Storybook – Transcript Production

Transcripts are an important supporting element of a Narrated Presentation. They are both an alternate way to view the content and a study tool. In addition, they help to make our presentations accessible for people of different needs and help us adhere to federal guidelines. Transcripts must always be included with a narrated presentation unless otherwise instructed.


Getting the Content Transcribed

We use a service called 3PlayMedia to do all of our transcribing and captioning production. We send them the audio or video that needs transcribing and they send back text files and caption files for use in our projects.


Creating A Single Audio File for Transcription

When sending the audio for transcription, we need to do so in one single audio file. This means we have to combine all of the individual audio files from each Storybook Page into one.
To allow us to easily see where each Storybook Page in the presentation starts, we will mix in some audio files that say the slide number aloud. This way the transcriber will write the slide number in the transcript at the appropriate places.
To create this fancy new audio file for transcription, we need two things. First, all of our audio files from the presentation. They should be named sequentially either media01.ext or slide01.ext. For example:

  • media01.wav
  • media02.wav
  • media03.wav
  • media04.wav
  • media05.wav

Second, we need the audio files that say slide numbers. These can be found in our media resources drive.

smb://CE-MEDIA-FS/MediaResources/slide_numbers

These come in two sets, one with file names starting with “media” the other with “slide”. There are enough audio files for presentations with up to 50 slides.
We are going to combine these files together using Adobe Media Encoder CC 2017 or higher.

Steps

  1. Create a new folder in the audio folder named “transcript-audio”
  2. Add a duplicate copy of your edited audio files to this new folder
  3. Add in enough of the slide number audio files to match the number of audio files in your presentation
  4. Verify that the list of files is sorted by name and that the files are in the right order with the slider number audio coming right before the corresponding narration audio.
  5. Open Adobe Media encoder and empty the queue
  6. Select Add Source… from the file menu and navigate to your transcript audio folder
  7. Select all of the files inside of your transcript audio folder, again making sure to note if they appear in the correct order
  8. Make sure Stitch clips together is checked and click open
  9. You will now have one entry in the queue, set its Format to MP3 and choose a location and name for the Output File. You can again verify the order of the files is correct by clicking Show sources near the item name. If it is incorrect, you can drag the files into a new order.
  10. Export the MP3 and you are ready to upload to our transcriber

Note: This process works for video files too. Include the video(s) with the audio files. Name it appropriately to so that it appears in the right place in the list of items.


Requesting the Transcript

Requesting a transcript from 3PlayMedia is a pretty simple process. Once you are logged in, do the following.

Preparation

  1. First, verify that the audio you are submitting is named to match the project name for example
  2. In 3PlayMedia click the Settings link in the upper right hand navigate to Transcription Settings in the left hand column.
  3. Set the Speaker Identification and Transcript categories appropriately for the content you are submitting. These are typically left as None and Default respectively.

Submission

  1. Click the Upload Media button
  2. Click the Choose Files button on the left and select the transcript audio you exported
  3. Click the big Upload button that appears under your file to bring up the upload options dialog
  4. Under 1. Service select “English Transcription and Captioning (default service)” and click continue
  5. Under 2. Options select “Standard” and click continue
  6. Under 3. Location select the folder inside of 3PlayMedia that you want the transcription project to live in. It is a good idea to place it in a folder for the course it comes from.
  7. Under 4. Summary review your settings, check the agreement checkbox, and click Place Order to order the transcript
  8. You are now returned to the main 3PlayMedia interface

Providing Supporting Information to the Transcriber

Once you have submitted for the transcription, it is useful to include some extra information to help them understand what they are transcribing.

Extra information you should provide:

  • A direct link to the presentation for the transcriber to reference for spelling, context, or subject matter

    Example: “The following link is for the complete presentation. Please use it as reference
    for spelling, and subject matter context. http://media…”

  • An indication of a strong accent or dialect to alert the transcriber

    Example: “Please be advised that the narrator in this presentation has a strong Indian accent.”

How to provide this information:

  1. Navigate to your submitted file in the main 3PlayMedia interface and click on it
  2. Click on the Pencil button at the top of the details section to edit the Details of the submission
  3. Enter the necessary supporting information in the Description field under the Metadata tab
  4. Click the Save Changes button to finish

Exporting the Images

The images used on Storybook Pages need to be exported from PowerPoint for use in the transcript. We export them as PDF to allow the text on each slide to be selectable by users and visible to screen reader software.

