveontoadialogboxinwhichitasksifyouwanttosenddataaboutyourusagepracticestothecompanythatmakesDragon.Selecttheoptionsyouwantandclick“Next”.�

10. Click“Finish”tocompletetheprofilesetupprocess.�

3.TranscribetheaudiofilewithDragonNaturallySpeakingandsavethetranscriptastextfileInthisstep,youwillcreateatexttranscriptionfileinDragonNaturallySpeaking’sDragonPadandsavetheresultingtextasaplaintextdocument.YouwillneedaplaintextdocumenttouploadtovideocaptioningservicessuchasYouTube.TranscribingyouraudiofileinDragonPad

1. Onceyou’vecreatedoropenedyourprofile(s),asmallinterfacewillappearatthetopofyourscreen.HoverovertheinterfacetoseethefullDragonNatuallySpeakingmenu.

2. Bydefault,DragonNatuallySpeakingwillonlyaddpunctuationwhenapunctuationcommandsuchas“period”or“comma”isuttered.ThereisaformattingoptionthatyoucanturnonthatwilltellDragontoaddperiodsandcommasbasedonthelengthofyourpauses.Itisveryimportanttoactivatethisoptionwhenyouaretranscribingaudiofromavideorecording.Toactivatethe“addcommasandperiods”option:

a. Select“Auto-FormattingOptions”fromthe“Tools”menu.�

b. Select“Automaticallyaddcommasandperiods”andclick“OK”.

3. Tobegintranscribingyourrecording,select“TranscribeRecording”fromtheTools

menu.�

4. DragonNaturallySpeakingwillaskyouhowyouwishtotranscribeyourdocument.Select“TranscribetextintoDragonPad”and“OnlyDictationcommands”.Click“Next”tocontinue.�

5. Click“Browsetolocatefile”.DragonNatuallySpeakingwilldisplayadialogboxwhereyoucannavigatetotheaudiofilethatyoucreatedin“Extractingaudiofromavideo”stepearlier.Selectthefileandclick“Open”.�

6. Click“Transcribe”tobegintranscribingtheaudiofile.�

7. ThetranscribedtextwillappearinDragonNaturallySpeaking’sbuilt-intexteditor,DragonPad.DragonPadwillappearautomaticallywhentranscriptionstarts.Whentranscriptioniscomplete,the“Transcribing”messagewindowwillclear.�

Exportingatextfilecontainingyourtranscribedtext

1. TosavethetextinDragonPad,clickFile->Save.

a. Selectthefolderthatyouwantthetranscripttobesavedto,andselect“TextDocument”fromthe“Saveastype”options.�

b. Giveyourtranscriptanameandclick“Save”.�

c. Whenthe“Youareabouttosavethedocumentintext-onlyformat…”messagedisplays,clickthe“TextDocument”buttontoconfirmthatyouwantaplaintextdocument.�

d. Yournewlycreatedfilewillappearinthefolderyouspecified.

4.PolishingtheTranscriptIncreasingtheaccuracyofDragonNatuallySpeaking’stranscriptionAdocumenttranscribedusingthetechniquedescribedaboveshouldhavegoodrecognition,butitwillnotbeperfect.Potentialproblemareasinclude:

● Acronyms● Specializedterminology● DragonNaturallySpeakingmisinterpretingspecificwords

TheseissuescanbeaddressedbyaddingwordsandacronymsthatDragonNaturallySpeakingisn’trecognizingtoDragonNaturallySpeaking’sVocabularyEditor.TheVocabularyEditorcanalsobeusedtotrainDragonNaturallySpeakingtorecognizehowyousaycertainwords.AddingwordstoDragonNaturallySpeaking’sVocabularyEditorWhenyoufirsttranscribeyouraudio,youmayfindthatDragonNaturallySpeakingmisinterpretscertainwordsandacronyms.Inthesamplerecordingusedforthisdocument,forexample“SIGDOC”(pronounced“sigdoc”)istypicallytranscribedas“sick.”andACMistranscribedas“ACN”or“ICM”.Topreventthisfromhappening“SIGDOC”and“ACM”willneedtobeaddedtoDragonNaturallySpeaking’sVocabularyEditor.ToaddawordtotheVocabularyEditor:

1. IntheDragonNaturallySpeakingmenu,clickVocabulary->OpenVocabularyEditor.

2. Awindowcontainingalistofcurrentlyavailablevocabularywillbedisplayed.Click“Add”toaddanewvocabularyterm.�

3. Youwillbeaskedtoentertwoformsoftheword:thespelledversionandthespokenform.ForSIGDOC,thespelledversionoftheword,whichgoesinthefirsttextfield,wouldbe“SIGDOC”.The“spokenform”,whichgoesinthesecondtextfield,wouldbe“sigdoc”.�

4. Ifthe“Add”buttonisdimmedafteryou’veaddedboththespelledandspokenversionsoftheword,thismeansthatthereisalreadyanentryintheVocabularyEditorthatmatchestheentryyouareattemptingtoadd.

TrainingDragonNaturallySpeakingtorecognizehowyousaycertainwordsInadditiontoaddingwordstothedictionary,youcanalsotrainDragonNaturallySpeakingtorecognizehowyousaycertainwords.ThiscanbehelpfulwhenyouaddanewtermorwhenthereisawordortermthatDragonNaturallySpeakingisconsistentlygettingwrong.

