Closed Captioning Process for Student Accessibility Services:



Closed Captioning Process for Student Accessibility Services:After registration opens for our students to register for classes pull a report on all active students that are deaf and hard of hearing in Clockwork.Look up the student courses in Clockwork and develop a Excel spread sheet listing each student, course(s), professor names, emails and college information. Save in the SAS Restricted folder on the H:DriveEmail the professor (cc the Dean of the College) to let them know that a student that needs closed captioning is registered for their course:Dear Professor White,We are reaching out to you to notify you that one of our students is registered for?your SPN 1120-007 course for Summer 2017 and has the approved accommodation:Closed captioning for audio and/or video presentations. (It is the faculty member’s responsibility to ensure that all audio and/or video presentations have closed captioning. SAS is available to assist faculty if necessary.)?We wanted to notify you ahead of time to find out if you are planning on showing any movies, videos and or podcasts in your course. If you do, SAS would like to meet and discuss the accessibility of the materials so that we can be sure that our students have full access in class. SAS can work with you on making sure that materials are accessible. Thank you for your assistance and continued collaboration with our office, MichelleKeep track on the dates that you email the professors and Deans. Write notes from any responses. You may have to clarify responses with professors.Professor must provide MP4 files of videos either via email (small files) or via Google docs in large files. A list of dates for materials to be used would be helpful so that we can get the captioning done before needed in class.Place all MP4 Videos into a folder in the H:Drive Captioning content by semester and course/professorEach semester create a folder in the H: Drive Captioning Content – Summer 2017 and in the folder create a folder for each course/professorCreate a spread sheet for all videos coming in for captioning for use to keep track of the volume of videos and who/when videos have transcripts created by the GA’s. Also tracking when videos have been captioning /SRT files create and sent to professor.How to Create Captioning/SRT Files to Upload Captioned Videos into Canvas:Once transcripts have been create in Word Pad by the GA’s/Captionists and saved in the H: Drive you will need to log into YouTube. This can be done using your FAU account (myfau log in).Click on the person logo at the top right hand side of the screen and a box will open. Click on Creator StudioClick on the up arrow on the top right hand side of the screen to upload a video that needs to be captioned. Have the account set on PrivateRight click and upload video (MP4) from the H: driveYouTube will notify you when this process is complete then click DONEClick on the person log again to go back to the Creator Studio and you will see the video you just upload (should be the first video shown)Click on Edit then subtitles /CCNext click on Add subtitles/CC and pick English for the languageClick on upload a fileCheck transcript, choose file and uploadYou may have to edit symbols – many times any commas or semi colon’s we get a question mark symbol – need to go through the entire transcript to fix this. Then click on set timing codesYouTube will indicate when the timings are setWhen the timings are set click on the English tabNow click on Save ChangesNow click on English tab againClick on Actions then SRT- the file will go into your Download folder, Caption 5 – rename the document in the download folder. Then copy a paste the document into the H:Drive folder. Do not do Save As because it will convert the SRT file into a Notepad file and that will not work for captions. MUST be an SRT File.Then copy a paste the document into the H: Drive folder. Do not do Save As because it will convert the SRT file into a Notepad file and that will not work for captions. MUST be an SRT File.Depending on the size of the video will depend if you can send the video and SRT file to the professor via email or Google Docs. Professors have the videos but I like to send both together so that there is no mix up in upload the files into Canvas with the correct SRT FileExample of email sent to professor with instructions on how to up load the video and SRT file into Canvas in order for the Closed Captioning to be available to anyone in the course that may need or want to use them.Katie,Attached is the first video for your course with a SRT file for closed Captioning. As your course will be in Canvas, attached is really easy Step by Step instructions on how to upload a video and add captions to the file directly in Canvas. First you will need to upload the video into Canvas (Assignments), then follow the directions to upload the SRT file and then the video will have captions built into the video on Canvas. I just tried it myself with the video in my Canvas and it worked just fine. Let me know if you have any issues or concerns. Thank you, MichelleInclude the document how to upload your video into Canvas and add the captions. This document can be found in the H: Drive Captioning Content folderDon’t forget to update the closed captioning excel spreadsheet once the SRT file has been created and sent to the professor.FYI:If for some reason a professor only provides links to videos this is possible to capture but can be very time consuming. I have created a step by step instruction sheet on how to do this, but it only works with YouTube Videos and sometimes there are errors and we are unable to capture the MP4 file.If the professor is using movies or documentaries you may want to refer them to the FAU Library. If the video belongs to PBS they have a process for requesting Closed Captioning for their materials.Videos are mandated to have closed captioning and many older movies have English subtitles available. ................
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