TranscribeMe Transcriber Handbook - Constant...

1 Confidential Property of TranscribeMe 11/28/2016

TranscribeMe Transcriber Handbook

Introduction ................................................................................................................................................ 2

How to navigate the TranscribeMe WorkHub ............................................................................................ 2

The Jobs tab ............................................................................................................................................ 3

Accent Abbreviations .......................................................................................................................... 5

The Cancel Button ................................................................................................................................... 6

Where do I find information? ..................................................................................................................... 7

Help Desk ................................................................................................................................................ 7

Yammer ................................................................................................................................................ 10

All Network ....................................................................................................................................... 11

Payments .................................................................................................................................................. 13

Payment Status ..................................................................................................................................... 13

Pending (file not yet fully processed) ................................................................................................ 13

Available for withdrawal ................................................................................................................... 13

Withdrawn, not paid ......................................................................................................................... 13

Withdrawn, paid ............................................................................................................................... 13

Cancelled .......................................................................................................................................... 14

What about the fee? ............................................................................................................................. 14

How to make a withdrawal ................................................................................................................... 14

Rejections ................................................................................................................................................. 14

Auto Rejections ..................................................................................................................................... 15

QA Rejection ......................................................................................................................................... 15

Rejection Inquiry ................................................................................................................................... 16

Finding the file Change Percent ............................................................................................................ 16

Transcription Quality ................................................................................................................................ 17

Transcriber requirements ......................................................................................................................... 18


TroubleShooting ....................................................................................................................................... 18

Introduction Congratulations on passing the transcriber exam and welcome to TranscribeMe. Please make sure that

you read over all the training documents provided to you from our training department.

Our WorkHub is designed to work with Chrome only. You will need to have the most updated version of

Chrome, which can be found here. www.google.com/chrome

How to navigate the TranscribeMe WorkHub Now that you have passed the exam and your account has been activated, this guide will help you to

understand the TranscribeMe WorkHub and different polices.

This is your Home page. Sometimes important updates or information can be posted here.

The Exam tab has other exams available for different teams and different accent exams.

Passing the extra exams can enable a wider range of files/chunks for you to work.

The My Account tab includes:

• My Profile consists of your personal informaiton. Name, PayPal, Phone Number,

Skype.

My Work History can be used to look at your work history and also to withdraw

your payments. You can look at your change percent for each file and also view changes a

QA has made to your file.

http://www.google.com/chrome


Payment History can be used to look at all your past payments (two weeks at a

time).

Change Password can be used to change your password at any time.

Change Hotkeys is used to change your default hotkeys within the audio

player. Note: You can’t use numbers (as CTRL+1…9 is used to set speakers); some letters

may appear as browser hotkeys as well.

Help us spread the word and invite your friends to join the TranscribeMe team.

All you need to do is just enter their email.

The Jobs tab is where you will be clicking when you are ready to work on a file/chunk. Once

you click on the Jobs tab, the transcription box will open and the audio will start to automatically

play.

FAQ tab will have some commonly asked questions. You will also be able to find even more

answers on Yammer and the Help Desk Knowledge Base.

The Jobs tab Now that you understand the different parts of the TranscribeMe WorkHub, and have studied our style

guide, you are ready for your first job.


Clicking on the Jobs tab will open the transcription box. Please take notice of the style guide located on

the right-hand side (this can be expanded and can be different for each job). Sometimes you will notice

that there will be text at the top of the box or the bottom. If another transcriber has worked on the

chunk before yours or after yours, you will see their text. This is there to help give you some extra

context. You are not able to change this text and there is no guarantee that the text will be correct.

The style guide for each chunk can be different. You will find the style located on the right-hand side of

the transcription box. It is very important that you check this before starting your transcription. Clicking

on the GUIDELINES will expand the style. It is very important that you check the Guidelines for each job.

Remember to expand them out for more information.


Click the tiny arrow to expand each field on the style

guide for more information

Accent Abbreviations The guidelines will have a letter behind them to indicate if the file should be typed using American

English or British. Example: Clean Verbatim (NA). US English is our default unless otherwise noted.

The letters specify the English spelling to use:

NA - Not Applicable. The client did not specify, so please use US English.

AE - American English. This is US American, please.

BE - British English.

UE - Aussie English.

KE - Kiwi English.

IE - Irish English.

SE - Scottish English.

Note that you will need to pass the appropriate accent exam to receive files other than US English.

