[TEST] TWE: IS21: RP001: Intern Exit Interview Recordings: Transcribe: Intern 001

[pandanista]

Dependencies

- [ ] Org rep has purchased a premium version of Otter.ai We have transcribed all interviews for RP001
- [ ] All the user interview issues have been created IS21 didn't set up those issues, but all interviews were conducted. See TWE: IS21: RP001: Intern Exit Interview Roll Call and Session Table
- [ ] Interview Recording Upload Form needs to be created The interviews were conducted before we set up the upload form, so it doesn't apply in RP001's case

Overview

We need to transcribe RP001's Intern Exit interview recordings so that we can move on to the data analysis and insights generation phase.

During these tasks you will be asked to add link to the Resources/Instructions section, and that section is at the bottom of this issue (go view it now).

Action Items

• UX lead asks admin to add the team member working on this issue to the 1Password internship-UX's vault so that they can have access to Otter.ai and Internship@hackforla.org's drive in case they need it.
• UX lead adds the assignee to the Internship - PII's "My Drive" as a Contributor so that they have access to internship - PII's My Drive where the recordings and transcriptions with PII are stored.
  • UX lead accesses the Internship - PII's "My Drive"
  • Choose "Manage members", which is located towards the top right side of the browser
  • Enter the assignee's email address and select the role as "Contributor"
  • Confirm with the assignee that they have access to the Internship - PII's "My Drive"

Customize Resource Links

• Customize Resource for Wiki Page Link
  • Go to the wiki page: Research Output Overview (Resources # 1.01)
  • Find relevant wiki page for RP001
  • Copy the link for the wiki page
  • In Resources # 2.01, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Customize Resource for this Research Plan's Google Drive Folder
  • Open the Google Drive's Research by Type Folder (Resources # 1.02)
  • Open the Intern Folder
  • Right-click on the RP001 folder
  • Choose "Get Link" and "Copy link"
  • In Resources # 2.02, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Customize Resource for Interview Recordings and Transcriptions Tracking Sheet
  • Choose "TWE: Template: Interview Recordings and Transcriptions Tracking Sheet" (Resources # 1.03 link)
  • Choose "USE TEMPLATE" to make a copy of the document
  • Rename and customize the file by following the steps
    • Copy 

    TWE: IS21: RP001: Intern Exit Interview Recordings and Transcriptions Tracking Sheet
    

    • Choose "File" > "Rename", and paste the text you copied into the top field
      
    • Copy

    TWE: IS21: RP001: Intern Exit Interview Recordings and Transcriptions Tracking Sheet
    

    • Choose the header row (row 1)
    • Choose the formula bar, paste the text you copied
    • Copy 

    Intern Number
    

    • Choose cell A2
    • Choose the formula bar, paste the text you copied
  • Move the spreadsheet into the Internship's shared drive in this Research Plan's Google Drive folder (Resource # 2.02)
    1. Choose File > Move (or Move icon)
    2. Choose the back arrow to access all your drives
    3. Choose Shared drives > Internships > Internships > Research > Research by Type > Intern> folder for RP001
    4. Choose "Move here"
    5. Choose "Move" when it asks if you want to change ownership to a shared drive
    6. Dismiss the notification that says the file in now in the shared drive
  • Choose "Share" and copy link
  • In Resources # 2.03, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Customize Resource for Interview Recording Folder stored in the Internship - PII's My Drive
  • Log into your Google account so you will be able to access the Internship - PII's 'My Drive' in the next steps
  • Choose Shared drives > Internship - PII
  • Choose TWE Interview Recordings by Plan # folder in Internship - PII's My drive (Resources # 1.05)
  • Locate the video recording folder for RP001 inside the folder TWE Interview Recordings by Plan #
  • Right click on the video recording folder for RP001
  • Choose "Share" and "Get Link"
  • Choose "Copy link" and "Done"
  • In Resources # 2.04, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

Rename uploaded recording video files if needed

• Open the folder linked in Resource # 2.04
• Make sure each recording video file in the folder is named as RP001-UX Researcher Abbreviation###-Intern Abbreviation###
  • If the recording video files are not in the format above, please rename the recording files in the format above first before taking any more actions
  • An example looks like this: RP006-U007-I001.txt, which means this is an interview transcript for research plan 006, conducted by UX Researcher 007, and the interviewee is Intern 001
  • In case if you would like to double check, both UX Researcher Abbreviation### and Intern Abbreviation### can be found in TWE: IS21: RP001: Intern Exit Interview Roll Call and Session Table in RP001 folder linked in Resources # 2.02

