Use the following checklist to ensure that video captions are compliant with accessibility guidelines.

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1 Table of Contents Purpose 2 Objective 2 Scope 2 Technical Background 2 Video Compliance Standards 2 Section 508 Standards for Electronic and Information Technology... 2 Web Content Accessibility Guidelines (WCAG) Video Compliance Checklist 2 Creating Captioned Videos with Screencast-o-matic 3 Step 1. Write the Script... 3 Step 2. Download the Screencast-o-matic screen recorder launcher (if applicable)... 3 Step 3. Create a scripted recording... 4 Step 4. Record your audio Step 5. Record your video to the audio Step 6. Publish you video Creating Captioned Videos with YouTube 9 Step 1: Upload the video to YouTube... 9 Step 2: Create your caption Step 3. Edit caption text Step 4. Edit caption timing... 14

2 Purpose The purpose of this procedural document is to provide guidance to faculty and staff at Vance- Granville Community College on how to caption videos using Section 508 of the Rehabilitation Act and the Web Content Accessibility Guidelines (WGAC) 2.0 standards. Objective All videos that are publicly shared on Vance-Granville Community College campuses, website, learning management system and social media will provide captioning that comply with Americans with Disabilities Act regulations. Scope This procedural manual will cover tutorials for captioning asynchronous videos using Screencasto-matic and YouTube. Captioning of synchronous video and live webcasts are outside the scope of this training. Technical Background Users will need to have a basic operating knowledge of Screencast-o-matic, YouTube and Moodle. Prior to using these procedures, the faculty or staff member must acquire credentials for Vance-Granville Community College s Screencast-o-matic subscription. A Google account will also need to be created to set up a YouTube channel. For assistance with these products, contact the VGCC Distance Education department. Video Compliance Standards Section 508 Standards for Electronic and Information Technology (c): All training and informational video and multimedia production which support the agency s mission, regardless of format, that contain speech or other audio information necessary for the comprehension of the content shall be open or closed captioned. Web Content Accessibility Guidelines (WCAG) Captions (Prerecorded): Captions are provided for all prerecorded audio content in synchronized media, except when the media is a media alternative for text and is clearly labeled as such. Video Compliance Checklist Use the following checklist to ensure that video captions are compliant with accessibility guidelines. Caption all audio, including sound effects, music and speaker identification. Caption background provides enough contrast for text to be legible. Caption text font size is no less than 9 pt. Ensure that captions do not cover important visual content. Ensure that captions are synchronized with the audio.

3 Creating Captioned Videos with Screencast-o-matic Screencast-o-matic is a video capturing tool licensed to Vance-Granville Community College for creating asynchronous lectures that can be saved as a MPEG-4 file and uploaded to Moodle, Vance-Granville s learning management system or a YouTube channel. The following section provides a step-by-step tutorial on how to create an open captioned asynchronous video file. Once the video file is open captioned, the caption is permanently transposed over the video and cannot be turned off by the viewer. Step 1. Write the Script Use a two-column format to write your video script. This will allow you to lay out your visual content in the left column, with the corresponding audio script in the right column. In the right column, be sure to identify speakers, music and sound effects. Video Screen capture of the home screen of YouTube. Click on the upload icon. Audio To close caption a video using YouTube, the first step is to log into the YouTube account that will be used to house your video. To upload your video, click the upload icon at the top of the screen Be sure to identify speakers, music and sound effects. For more information, visit the Described and Captioned Media Program s website at Step 2. Download the Screencast-o-matic screen recorder launcher (if applicable) Screencast-o-matic launcher can be downloaded from the Screencast-o-matic site at Click the Download Install button.

4 Step 3. Create a scripted recording Click the scripted link at the top of the screen. Write your script for each section of your video. Start a new section for each transition of your video. Step 4. Record your audio. Select the section of the script to be recorded and click the Record button. Once the track turns green, you may begin reading your script. When you finish reading the script for that section, click the Pause button to stop the recording.

