Authorize a Professional Captioning Request

1. Review Ticket

   1. Validate that requesters are content editors for the pdx.edu web space OR Confluence editors. For the latter, their host address should include portlandstate.atlassian.net. 

      1. If the request is not from a pdx.edu or Confluence editor, reply to ticket with Template 1.

   2. Validate that videos have been uploaded to Media Space.

      1. If there is not a valid media.pdx.edu URL, reply to ticket with Template 2.

   3. 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 ticket with Template 3.

2. Authorize Captioning

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

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

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

   4. Under Unit, select PSU OIT Production.

   5. Under Service, select Professional.

   6. If there is any speaker information associated with the video, select Add Speaker Names and copy and paste any speaker identification information from the Input Form.

   7. Select Submit.

3. Update Invoice Tracker

   1. Hide any sheets that have already been processed by OIT’s Associate Director of Finance and Operations.

   2. Duplicate the Batch Template sheet and rename according to the current date (e.g. Batch 02/19/2020).

   3. Drag the new batch sheet to the front of the file.

   4. Copy columns G through K from any newly processed rows in the Input Form and paste (Ctrl + Shift + V) into columns A through E in the new batch sheet. Do not override column F.

   5. Copy columns A through B from any newly processed rows in the new batch sheet and paste (Ctrl + Shift + V) into the first empty rows in the Running Total Hours/Cost sheet.

4. Submit Billing Charge

   1. Under Summary of Request, type Process Caption Request(s) 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 [pdx.edu OR Confluence Captioning], followed by the name of the associated batch sheet in the Invoice Tracker.

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

   5. Under Description of update or charge code, type the following: Please refer to [Associated Batch Sheet] in the Caption Request Invoice Tracking spreadsheet for billing contact information and associated index codes: https://docs.google.com/spreadsheets/d/1KhtfIBCB6qrIUSRcuuQYGa_L2LqR_QdwGjdM9dlzGBQ/edit?usp=sharing. Invoices should include video titles, video lengths, and total cost to caption. Please email help-accessibility@pdx.edu with any questions. Thank you so much!

   6. Under Index Code, type N/A.

   7. Under Notes, type the following: Please include the following statement at the conclusion of each invoice: Captioning and transcription services are currently available at a cost of $1 per video minute. You will receive an invoice for these services within the next 5-10 business days. Please monitor Media Space (media.pdx.edu) regularly during that time, as captioning and transcription are made available according to ‘best effort.

Response Templates