The process is as follows:

  1. Export a PDF of the completed PowerPoint file
  2. Right click the PDF in the finder and choose Services > Split PDF. You can learn how to install this script on the Storybook Production Tools documentation page.

Representing Videos

For videos, we place a representative frame of the video in the transcript. If possible this frame will depict the important content of the video. You can either export the still from Premiere, or take a screenshot. Try to keep interface elements (player controls, tooltips, etc) out of the screenshot.

Screenshots can be taken by:

  1. Press Command-Shift-3 on your keyboard
  2. The screenshot is placed on your desktop
  3. Edit the screenshot in Photoshop to crop it so you only see the video

For the audio content of the video, a transcript of it is expected if it is content we have produced. If it is external content we are not hosting, then we will need to get permission to provide a transcript. Work with your Instructional Designer to do this. In many cases, we end up not being able to transcribe external videos due to permissions, time, or perceived value of the transcript.

If it is not spoken word audio, then we do not provide any text.


Representing Quizzes

Quiz questions and their correct answers should be represented in the transcript. The question should be placed as its own Page in the transcript corresponding to its order in the presentation. So a quiz question on Storybook Page 6 would appear in the transcript after Storybook Page 5 and before Storybook Page 7.

If your presentation is following recommendations, then you should have nicely formatted quiz question slides in your formatted PowerPoint file. These contain both the question and the possible answers. They do not include an indication of the correct answer.

This slide should be included in the transcript along with a heading above it labeling it as “Question #”. In other words, if it is the first question of the presentation it should be labeled “Question 1”. If it’s the 5th quiz question in the presentation, it would be “Question 5”. These labels are important for matching up questions in the transcript with the correct answers that you will place at the end of the transcript.

At the end of the transcript include the following for each quiz question:

  1. The question number label (“Question 2 Answer”)
  2. The question
  3. The Correct Answer
  4. The Feedback for the Correct Answer, if availible

For accessibility reasons, these should be pasted in as text. Please do not use screenshots.


Representing Other Content

Storybook Player supports a lot of different things. For one, it has an HTML page type that can render just about anything a normal web page can. All other uncommon content should be included as screenshots in the transcript.


Including Notes

Notes that are under the main content area of the Storybook Presentation should be placed in the transcript. Any links should be presented as they are in the notes section. This means that any time text is made into a link, it should be created that way in the Word. When you export to PDF from Word your links should carry over and be clickable. Notes should be placed after the transcription text and be preceded by “Notes:” in bold. If the text is contained in a custom Widget section, then use the same heading used on that widget instead of “Notes:”.


Creating the Transcript

Once you are notified that 3PlayMedia is done transcribing you are ready to assemble the transcript. Our transcripts are formatted as the Storybook Page content paired with the transcribed audio. We also include representations of Quizzes and videos and other content in the transcript. Not all content will end up being transcribed, but it will at least have some indicator of what is on that Storybook Page.

Examples of the way storybook Pages are formatted is below:

Assembly

We assemble transcripts in Microsoft word. Generally, the slide is placed on the page above the text transcription. Do not place the content of more than one Storybook page on a single transcript page. Transcript text overflowing onto the following pages is fine.

Export

Once you are done formatting the transcript in Word and have saved your work in the transcription folder, then you are ready to export the transcript PDF for inclusion in the presentation.

The transcript is placed at the root of the Storybook presentation project folder next to the assets folder and the index.html file. It should be named the same as the project name. So if my presentation is smgt115_lesson1 then the transcript file will be named smgt115_lesson1.pdf. This fill will then be detected automatically by Storybook and download buttons will appear in the presentation on the splash screen and in the control bar.

Transcript Templates

Use this bundle of transcript templates to get started. It contains a template for each of our different programs. It also contains example content that is to be used as a reference to help you get started. All of this example content should be replaced or removed during transcript production. The header and footer are the only things you should not edit.

Transcript Templates


Storybook Assembly Backing Up

Published on May 30, 2017 at 10:23:35 am CST. Last modified on June 06, 2018 at 12:36:44 pm CST.