These can be found under the Exam Tab.

You can also expand your Hotkeys for a reminder. Clicking the Manage Hotkeys button will allow you to

edit them.


Expanding the Snippets will allow you to see the ones you have created or create new ones.

The Cancel Button If for some reason you are not able to complete a chunk, you can click on the Cancel Button. The below

box will open asking if you are sure. If you are, click OK. You must wait for two minutes to pick up

another chunk.


Once the two-minute time span has passed, you will be able to click on the Jobs tab again.

Where do I find information? We have several places where you can request help and find valuable information.

Help Desk You will need to register with our Help Desk. This can be done at

https://helpdesk.transcribeme.com/portal/home

Once you have completed your registration, you will be able to find information in the Knowledge Base

and create tickets for any problems that you might encounter.

Knowledge Base Our Knowledge Base is where you can find a lot of different resources. These resources are being

updated all the time as things change.

https://helpdesk.transcribeme.com/portal/home


Submit a Ticket If you are unable to find your answers in the Knowledge Base or on Yammer, please create a ticket. We

strive to reply to all tickets within a reasonable time. It is very important that you select the correct

department.

1. Click on the Submit a Ticket tab


2. Select the correct department

o Payments: If you have a question about a payment/withdrawal. This is not used for files

that have been rejected.

o Training: This department can help with questions about exams, account status, etc.

o WorkHub Assignments and Extensions: This department can help with QA extensions

and transcriber assignments.

3. Subject - short

4. Give a detailed description of the issue.

5. Select Category. You can search different categories by clicking on the magnify glass.

6. Attach a screenshot or any documents. This can be helpful if you have a technical issue.


7. Submit ticket

Yammer Yammer is our social networking site for all our transcribers. This is where you will be able to find all

different kinds of help.

Once your account has been activated, you will receive an invite to Yammer. Please make sure that you

check your Social or Spam folders if you do not see your invite after your account has been activated.

1. Click on the Accept Invitation button sent to your WorkHub email address

2. Fill in your full name. This name must match your WorkHub name. You do not have to fill in a

title. Click Next.


3. It will ask if you would like to join any group. You do not have to join any groups now. As you

start working, you will be able to explore the different groups and decide which ones you would

like to join. Some of our groups are for different teams and invites have to be sent. Click Next to

continue.

4. You can upload a photo for your profile. You can Skip this and upload one later, if you would

like.

All Network Once you have successfully logged into Yammer, you will be able to interact with co-workers and

members of the TranscribeMe Ops Team. The first page displayed is the Home Tab (shown below).

Clicking the All Network will display the main group where you will be able to find important

information.


Don't be shy and feel free to ask questions. Yammer is a valuable resource and we require that all our

transcribers monitor posts. The TranscribeMe Ops Team will post important information about work and

network status. You will also be able to find out about other work opportunities within TranscribeMe.


Payments Transcribers are paid $20 USD per audio hour for general transcription, although different projects and

specializations may offer higher rates. Please note that this figure (“per audio hour”) pertains to the

length of audio transcribed as opposed to the length of time taken to transcribe the audio.

All payments are processed on US Thursday for withdrawals made by 9:00 AM PST (Hub time, 4:00 PM

UTC). You must withdraw your funds for payment by US Thursday at 9:00 AM PST, and the minimum

withdrawal is $20. Any payments withdrawn after 9:00 AM PST will be paid the following Thursday.

Payment Status All files that are transcribed go through four different payment statues.

Pending (file not yet fully processed) As you work files, you will earn cash into your Pending balance. The money will show up in your balance

at the top of the screen (sometimes after a short delay), and it will also show up under Pending in your

work history. The amount next to that file in your work history will be displayed in red. Note that due to

the short length of the files you are working on, your earnings will show four digits after the decimal

point, as in $3.1256. This is fine, and you can feel free to ignore those last two digits. They will simply

stay in your account and add up until they reach a full penny.

Available for withdrawal Once the complete file has been finished by either a QA or a Reviewer the money you earned for that

file will move from Pending to Available. The amount in your work history will turn from red to orange,

and you will be able to use the View button to see what, if any, changes the QA or Reviewer made.

(It is strongly encouraged that you check those out to learn from your mistakes. The Show % button in

the table header is useful for quickly identifying which files have changes to view.)

Withdrawn, not paid You can request a payment as soon as your available balance reaches at least $20.0000, and you can

request as many payments per week as you can earn. These payments will all be made to your PayPal

account on the next scheduled payday.