5 Step 5. Record your video to the audio. Select the audio section where you want to record video and click record video button. This button will have the audio selection number included. For example, if you have selected audio track 2, the button will read Record Video #2. This will allow you to record your desktop actions as the audio is being read. Be sure your screen is contained in the black and white dotted box. You can adjust the size of the framing box by grabbing the corners and move in to make it smaller and out to expand the frame. To begin recording, click the Rec button at the bottom of the screen.

6 After the countdown, your audio will play and all screen actions will be recorded. As you are recording your screen actions, make sure that all important visual content is contained above the lower third of the screen. This ensures that captions will not cover important visual content. When you are finished, click the pause button at the bottom of the screen and click done. Once your video is recorded, you can choose to edit the video or select done if no edits are needed. Step 6. Publish you video. To publish as a video file, click the Add more publishing options icon

7 Select save as a video file. Click Folder from the menu to select a location on your computer to save your video.

8 Select the Captions section of the menu. Click the box next to the word script to make it the active caption. Once you save the file with captions, they will be open captioned. Open captions are permanently transposed over the video and cannot be turned off by the viewer. Click the Publish button. Click Play Video to watch your finished video. You can now upload this video to your Moodle class or YouTube channel to be viewed by your students.

9 Creating Captioned Videos with YouTube YouTube has a feature that will caption videos using voice recognition technology. This method of captioning is useful for retroactively captioning videos that were not captioned during the initial design. YouTube uses closed captioning, which allows the viewer the option to turn the captioning off. This method of captioning will require some editing due to inaccuracies in the voice recognition technology. It is recommended that you copy and paste audio transcriptions from a text document. You will be required to create a YouTube channel. For more information on creating a YouTube channel, visit the YouTube help site at Step 1: Upload the video to YouTube Log into the YouTube account that will be used to house your instructional video. To upload a video, click the upload icon at the top of the screen. The upload icon is the grey arrow that is pointing up. Select a privacy setting. Privacy settings let you control who has access your video. It is recommended that you select unlisted so that the video is only accessible to those who have access to the link. Public: allows anyone to be able to view your video. Unlisted: your video is only accessible through a link provided. Private: allows only invited subscribers. Click the Select files to upload icon in the center of the screen, which is the image of an arrow pointing up.

10 Select the video file to be downloaded from your computer s storage drive. MPEG-2 and MPEG-4 are the preferred fomats for YouTube videos. Give your video a title and write a description in the text box. Click the Done button in the top left of the screen when complete. Click the Video Manager button in the bottom right corner of the screen.

11 Step 2: Create your caption Click the drop-down menu next to the edit to the edit button on the video that you are capturing and select the Subtitles/CC link. Select the language that is spoken most in the video and click the select language button. Click the Add subtitles or CC button.

12 Select English. Select a method for adding subtitles. If you have a transcribed script, select Transcribe and auto-sync. Copy and paste your audio script into the text box and click the Set timings button. It may take a few minutes for video to sync.

13 If you do not have a transcribed script, YouTube will transcribe it for you. The automatic captioning may take a few minutes to appear once you have upload the video. Your captions may need editing to ensure correct grammar and syncing. (Note: Copying and pasting your transcribed captions will be much cleaner than using the automatic captioning feature). Step 3. Edit caption text Select the caption to be edited Click the Edit button at the top left of the screen. Ensure that transcribed caption contains correct spelling and punctuation. To edit caption text, select the caption track to make it active. Active caption tracks will be highlighted in blue.

14 Add any special effects or music captions. Learn more about captioning music and sound effects at Be sure to identify speakers who are off screen. Step 4. Edit caption timing Make sure that your captions are synchronized with your audio. To move the caption track, hover the pointer over the caption track, hold down the left mouse button and move the mouse left to right. To change the duration of the caption track, hover the pointer over the blue handle of either side of the caption track until pointer changes to the double-sided arrow. Hold down the left mouse button and move left to right to make track longer or shorter. Click the Save changes button. Your video is now ready to be shared with your students.

15 Select the caption to be edited Click the Save changes button. Your video is now ready to be shared with your students.

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