Applicant Instructions

Focus Forward Transcription

Market Research Services

950 W Valley Road, Suite 2700

Wayne, PA 19087

www.fftranscription.com
 Getting Started

Audio Tools
You will first need to download and install Express Scribe, a free transcription software program. Express
Scribe allows you to configure a transcription foot pedal, but if you do not have a foot pedal playback
can also be controlled using the keyboard.

Downloading Express Scribe (Note: There are more detailed instructions in the third document on this
webpage: Installing Express Scribe.)
• Go to the Express Scribe download page at http://www.nch.com.au/scribe/index.html
• Windows Users – Click the “Download Now” button
• An installation file will save to your computer (filename: essetup.exe)
• Agree to the Terms and Conditions and click Install
• If all goes well, you will have an icon for Express Scribe on your desktop
• Double click on the icon to open Express Scribe, and you will see a “welcome” audio. You can
listen to this tutorial to learn about the program.
• If installing a foot pedal, choose the Options tab and select “Controller”
• Check the box for Enable Foot Pedal Controller. Be sure that your pedal is connected to a USB
port on your machine. Then click on the Foot Pedal Control Setup Wizard and follow the
instructions to configure the foot pedal
• Once the install is complete, a window will appear saying “pedal installed.”
• Mac Users – please access the Mac installation file using the link:
http://www.nch.com.au/components/scribemaci.zip

Downloading & Starting the Test File

• Once you have Express Scribe, go to this webpage: http://www.fftranscription.com/transcribing-
applicant-portal-test/. Please right click on “English” or “Spanish” depending on the test you
want to take and download the file.
• Once the audio file is fully downloaded, open Express Scribe and drag the audio file icon into
Express Scribe’s Dictation Window.
• Express Scribe will load the audio file.
• You will now be able to control the audio via the large buttons (start, stop, etc.), the F keys (see
the Control tab of Express Scribe), or your foot pedal, if you have one.
• Open a Word document and start transcribing.
 Test Instructions

Please reference the sample found here: http://www.fftranscription.com/transcribing-

applicant-portal-download/. To download, please right click the words, “View Typed File
Sample”.

Audio File and Transcript Labels

1. Name your transcript Word document using the same as the audio file name:
01NationalParks081014311pmTriad3MatherStudent1Student2

2. First-page heading (bold and single-spaced) (Book Antiqua, size 12):

Project Name: National Parks
Date: 08/10/17
Time: 3:11 PM
Segment: Triad

3. Running header starting on page 2 (Book Antiqua, size 10):

01NationalParks081014311pmTriad3MatherStudent1Student2

Document Formatting

• Use 1.25” margins all around (top, bottom, left, right)

• Use Book Antiqua font size 12 for the first page heading and body of the document
• Use Book Antiqua font size 10 for the running header and page numbers
• See page 6 for instructions on inserting the running header and page numbers
• Moderators’ statements are bolded. Respondents’ comments are not bolded. Skip a line only
when the speaker changes; never break up a single speaker’s comments into paragraphs
• Body text and headers should be typed in black only
• If you typically view and type in a page view other than 100%, please change the file view to
100% before submitting the transcript
• When you are finished typing the audio, please end the file by typing [Transcribed by XXX]
(in Book Antiqua, size 12). You should replace the XXX with your initials.
• Please save transcripts in Word 97-2003 format (.doc). It’s simple to save your files in .doc
format rather than Word 2007’s .docx format. When you’re saving the file, just select Word 97-
2003 format from the “Save as type” drop-down menu.

Verbatim Standards

• Transcribe a word for word account of all speakers in the audio; don’t alter the speakers’ words
even if they speak in run-on sentences or fragments. You can add punctuation to make the
document more readable.
• Skip a line with every change in speaker. Do not add natural paragraph breaks.
• Make sure all research team members are in bold. All respondents are not bold.
 • Although everything is captured verbatim, you should always omit verbal ticks and non-verbal
utterances such as: “uh,” “oh,” “um,” “you know,” “all right.” These are known as “filler
language” and are characterized as words or phrases that tend to clutter a transcript without
adding meaning. You should also exclude “mm-hmm” and “OK” when they are used as simple
acknowledgments rather than answers to questions.
• Here are some examples of when to use and when not to use OK
o When NOT to use “OK”:

OK?

OK.

OK, Nick, what else do you like?

There’s a room back there with a huge TV.

