Workshop Video Processing Instructions

This guide describes the steps involved in recording, processing, editing, uploading, and captioning workshop presentations for view on either CCLE or the GWC website. Depending on the video and its destination, not all these steps may be necessary. It is important, however, to ensure at every step that the video is of high enough quality that it can be seen and heard, and that the closed captioning properly attach, so that they are ADA-compliant.

Last updated in 2018.

Recording in PowerPoint

Once you have created your PowerPoint and written your script, you are ready to record the presentation. To do this, click the “Slide Show” tab at the top of the screen, then click the “Record Slide Show” button. Choose “Start Recording from Current Slide” (starts from selected slide), then hit the actual “Start Recording” button. From here, you will begin narrating your slides. Keep in mind that you do NOT have to do all your narration in one go. It may be advisable to pause after each slide to take a break and look over your notes before starting up again. To pause recording, hit “Escape” (but be sure to stop narrating before you pause to prevent abrupt cutoffs of the audio). Of course, you can also simply keep going with the narration by moving to the next slide. PowerPoint will break up the audio slide by slide as you do this, so you will be able to go back and re-record the audio for any given slide at any time. If you later want to re-record a slide’s audio, simply select the slide and click “Record Slide Show” again. PowerPoint will record over the old narration. If there is too much of a pause at the beginning or end of a slide’s audio track, right click on the audio button of a particular slide and select “Trim Audio”. Once you’ve recorded all the narration for the presentation, you are ready to convert the file to a video.

Editing/Trimming the Video (Using Camtasia)

Once we have the MP4 files, they may be ready to go onto YouTube, or they may need some editing. To trim the video in Camtasia, first add your video to your video editor and then click and drag it to your timeline. In the editor, using the playhead’s in and out points, select the portion of the clip with the marker you want to trim. Then use “cut” or “delete” to remove the selection, typically at the beginning or the end of the clip.

Uploading the Video to YouTube

Once the video is downloaded and properly edited/trimmed, you can upload to YouTube. To do this, go to the uclaGWC@gmail.com YouTube account and click “Upload” in the upper right corner. Choose the file you just saved. Depending on the video size, the upload might take several minutes.

Editing Captions in YouTube

Once a video is uploaded to YouTube, you can use its automatic transcription tool to generate captions/subtitles. To do this, find the video in Creator Studio and click the video thumbnail. Once in the video details screen, click on “Subtitles” in the left column. This will take you to a new screen showing the currently published subtitles. If it is a new video, it will just have one option: “English (Automatic).” Click “Duplicate and Edit”, and then a new module will open with transcriptions to the left of the video screen. You will be able to edit the caption text and timing by clicking in the boxes to the left and adjusting the timing in the section below the video. You may edit the transcription as one large body of text by clicking “Edit as Text.” The transcriptions provided by YouTube are somewhat accurate but don’t align perfectly timing-wise. There are also some mis-hearings here and there that will need to be corrected. It is also helpful to try to ensure that the captions themselves are a complete sentence or thought when possible. Use your best judgment.

Saving and Downloading Edited Captions

Once you’ve finished editing the captions in YouTube, be sure to save them. YouTube may ask you if you want to publish over the previously published captions. Say yes to this (as long as the current version is the one you want!) After saving, you’ll be taken back to the “Video subtitles” screen. From here, click on the three vertical dots on the far right next to the published caption file you just saved usually called “English” (NOT “English automatic” – this is YouTube’s original speech-recognition-enabled transcript). There will be a drop-down menu. Select “Download” and “.srt” to download the caption file. You’ll now have a saved file containing the captions you just created, wherever on your computer you sent it to. Closed captions actually exist separately from the video file itself. This is what allows them to be turned on and off. So whenever you upload a video file, you’ll need to re-attach the captions using the file you downloaded.

Uploading Videos to Canvas

Some workshop videos are uploaded to Canvas, while others are embedded in the GWC website, depending on permissions. Competitive fellowship workshop videos, for example, are uploaded to Canvas (so only UCLA students have access). If you need to upload a video to Canvas, follow these steps.

Step 1: Upload video to Kaltura Media Gallery

First, go to the Canvas site you want to upload the video to. Let’s say, for example, you want to upload a workshop video to the GWC Fulbright Fellowship Resources site. When you click the link to that site, you are taken to the Home Page of the site. From the Home Page navigate to the page where you would like to add the video. To upload a video, click the Edit button in the top left. Then click the Embed Kaltura Media button in the toolbar. It looks like a multicolored star burst. This will take you to a screen showing all the already uploaded media for that site. Click the blue “Add New” button on the right then select “Media Upload.” You’ll be prompted to choose a video file at that point. Once you select the video, it should take you to a screen showing the upload progress as well as fields where you can edit the video name, description, etc. Please note that if the upload tool indicates your upload was successful, it may not necessarily appear in the media gallery for several more minutes, depending on the size of the file. Be patient, and check back periodically.

Step 2: Re-attach captions

Once the video is uploaded to the gallery, you’ll need to re-attach the captions. To do this, click the video’s icon in the gallery. You’ll be taken to a screen with a larger version of the video and a menu underneath the video called “Actions.” Click this, and select “Edit.” In the next screen, you are given a number of editing options. To attach our captions, we’ll click on “Captions” and, from there, “Upload captions file.” Select the appropriate captions file for your video, select the language (probably English), give the captions a name, and save.

*NOTE: If you were not the individual who uploaded the video to Kaltura, you cannot edit the video's captions or the video itself.

Step 3: Add video to Canvas site from gallery

Your video is finally ready to upload to the Canvas site. After returning to the original Canvas site with the content, click "Edit" and then place the cursor where you would like to add the video. Click the Embed Kaltura Media button (the multicolored star burst icon). Under the MyMedia tab find the uploaded video. (Again, if you don’t see your video in the gallery but you know you uploaded it, it may just not be ready yet.) Click the blue "Embed" button. Be sure to save.

Uploading Videos to GWC Website

Videos for public consumption can appear on the GWC website. Start with a web page for whatever workshop you’re featuring (you may want to simply ask the GWC’s IT consultants for the page, since they have the templates). Find the video on YouTube and select it (as though you’re watching the video, not editing it this time). Below the video you’ll see a “Share” icon. Click it, and then a pop-up window will appear with the option to copy the link. Click "Copy".

Now, go back to the website editor and select “Edit” in the upper navigation bar on the page you want the video to appear in. A new window will appear allowing you to edit the page’s content. Place the cursor where you would like to insert the video. Click the "Insert from Media Library" button in the editing toolbar. In the pop-up window select Video in the left column. Paste the copied URL into the URL bar and click "Add". Then click the blue "Insert selected" button. You can then go to the “View” tab to make sure it embedded properly. If it did, you’ll see the video there. Scroll to the bottom and click “Save,” after which you will return to the regular webpage view. (Short demo at 1:13)

Because this is embedded directly from YouTube, whatever captions you added in YouTube should appear automatically.