Transcribe Interviews with Otter.ai when transcripts are not available

• Open RP001 Interview Recording Folder linked in Resource # 2.04
• Check each interview recording file folder to see if there are transcripts available
  • If yes, move on to #### Update Interview Recordings and Transcriptions Tracking Sheet section
    - [ ] If no, do the following to transcribe the video files
    - [ ] Download each recording from the Google Drive's recording folder to a temporary folder locally
    - [ ] Log into 1password (Resources # 1.04)
    - [ ] Choose internship-UI/UX vault
    - [ ] Access Otter.ai from 1password
    - [ ] Confirm you are on a paid plan at the time of transcribing (Otter.ai only allows 3 uploads for the free tier lifetime)
    - Complete the following steps using Otter.ai:
    - [ ] Choose "Import" on the upper right corner of the Otter.ai interface once logged in
    - [ ] Upload the video file, and let Otter.ai transcribe the file for you
    - [ ] Once finished, download the .txt file
    - [ ] Rename each .txt transcript file you downloaded in RP001-UX Researcher Abbreviation###-Intern Abbreviation### format
    - An example looks like this: RP006-U007-I001.txt, which means this is an interview transcript for research plan 006, conducted by UX Researcher 007, and the interviewee is Intern 001
    - In case if you would like to double check, both UX Researcher Abbreviation### and Intern Abbreviation### can be found in TWE: IS21: RP001: Intern Exit Interview Roll Call and Session Table in RP001 folder in Resources # 2.02
    - [ ] Upload the .txt file into the corresponding recording folder (Resources # 2.04)
    - So there will be two type of files named in RP001-UX Researcher Abbreviation###-Intern Abbreviation### format. One is a .mp4 video while the transcript is in .txt.
    - [ ] Delete the local temporary folder with recording files from your device

Update Interview Recordings and Transcriptions Tracking Sheet

• Open TWE: IS21: RP001: Intern Exit Interview Roll Call and Session Table inside Google Drive Folder: RP001 (Resources # 2.02)
• Identify the highest number of Intern in the "Session Table" tab of TWE: IS21: RP001: Intern Exit Interview Roll Call and Session Table
• Open the Interview Recordings and Transcriptions Tracking Sheet you just created (Resources # 2.03) 
  • Double check if the title in the header is the same as the file name. If not, please edit the file name the same as the header.
• In Column A of the Tracking Sheet, enter all the participant numbers. Delete or add rows to match the highest number of participants found in the "Session Table" tab of TWE: IS21: RP001: Intern Exit Interview Roll Call and Session Table.
• Open RP001 Interview Recording Folder linked in Resource # 2.04
• Count the total number of recording files (.MP4 files) to see if the number matches with the highest number of participants in the session table or if there is any recording file missing
  • If the numbers match, that means there is no missing recording file
    - [ ] If the numbers don't match, then there might be missing recording file(s).
    - Check the "Session Table" tab of Interview Roll Call and Session Table to see if the missing interview was conducted or not
    - Check both Internship's Shared Drive and My Drive to locate the missing interview recording file(s)
    - Get in touch with the UX Researcher(s) who conducted the interview (listed in the Interview Roll Call and Session Table in RP001's Google Drive folder) to retrieve the recording files if needed
    - Move the missing recording file(s) to the correct folder once located
    - If the missing files can't be located, please notify the UX Lead in the Tracking Sheet by inserting a comment in the cell where Column A Intern Number and the Column B Recording Link intersect
• Open the session table tab in [TWE: IS21: RP001: Intern Exit Interview Roll Call and Session Table](https://docs.google.com/spreadsheets/d/1dTlIOhtZ5fCNo0GrfKHlOTbdvsRlPUaLIfHk8Cc7Zrw/edit?usp=sharing) inside RP001 Folder(Resources # 2.02)
  • Locate the Intern number in Column C, "Intern #"
  • Copy the corresponding recording link in Column J, "Recording link"
• Paste the link of the recording video file into the matching participant's cell in Column B Recording Link of the Tracking Sheet (Resources # 2.03)
• Locate .txt files in the corresponding recording folder (Resources # 2.04)
  • Right click on the .txt file
  • Choose "Get Link" and "Copy link"
  • Paste each transcript file URL in the matching participant's cell in Column C Transcription Link of the Tracking Sheet (Resources # 2.03)
• Make sure all the recording video and transcript links are copied and pasted into all matching participant's cells, leaving the cells with no matching recording videos blank

