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Merge pull request #298 from pyladies/caption-analyst
Include new role video caption analyst and guide
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‎src/content/docs/volunteers/committee_volunteers.md‎

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The MC for pre-recorded talks introduce and close pre-recorded talks at PyLadiesCon with warmth, clarity, and community spirit.
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* Responsibilities
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**Responsibilities**
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- Record short intro and outro videos for assigned talks.
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- Introduce the speaker, talk title, and a brief highlight of the topic.
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- Deliver intros/outros in a friendly, professional tone — under 1 minute each.
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- Follow the PyLadiesCon visual and Code of Conduct guidelines.
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- Upload recordings to the correct Google Drive folder and mark completion in the “MC Recording Management” sheet.
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For more information on the how-to guide, please check: https://conference.pyladies.com/docs/volunteers/mc-pre-recording-guide
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### Video Caption Analyst
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The Video Caption Analyst reviews and verifies AI-generated captions for PyLadiesCon talks, ensuring accessibility, accuracy, and clarity across all recorded sessions.
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**Responsibilities**
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- Review AI-generated captions for assigned talks and MC videos.
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- Check for accuracy in spelling, grammar, speaker names, and technical terms.
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- Correct punctuation, phrasing, and readability for smooth flow.
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- Save and upload the verified caption files in the appropriate Google Drive folder.
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- Update completion status in the “Captioning/Translation Management” sheet.
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For more information on the how-to guide, please check:
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https://conference.pyladies.com/docs/volunteers/video-caption-analyst-guide

‎src/content/docs/volunteers/video-caption-analyst-guide.md‎

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---
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title: "Video Caption Analyst Guide"
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meta_title: "Video Captioning Analyst Guide"
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description: "Guide and Resources for Volunteers who analyse and verify captions"
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draft: false
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weight: 1
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section: "volunteers"
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---
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## PyLadiesCon Video Caption Verification Guide(2025)
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💖 Welcome & Thank You
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Thank you for volunteering your time and attention to support PyLadiesCon 2025!
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Your effort ensures that our talks are accessible and inclusive for everyone across different languages, accents, and listening needs.
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We’re so glad you’re part of this global community of detail-oriented heroes. 💪✨
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### 🪄 Step 1: Connect on Discord
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All communication happens on our Discord server.
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1. Join the server if you haven’t done it yet: https://discord.gg/9DkA5fe3.
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2. Introduce yourself in the #welcome-volunteers channel.
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3. Make sure you are connected on the #comms-for-video-caption-analysts channel - that’s where you’ll find help and updates.
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💡 Tip: Update your Discord display name to include your first name or role (e.g., “Aisha – Captions”) so the team can find you easily.
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### 📂 Step 2: Access the 2025 PyLadiesCon Folders
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Make sure you have access to the [**2025 PyLadiesCon Speakers Folders and Assets**](https://docs.google.com/spreadsheets/d/1e9SxzK9h_LQyUso8SEHh0SUkBpHOQKoQkQjZ_vgukyE/edit?usp=sharing) on Google Drive.
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Then open the sheet titled “Captioning/Translation Management” in that Google Sheet.
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Search for the talks assigned to you. You’ll find details such as the talk title, speaker name, and raw video URL, talk captions link, MC captions link etc.
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#### 🧾 How to Read the Sheet
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Each row in the **“Captioning/Translation Management”** sheet represents one talk.
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Here’s what each column means:
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| **Column** | **Name** | **Description** |
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|-------------|-----------|-----------------|
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| **A** | **Type** | Indicates the session type (e.g., *Regular*, *Keynote*, *Panel*). |
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| **B** | **Main Stream** | The full title of the talk. |
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| **C** | **Speaker/s** | Name(s) of the speaker(s) for that session. |
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| **D** | **Lang** | The language used in the talk (e.g., *EN* for English). |
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| **E** | **Raw Video Ready** | Checkbox indicating that the speaker’s pre-recorded video has been uploaded and is ready for captioning. |
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| **F** | **MC Captioning** | Checkbox showing whether the MC’s intro/outro captions are ready for review. |
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| **G** | **Talk Captions Checked** | Mark this box after you’ve verified and corrected the captions for the speaker’s talk. |
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| **H** | **MC Captions Checked** | Mark this box once you’ve reviewed and confirmed the captions for the MC’s intro/outro video. |
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| **I** | **Captioning Analyst In-Charge** | Your name (or another volunteer’s) — identifies who is responsible for reviewing captions for that specific talk. |
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| **J** | **Raw Video URL** | Contains links to the Google Drive folder or files for the raw video files. |
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| **K** | **Talk Captions Link** | Contains links to the Google Drive folder or files for the talk caption files (`.srt` or `.txt`). |
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| **L** | **Talk Captions Link** | Contains links to the Google Drive folder or files for the MC caption files (`.srt` or `.txt`). |
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| **M** | **Notes** | Add any comments here if there is anything noteworthy to inform the team. |
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#### What You’ll Do Here
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1. Search for your assigned talks by **speaker name** or **talk title**.
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2. Open the **raw video** and its **caption file** (`.srt` or `.txt`).
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3. Compare and correct the captions as needed.
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4. Save your verified file in the same folder with the proper naming format.
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5. Tick the relevant **“Talk Captions Checked”** or **“MC Captions Checked”** box to mark completion. ✅
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### 🔍 Step 3: Review the Captions
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Open the **raw video** (watch it on Drive or download if needed).
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Open the corresponding **caption file** (.srt or .txt) in a text editor — e.g., Notepad, VS Code, or TextEdit.
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#### What to Check:
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- **Accuracy**: Does the caption text match what’s spoken?
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- **Spelling & Grammar**: Fix typos, missing punctuation, or capitalization.
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- **Names & Terms**: Verify speaker names, Python packages, technical terms, and brand names.
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- **Flow**: Make sure lines break naturally and are easy to read.
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- **Remove AI glitches**: e.g., random symbols, duplicate lines, or filler text.
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*⚠️ Note: You can ignore timestamps — YouTube will automatically sync the text to audio when we upload the final captions.*
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### 💾 Step 4: Save & Upload
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When you’re done:
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1. Save your corrected captions as a .txt file.
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2. Use this naming format:
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- For speaker talks:
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```
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speakersname-yourname-checked.txt
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```
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Example: reginaking-aisha-checked.txt
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- For MC videos:
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```
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speakersname-mc-yourname-checked.txt
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```
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### 💬 Step 5: Ask for Help Anytime
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Need clarification on audio, terms, or file access?
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Post your question in the **#comms-for-video-caption-analysts** discord channel.
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The organizing team and editors will support you throughout the process.
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### 🎉 Step 6: Celebrate!
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You’ve just made PyLadiesCon more inclusive and accessible for hundreds of viewers around the world 🌍💬
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That’s no small feat. So thank you, truly.
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Grab a tea, coffee, or your favorite treat — you’ve earned it! ☕🧋
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