Audio/Video Transcription Request Process

This process is followed when videos, narrated slides, and other audio or video content is used in a course. 


Transcription Request Process Transcription Request Process Curriculum Development Curriculum Development Technical Operations LMS Coordination Team Technical OperationsLMS Coordination Team Technical Operations Qaulity & Editing Technical OperationsQaulity & Editing Time estimate: {1-7} days Time estimate: {1-7} days Process Step Process Step Subprocess/checklist Subprocess/checklist Decision Decision Document Document Initiation/Termination Initiation/Termination Need for Transcription Identified Need for Transcription Identified Designer fills out “Request Help” form Designer fills out Request Help” form Transcription exists already? Transcription exists already? Requester notified Requester notified Appropriate template chosen for transcription Appropriate template chosen for transcription No No Transcripti-on created Transcripti-on created Copyediting and standards review Copyediting and standards review Transcription uploaded to Equella Transcription uploaded to Equella Link placed in course Link placed in course Document metadata updated Document metadata updated Yes Yes A A B B C C D D D D

Process Notes

  • (A): Transcription requests are generated by clicking on the "Request Help" button within the "Help" menu in I-Learn.  This allows the system to pre-load course info and other details into the request.
  • (B): Requests for transcriptions are made through the designer.
  • (C): Checking for duplicate requests is an automated process. This process compares the requested content's URL to a database of prior requests. If duplicates are found, the metadata tags for the transcript are updated to include the new course in which the media/transcript is being used.
  • (D): Transcript files are stored in Equella's "Managed Content" area. They are then tagged by course name and the word Transcript to make them searchable.

Best Practices

Associated Policies

  • The Online Organization follows the guidance from the BYU-Idaho Disability Services office regarding ADA standards and compliance and defers to them when questions arise.

About this Article

Responsible*: Steven Willis (Planning & Coordination Manager)

Accountable*: OLC

Consulted*: Corey Moore (LMS Coordinator), Christy Owens (Quality & Editing Coordinator)

Informed*: Curriculum designers, Organizational Learning Team

Sharing: Unrestricted

*Note: The assignments above do not indicate responsibility or roles in individual implementations of this process. Instead, they assign roles in documenting, overseeing, and improving the process as a whole.

For example, the planning and coordination manager (Steve Willis) is responsible for coordinating the documentation and improvement of this process, but has no role in individual implementations. See "How are Core Processes developed and approved?" for more information.


Christina Plank

Process Note B - transcripts are requested by all designers as they work on course development and improvement projects, but statement B indicates these requests are only completed by designers serving as CCD.

Emily Hermann

Great catch, Christina! We'll go ahead and update the language. Thanks for your input!

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