Set up a folder for the de-identified transcripts in the RP001 folder (Resources # 2.02)

• Go to RP001 folder (Resources # 2.02)
• Create a new folder for the de-identified transcripts in the RP001 folder by choosing "New" and "New folder" on the left side bar
• Name the "New folder" by copying

RP001 De-identified Transcripts

• Paste the text you copied into the folder name
• Choose Get Link and Copy Link
• Paste the copied link into parentheses at the end of the line in Resources # 2.05
• Choose "Update comment" in Github and make sure all the checkboxes above have been checked

Clean up and de-identify all transcript files

• Open the Google Doc transcript if it is not open yet (Resource # 2.05)
• Listen to the recording to get yourself familiar with the transcript
• Go to Resources # 1.07 to get a refresher on the cleaning up and de-identification process. This is particularly important if it is your first time cleaning up an interview transcript.
  • Check Resources # 1.07.01 to understand when and how to use brackets [ ] and parenthesis ( ) when working on cleaning up the transcript, so you can learn to use them properly.
  • Watch the videos in Resources # 1.07.02 as they walk you through how to clean up and de-identify the transcript
  • Read Resources# 1.07.03 and 1.07.04 for more best practices to clean up and de-identify an interview transcript
• Listen to the interview recording again and clean up the inaccuracies in the transcript as you read along
  • Separate the texts based on speakers and timestamps (timestamps should match the video file timestamps in case a researcher needs to go back and double-check the original video)
  • Add any missed words if the transcribing process missed any or to provide more context
  • Write exactly what they say, even if it is grammatically incorrect or doesn’t make much sense. You can use brackets to correct them if needed, but no need to erase them.
  • Edit any typos and misidentified words in the transcript
  • Deleted repeated words
  • Keep interjections like “hmm”, “uh”, “woah”, “yeah”, “okay”, “um”, “ohh”, “mmm” because they often contains emotions and meanings (e.g. Mmmm [no], Mhmm [yes])
  • For verbal filler words such as "um" and "uh", keep a blance between authenticity and readability. See Resources # 1.07.04 for more on this topic.
    • When the verbal fillers are distractions and don't serve any purpose, you may remove them.
    • When the verbal fillers can indicate the interviewee's emotions or thoughts. In this case, keep the verbal fillers and provide context to demonstrate the emotions or thoughts. E.g., (The participant hesitated for a while before coming up with the answer).
  • Where needed, add context in brackets (for important information) or parentheses (for supplemental information) so that a reader could understand what was happening without watching the video. E.g., he [the mentor] was helpful; or (steps off camera)
• Read through the transcripts and make edits to de-identify any personal information
  • Search for the participants' names
  • Replace with their participant number, i.e. I001
  • Search for unknown speakers in the transcript
  • Replace unknown speaker with participant number and UXR number
  • Read through the transcripts to search for any identifiable information in the interview
  • Replace any personal identifiable information with non-identifiable terms. For example, if someone's name is mentioned, we should use their roles inside square brackets so the reader knows this information was redacted (e.g., [team member], [peer], [mentor], [manager]). If their specific school is mentioned, we should redact that info with either [high school] or [college].
  • If they mentioned any specific issues they worked on, make sure to remove the issue numbers and rephrase the issues they worked on
• Read through the edited transcripts again
  • Focus on punctuation, readability, and formatting.
• When you're satisfied that the transcript is completely deidentified
  • Click on the version history and select the most current version
  • Click the three dots and select "Make a copy", and the "Copy version" window pops up
  • In the "Name" text box, remove the "Copy of" text at the beginning and the time stamp at the end from the file name
  • Copy

