Authorize a Professional Captioning Request

Owned by Michele Bromley
Last updated: Oct 09, 2023 by Michele Bromley
3 min read

  1. Review Ticket

    1. Validate that the video has been uploaded to PSU Media Space.

      1. If there is not a valid media.pdx.edu URL, reply to the ticket using Email Template 1 from Email Response Templates.

  2. Validate that requesters have included both a billing contact and associated index code.

    1. If the billing contact or index code is missing, reply to the ticket using Email Template 2 from Email Response Templates.

  3. Authorize Captioning

    1. Log in to the Kaltura Management Console (KMC).

    2. Under Content, search for the video using the unique ten-digit code at the end of the associated media.pdx.edu URL (e.g. 0_a8wahg0k).

    3. Validate that the length of the video in the KMC matches the Video Length (in minutes) recorded in the ticket.

    4. Activate the ui-btn Button in the KMC (appears visually as three dots to the right of each video’s Status) and select Captions & Enrich.

    5. Under Unit, select PSU OIT Production, and under Service, select Professional.

    6. Select Add Speaker Names in the KMC, and copy and paste any content from the Video Presenter Information ticket field.

    7. Select Submit.

  4. Submit Billing Charge

    1. Under Summary of Request, type Process Professional Captioning Request for Public-Facing Multimedia.

    2. Under OIT Department and Team, select Academic and Technology Services and Digital Accessibility and Content.

    3. Under Service Identifier, type Professional Captioning for Public-facing Multimedia.

    4. Under Add, Remove, or Change; select One time charge.

    5. Under Description of update or charge code:

      1. Include the video title, video length, and total cost to caption (a direct conversion of recorded minutes to currency, since the current cost to caption is $1 per video minute).

      2. Type the following: Please include the video title, video length, and total cost to caption on the invoice. Please email help-accessibility@pdx.edu with any questions. Thank you so much!

    6. Under Index Code, type N/A.

    7. Select Send to submit.

  5. Resolve Ticket

    1. Respond to the client in the original ticket using Email Template 3 from Email Response Templates.

    2. Resolve ticket.

Email Response Templates

[NAME],

Hello! Thank you for submitting your recent request to have media captioned and transcribed for [the public-facing pdx.edu website OR your OIT Confluence space].

We noticed that your media has not yet been uploaded to Media Space. Please upload any media for which you have requested captioning and transcription to Media Space using the following instructions: Upload your multimedia content to Media Space. Please reply to this email when your materials have been uploaded.

We look forward to hearing from you!

Best,

[NAME]

[NAME],

Hello! Thank you for submitting your recent request to have media captioned and transcribed for [the public-facing pdx.edu website OR your OIT Confluence space].

We noticed that your request did not include a billing contact or associated index code. Please note that paid, professional captioning and transcription services are currently available at a cost of $1 per video minute. Please provide a billing contact and associated index code at your earliest convenience; otherwise, your request may not be processed.

We look forward to hearing from you!

Thank you!

[NAME]

[NAME],

Thank you for submitting a captioning request for your public-facing multimedia!

We’ve authorized your captioning request, and you should receive an invoice for these services within the next 5-10 business days. Please monitor media.pdx.edu regularly during that time, as captioning and transcription are made available according to "best effort."

If you have any additional questions related to digital accessibility, please submit a Digital Accessibility Support Request! Alternatively, you are welcome to sign up for a 30-minute Digital Accessibility Consultation, where you can share your screen and request live assistance.

Best,

[NAME]