TotrainDragonNaturallySpeakingtorecognizehowyousayaword:1. IntheVocabularyEditor,searchforthewordyouwanttotrain.Ifitexists,selectthe

wordyouwanttotrainandclickthe“Train”buttonontheright.�

2. The“TrainWords”dialogboxwillappear.Makesureyourmicrophoneisattachedtoyourcomputerandclick“Go”tobeginrecording.�

3. Ifyourvoiceisbeingrecordedcorrectly,youwillseeagreenbarasyourecord.Ifyoudon’tseethisbar,youwillneedtocheckyourmicrophonesetup.�

4. Afteryouhaverecordedtheword,click“Done”.�

5. Ifthetermyouwanttotraindoesnotexist,addtheterm,andcheckthecheckboxnextto“Iwanttotrainthepronunciationofthiswordorphrase”.Whenyouclick“Add”,the“TrainWords”dialogboxwillappear.Youcanthentrainyourwordasdescribedintheprevioussteps.

Re-transcribetheaudiofileOnceyou’vetrainedthewordsthatDragonNaturallySpeakingwasgettingwrongmostfrequently,youwillwanttore-transcribeyouraudiofileusingthestepsin“TranscribetheaudiofilewithDragonNaturallySpeaking”.ReadthetranscriptandmakefinalcorrectionsDragonNaturallySpeakingwillgenerallydoagoodjobofcreatingtranscriptions,butitisnotperfect.Evenwithtraining,somecorrectionstothetranscriptwillbeneededtogetittoafinishedstate.Tocompletethetranscriptionprocess:

1. ReadthetranscriptinDragonPad,makingcorrectionswherenecessary.2. Exportatextfilecontainingthetranscript,asdescribedin“Exportingatextfile

containingyourtranscribedtext”.�

ExternalToolsandAccessibilityVoiceThreadVoiceThreadoffersVoiceThreaduniversal,whichisanalternativeVoiceThreadinterface“speciallydesignedtobeusedwithscreen-readingsoftwareandotherassistivetechnologies”[VoiceThreadAccessiblityhome].Itcanbeviewedhere.

1.Thefirstpageyousee

2.The“MyThreads”page

3,AVoiceThread

4.AVoiceThreadSlide

VoiceThreadandCaptioningYoucanaddcaptionstoVoiceThreadfileswithinVoiceThread.Youhavetohaveeditingrightstodoso,socommenterscan’taddcaptionstovideooraudiocomments.FromVoiceThreadhelp:http://docs.voicethread.com/web-application/accessibility-web-application/closed-captioning/

HowtoaddacaptionfileOnlythepersonwhocreatedaVoiceThreadorsomeonewhohaseditingrightsforthatVoiceThreadmayaddcaptionstoavideoslide.

1. Navigatetotheslidethatcontainsthevideo.2. Hoveryourmouseoverthevideoiconontheleftsideofthepage.3. ClickontheCCbuttoninthedrawerthatslidesout.

4. 5. Click“Addcaptions”.6. Selectyourcaptionfile.7. Click“OK”.

Filetypesaccepted

● DFXP● SRT● SAMI● SCC● SBV

Viewingcaptions

CaptionswillalwaysbedisplayedwhenyouareviewingaVoiceThreadslideatVTUniversal.Ifyou’reviewingtheslidefromthestandardVoiceThreadsite,turnonclosedcaptioningbyclickingonthe“CC”buttoninthetop-rightcorneroftheVoiceThread,andselecting“On”.

DictationWithDictation,youcanuseyourvoiceinsteadoftypingtext.UsethesestepstoturnDictationonoroff:

1. FromtheApplemenu,chooseSystemPreferences2. FromtheViewmenu,chooseDictationandSpeechtoviewDictationPreferences.3. ClickOntoenableDictation,orOfftodisableit

Table1.Do-it-Yourself(DIY)ClosedCaptioningSoftwareSpecifications

Tools AutoTranscribe

MP3 MP4 Timecode&Sync

Languages OS Pros Cons

YouTube.Free X X X Web Costfreeandeasilyavailable.AllyouneedisaGoogleaccount.EasytoedittranscriptionandtimecodeswithbuiltintoolsDownloadabletranscriptsindifferentformats(.vtt,.srt,.sbv)Transcriptswithtimecodescanbedownloadedandimportedintoothervideostreamingservice,likeVimeo

Cantaketimetorenderthevideo.Thelargerthesizeofthevideo,thelongertherendertime.80%transcriptionaccuracyifstandardEnglish.Theaccuracyleveldecreaseswiththetechnicalcomplexityofthelanguage.Notreliable–inconsistenttimetakentorenderfilesandinsomeinstancesfailedtoproduceatranscript.Searchableevenifunlistedormadeprivate.

Vimeo.FreeandPaidversions

X Web Vimeohasafreeandapaidversion.Bothversionssupportclosedcaptioning

NotranscribingserviceNoautotranscribingWillneedothertoolstocreateclosedcaptions

DragonNaturallySpeakingPremium

X X English,French,German,Italian,Spanish,Dutch,Japanese

WIN EfficientandquickTrainableSupportsmultipleuserprofilesthatcanbesharedonmorethan1computer.

WINonly

CamtasiaFree30-daytrial.$199

X X X WIN Create,sync,andexportcaptions WINonly

Built-inDictationToolforMAC

X MAC Nosetuprequired-itcomeswithOS

NaturallyDictate

X X MAC

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