  De-identified Interview Transcript-
  

  • Paste the text you just copied in front of the file name in the "Name" text box
    • The new file name should be formatted like "De-identified Interview Transcript-RP001-UX Researcher Abbreviation###-Intern Abbreviation###"
    • An example: "De-identified Interview Transcript-RP006-U007-I001"
  • Save the renamed de-identified Google doc transcript into the RP001 De-identified Transcripts folder (Resources # 2.05). This is to make sure that the version history does not include any identifiable information.
    1. Click the folder icon under "Folder"
    2. Choose "All locations"
    3. Choose Shared drives > Internship > Internships > Research > Research by Type > Intern> folder for RP001 > RP001 De-identified Transcripts
    4. Choose "Select"
    5. Select "Make a copy"
    6. The copy of the file is generated in a new browser
    7. Dismiss the notification that says the file in now in the shared drive
  • Copy the link of the de-identified transcript in the shared drive
    1. Choose "Share"
    2. Choose "Copy link" and "Done"
  • Paste what you copied into the matching participant's cell in Column D Transcription Link - de-identified (Resources # 2.03)
• Repeat the process for each transcript to save all the de-identified transcripts to the folder in Resources # 2.05 and link them in Column D Transcription Link - de-identified (Resources # 2.03)

• Update the wiki page for this research plan (Resources # 2.01)
  • Open the link in Resource 2.01
  • Find the "Interview Recordings & Transcripts" section
  • Copy and paste Resource 2.05 (both the text and URL) into the "Interview Recordings & Transcripts" section
  • Choose "Save Page"
• Review with UX Lead
• Product sign-off (review Resources gathered section and Video folder)
• UXR Lead or PM removes the assignee from the Internship - PII's My Drive when closing the issue

Resources/Instructions

Resources for creating this issue

1.01 Wiki: Research Output Overview
1.02 Google Drive Folder: Research by Type
1.03 TWE: Template: Interview Recordings and Transcriptions Tracking Sheet
1.04 1password
1.04.01 Guide: Log into a Google Account with 2-Step Verification Using 1Password If this is your first time logging into Internship's private drive, please follow the instructions to log in.
1.05* TWE Interview Recordings by Plan #
1.06 Otter.ai
1.07 Guidelines to Interviews Page 8
1.07.01 Brackets vs. Parentheses
1.07.02 Video folder
1.07.03 Cleaning Up Zoom Transcriptions for Qualitative Research
1.07.04 Determining Best Practice for Filler Words in Captions and Transcripts

Resources gathered during the completion of this issue

2.01 Wiki: Research Plan RP001
2.02 Google Drive Folder: RP001
2.03 TWE: IS21: RP001: Intern Exit Interview Recordings and Transcriptions Tracking Sheet
2.04* RP001 Interview Recording Folder
2.05 RP001 De-identified Transcripts

*this folder can only be accessed from the Internship - PII's "My Drive"

[pandanista]

@AndrewSalvatore Welcome back, and hope your 2024 is off to a good start.

Would you please provide an update?

1. Progress: "What is the current status of your project? What have you completed and what is left to do?" - we know you just came back from break, please just summarize the progress from before then
2. Blockers: "Difficulties or errors encountered."
3. Availability: "How much time will you have this week to work on this issue?"
4. ETA: "When do you expect this issue to be completed?"
5. Pictures or links* (if necessary): "Add any pictures or links that will help illustrate what you are working on."

• remember to add links to the top of the issue if they are going to be needed again.

[pandanista]

Added a few guidelines on the transcript formatting. You are already following most of them. I am listing them below as a reference.

1. Use the 'in-line' format as seen here in Intern 001's transcript
2. Use 6 digit format for all the timestamps, for example, 01:01:01 as hour one/minute one/second one
3. Use "Interviewer" and "Intern ###" throughout the transcript. See an example here in Intern 001's transcript.
   • If there were more than two people recorded on the transcript, name the third person based on the interview set-up or context, such as Program Manager, Note Taker, etc. If you are not sure what to name them, ask leads on the project to clarify.
4. If there are other numerical values in the transcript, transcribe them using texts. For example, if a time such as 6:30 is mentioned, type out six thirty when cleaning up the transcript. Another example is if the interviewee mentioned he mainly sought help from 3 other peers, type out three instead of using the number 3.

[AndrewSalvatore]

Progress: I created three docs to be used during the explanation video (for reference: doc 1, doc 2, doc 3). These will help expedite my explanation and shorten the length of the video.
Blockers: @pandanista @ExperimentsInHonesty Before I create the video, would you like that I show the whole mock transcript during it? This will mean the explanation video will be a little longer. I can probably get it under 5 minutes though. LMK your thoughts
Availability: 6 hours
ETA: end of this week
Pictures or links (if necessary): none

[pandanista]

@AndrewSalvatore Thank you for the update, Drew. I think showing the whole mock transcript will be helpful so it provides more context.