It is highly important that you check to ensure that your PayPal address is correct on the WorkHub

before making a withdrawal request. TranscribeMe does not create PayPal accounts. You will need to

register with PayPal and follow all their instructions to make sure that your account is ready to receive

funds.

https://www.paypal.com/us/selfhelp/article/How-do-I-open-a-PayPal-account-FAQ963

Withdrawn, paid Once your payment has been processed and sent to PayPal, it will turn green. Any money in your

available balance that you did NOT request a payout for will remain in your account and simply roll over

to the next week.

https://www.paypal.com/us/selfhelp/article/How-do-I-open-a-PayPal-account-FAQ963


Since PayPal does not deal in fractions of a cent, you will notice that only the whole pennies will be paid.

For example, if your available balance is $23.1256, then the payout you request will be for $23.12. The

remaining $0.0056 will be placed into the carry-over category on your work history page and will be

automatically counted in your earnings toward the next paycheck.

Cancelled Any files rejected by a QA will show up as cancelled. We recommend that you always check any files that

have been rejected. You will be able to see the changes made by the QA or the Reviewer.

What about the fee? When you request a payment, the WorkHub will automatically show you the fee (2.9% + $0.30) that you

may expect PayPal to charge. Whether you are charged this fee depends on PayPal and can vary from

user to user. TranscribeMe has no control over this fee, but simply tries to help you plan for it.

How to make a withdrawal When you are ready to withdraw your funds, you can click at the top of the WorkHub on your total

amount.

This will take you to the My Work History Tab. Click Withdraw Funds. All funds are paid on US

Thursdays. Any funds withdrawn after US Thursday 9:00 AM PST will be made the following Thursday.

Rejections TranscribeMe guarantees clients that they will receive a completed file that is 99% accurate. This means

that all transcription jobs need to be of high quality and follow the style guide closely. Please check out

the Resource section in the TranscribeMe Style Guide for tips on how to help you reach and maintain

quality transcriptions.

As a rule, we expect to see less than 5% total of your files rejected and approximately 15% or less in

edited text changes. (This is an approximation). A change percent of a file can be affected by different


circumstances. The change percent can also increase due to edits a QA will make to ensure consistency

throughout a file.

A transcriptionist's overall quality is not solely ranked on change percent. Several different factors are

looked at to determine any type of ranking.

There are two ways that a file can be rejected.

The QA can reject a chunk

Auto rejections. The WorkHub will auto reject a chunk.

Auto Rejections Once files have been fully completed and submitted, the WorkHub will automatically take one last look

at each chunk. If a chunk has over 30.00% changed by a QA/Reviewer, then the system may

automatically reject the file.

The auto rejection is set at a very high 30% to account for changes made by a QA for consistency within

a file. The high 30% change rate on auto rejections also helps for those slight changes made at the start

and end of a chunk while being spliced back together.

An automatic rejection will not show up in gray on that job entry like a manual rejection. Instead, you

will see a new entry called a Correction at the top of your work history when that rejection happens. The

notes field for this entry will tell you which job has been rejected by the system. Not every file that has a

30.00% change will be rejected by the WorkHub, as certain types of files are not considered by the

automatic rejection system.

QA Rejection A QA WILL reject a file for the below reasons:

If any tags are used that are not listed in the style guide.

If any comments are inserted into a file. Example: [I can't hear this], [this file is inaudible].

If timestamps or speaker IDs are inserted.

If ellipses or single/double dashes are used to begin and/or end a file.

If [inaudible] is used for the full file and a QA can make out any words. A QA MIGHT reject a file for the below reasons:

Misheard words

Missing words

Not following Style Guide

Improper punctuation, spelling As soon as a QA picks up the session containing your chunk, you will notice that the View button will

show a copy of your text on the right-hand side where there used to be a blank space. This is where the

QA/Reviewer changes will appear. The dollar amount displayed will remain red, indicating that the

QA/Reviewer has not yet finished with the session. At the bottom of the View window, you will notice a


message in green saying 0.00% changed, good job! The file will continue to show 0.00% percent

changes until changes have been made to your chunk.

As the QA/Reviewer saves a file and makes changes the overall percent can change. A file will also have

more edits if it goes to a Reviewer. The total change percent of the file/chunk is not finalized until the

QA/Reviewer submits the file as completed. Once this has been done, the file status will change to

orange and will be added to the Available for Withdrawal amount.