@ExperimentsInHonesty What do you think?

[AndrewSalvatore]

Progress: Still working on the explanation video. Trying to get it right to minimize it's length
Blockers: none
Availability: 6 hours
ETA: tomorrow
Pictures or links (if necessary): none

[sunannie27]

Here are two additional formatting decisions that need to be included in our documentation:

• TWE: IS21: RP001: intern Exit Interview Recordings: De-identify: Intern 005 #480 (comment) using commas instead of dashes unless special emphasis is required
• TWE: IS21: RP001: intern Exit Interview Recordings: De-identify: Intern 005 #480 (comment) breaking up long paragraphs

[AndrewSalvatore]

Progress: I completed the demo recording and added it to the drive here
Blockers: Demo recording needs review
Availability: 6 hours
ETA: done after review
Pictures or links (if necessary): none

[pandanista]

@sunannie27 Please review the demo recording video in this folder here. Thank you!

[sunannie27]

@AndrewSalvatore In the demo video, in 00:00:43 of the recording and transcript (5:23 of the whole video), it says Interviewer but it should be Intern 000.

[AndrewSalvatore]

@sunannie27 Thanks for the feedback. I think that's a very minor mistake and doesn't warrant redoing the video. Let me know your thoughts

[ExperimentsInHonesty]

Bonnie to review the video

[ExperimentsInHonesty]

I noticed that in the video we are not identifying which UXR#. Let's discuss.

[ExperimentsInHonesty]

I talked with Jingie about the comment above. She will discuss with the other Research leads

[ExperimentsInHonesty]

bonnie and ying could not make this weeks 2024-02-21 meeting, will follow up with Sandy and Tim next week, 2024-02-28

[pandanista]

We have discussed whether to include UXR #s in transcripts or not at UX leads and PM meeting on 2/28.

Let's include the UXR numbers in the transcripts because 1). there might be different probing questions for semi-structured interviews from different interviewers, and 2). it will be easier to reference the UXR when doing analysis or making highlight reels (if needed).

@AndrewSalvatore: Would you please update interviewer with UXR001 for intern 001's transcript? Thank you very much!

@bonniewolfe Does Drew need to update the video with a few second new snippet to reflect that change?

[AndrewSalvatore]

We have discussed whether to include UXR #s in transcripts or not at UX leads and PM meeting on 2/28.

Let's include the UXR numbers in the transcripts because 1). there might be different probing questions for semi-structured interviews from different interviewers, and 2). it will be easier to reference the UXR when doing analysis or making highlight reels (if needed).

@AndrewSalvatore: Would you please update interviewer with UXR001 for intern 001's transcript? Thank you very much!

@bonniewolfe Does Drew need to update the video with a few second new snippet to reflect that change?

@pandanista I just updated Intern 001's transcript

[ExperimentsInHonesty]

@AndrewSalvatore The video will have to be remade and lets use this opportunity to include the other things that have come up. But I think that will conclude the revisions and we should be able to signoff on the video and publish it.

Actually, before you remake, lets chat today, about a header image for the video and a credits page.

Decide what information you think these slides should have and what the values for that will be.

Title

Credits

• Who worked on it
• Purpose
• links ??

https://docs.google.com/presentation/d/1m7cYJ9jeH-z6bUv9xiHOjxmBUmANZrKs7YtQbNVfqgY/template/preview

[sunannie27]

@AndrewSalvatore
Please provide update

1. Progress: "What is the current status of your project? What have you completed and what is left to do?"
2. Blockers: "Difficulties or errors encountered."
3. Availability: "How much time will you have this week to work on this issue?"
4. ETA: "When do you expect this issue to be completed?"
5. Pictures or links* (if necessary): "Add any pictures or links that will help illustrate what you are working on."

• remember to add links to the top of the issue if they are going to be needed again.

[pandanista]

• The transcribing, de-identification, and cleaning up for intern 001's interview is completed.

• The remaining task is to make tutorial videos, however there is no appropriate assignee for this task at the moment.

• I think we should close this issue since the main goal is to get the transcript ready for the data analysis.

  • We can make tutorial videos at a later time after other research plan's transcripts gets de-identified and cleaned up in the process, and it will be a better use of time and efforts too.