If the QA manually rejects your file, the amount you earned (previously showing in red) will change to

$0.0000 and will turn grey. It will also be subtracted from your pending funds instead of shifting to

orange. When you click the View button on a rejected job, you can see the changes made, along with a

brief description of why the file was rejected. These descriptions are selected from a short list and not

typed in by the QA, but they should give you a reference point.

Please remember that a file can still be rejected even if the change percent is less than 30%. A file can be

rejected even when it has a very low percent of change for the reasons referenced above.

Rejection Inquiry For either type of rejection, if you feel it was done in error or was unwarranted, you can contest the

rejection by filling out a rejection inquiry. Someone from the Ops Team will review the file in question,

and make a determination. An email will be sent to you with the results. They will either provide more

explanation on why the chunk was rejected, or will credit your account for the amount earned.

https://transcribeme.wufoo.com/forms/job-rejection-inquiry

Finding the file Change Percent Once your files have been completed by the QA/Reviewer, please always check your change percent.

This will let you know if you are making any type of major style errors or other types of errors that you

might need to correct.

1. Click on My Account on the WorkHub

2. Click on My Work History

3. This will open your work history so you can look at all the files you have worked.

https://transcribeme.wufoo.com/forms/job-rejection-inquiry


The WorkHub will only allow you to select two weeks at a time to view.

4. Click View to open the change percent box

Transcription Quality We do not expect transcribers to have a perfect 0.00% changed on every file. As explained above, there

are several reasons the QA might make changes to your file, and not all of them indicates that you were

wrong. The percent changed calculation and the brief message accompanying it are only tools to help

you analyze your work history. If you occasionally see a large percentage, it does not necessarily mean

that you are doing a bad job, even on that file. If you consistently see percentages over 15/20%, then

you may need to evaluate the kind of changes made so that you can correct or improve your work.

There is unfortunately not an easy way to see your overall average percent changed. However, you can

copy and paste a few pages of your work history into Excel (or another spreadsheet) for a quick

snapshot if you are concerned about your performance. An overall average percent changed of 15/20%

or less means that you are doing well. If your average percent changed is in the 20-30% range, then you


may want to look at your work and see how you can continue to improve. An overall average of 10%

changed or less is truly excellent and worthy of celebration.

You can also make use of independent grammar guides, such as Grammarly. This one works well with

the WorkHub. Here is a link for you to install the Chrome extension.

https://grammarly.go2cloud.org/aff_c?offer_id=10&aff_id=10799

Transcriber requirements Please note that we do require regular activity on your account for it to stay active. We appreciate that

there may be times that there is no work available when you log in, so we have an extended time frame

of 4 weeks. If you are not active on the WorkHub after a 4-week period, your account may be

deactivated without notice.

We would like for you to aim for a minimum 50 files (90 seconds duration each) over a 4-week period,

however we appreciate that at times this level may not be possible due to work not available or

personal reasons.

TroubleShooting Since our clients upload their own files, there will be times when these files might have errors or

incorrect language selections. There are also certain files that you need to notify the Help Desk about.

Early submission: You have accidently submitted a file before it was completed.

Please raise a ticket with the Help Desk and include the Job ID, found on your work history page.

The administrator will be able to preemptively reject that file and send it back to the queue to

be transcribed correctly before the file goes to QA. This will prevent the QA from rejecting your

file.

Silent file: Your full file/chunk is silent.

Please raise a ticket with the Help Desk and include the Job ID, found on your work history page. The

full file will be checked to ensure there was not an error during upload.

Foreign files: Your full file/chunk is not in English.

We at times will receive files that are bilingual. The style guide will usually note this. If your full

file/chunk is any language besides English, please raise a ticket with the Help Desk and include the

Job ID. Never transcribe the non-English.

Long chunk/file: The average file/chunk that you will receive under the Job Tab will be 60 to 90

seconds.

Occasionally you might receive longer files. If you do receive a file/chunk longer than four or five

minutes, please notify the Help Desk with the Job ID.

Audio will not play: Sometimes the audio will not play.

https://grammarly.go2cloud.org/aff_c?offer_id=10&aff_id=10799


If you are having any issues with the audio not playing, always clean out your browsing history and

your cache.

https://support.google.com/accounts/answer/32050?hl=en

https://support.google.com/accounts/answer/32050?hl=en

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