OK, so there’s another TV that you like to watch stuff on, OK. And how are you at
moving around and finding what you want to find on the TV, do you ever have any
trouble with that?

o When to use “OK”:

I think because you’re talking about such a wide range of people with a wide range of
skills, some of which are not 21st century skills in terms of the work that we do, I think
just skills in general is OK.

I don’t think expanding proven models is bad.

That’s OK. It’s straightforward.

Expanding proven models. Some of you sort of think that the last one’s OK?

No.

Yeah, I like that one too.

It’s OK.

I’m OK with that.

Investing is cold.

Investing is cold? So this one’s sort of OK with some of the room?

As you can see above, you should only type OK when a participant uses the word as an adjective,
question or answer. In all other cases the word OK serves as a filler, and you should not type it.

Transcript Notations (i.e. Bracketed Tags)

To ensure document uniformity, please use the following conventions:

• [LAUGHTER], never (laughter), [LAUGHING], (laughs), (giggles) etc.

• [INAUDIBLE], never (inaudible), [UNINTELLIGIBLE], (INAUDIBLE) etc.
• [INAUDIBLE sounds like: speech typed here], not [INAUDIBLE - sounds like speaker’s words go
here]
o When using “inaudible sounds like” please provide only one suggestion, and make sure
the suggestion makes sense within the context of the sentence.
• [CROSSTALK], not [INAUDIBLE DUE TO OVERLAPPING VOICES], etc.
• Note [ph] after a word that you have spelled phonetically; e.g., “My name is Stephen [ph], and I
work for a company called Wooshi [ph].” This is commonly used for proper names and terms
that you cannot locate with a Google search. Please only use the [ph] notation after the first
instance of a word. If the word reappears, do not provide the [ph] notation for any subsequent
occurrence, but please use the same phonetic spelling throughout the transcript.
• Also, always run spell-check and re-listen to [INAUDIBLE] notations to try to decipher this
speech.

Guidelines for Punctuation

• If a sentence seems to run on, please do your best to break it down into smaller, more readable
sentences.
• Never use ellipses (…). You should always instead use a dash (—).
o When a speaker interrupts a thought and begins a new sentence before finishing the
first one, please use a dash to set the two sentences apart (i.e., I had—I just wanted to
be sure I had everything with me.)
o If you are having trouble creating the dash, you can use the double hyphens (--).
However, we prefer you use the dash (it can be either the em-dash (—) or the en-dash (
– ) as long as it is consistent throughout the transcript). But please do not use a single
hyphen (-) to indicate mid-sentence breaks.
• Never type exclamation ( ! ) marks in your transcripts. Periods ( . ) will suffice, even if a
participant sounds excited.

Other Typographical Guidelines

• For transcribing numbers, please spell out numbers zero to ten instead of using numerics. For
numbers 11 or greater, please use the numeric.
 Example: 59
o Numerical descriptors can be used starting after one million.
 Example: 428,000 pine combs
o Dates should be numeric
 Example: The year 1492.
o For monetary amounts, please use the numeric value and the $ sign (or other currency
sign as necessary). For example, $11.75 or $3.00. An exception to this is if the
respondent uses the term “grand” (ex. 12 grand)
 • Please italicize titles of books, movies, magazines, TV shows, etc.
o Example: Law and Order
• When you transcribe a product or brand, please pay close attention to the case.
o Brand name drugs should be capitalized
o Generic drug names should be lowercase
o Proper nouns referred to later with a partial name should be capitalized
 Example: Thank you Doctor
o It is common for technology products to have internal caps (this is known as
“CamelCase”
 Example: iPhone.
o Please transcribe acronyms and initializes in ALL CAPS
 Example: UNICEF

Formatting Instructions

Setting up page numbers and a running header:

There are two ways to access the document settings to display your running header and page numbers
on all pages except page 1:

• Click “Page Layout” in the toolbar and select “Page Setup”

• Click the Layout tab
• Place a check in the “Different First Page” box and click OK

– Option 2 –
• Click “Insert” in the toolbar and select “Header”
• Choose the option “Edit Header”
• The middle of the toolbar will now display a “Design” section which will provide the option for
“Different First Page”

You will need to insert the page numbers before entering the running header:

• Click Insert in the toolbar and select Page Number

• Choose “Top of Page” and select the Page Number position that is in the upper right of the
header space (This option is called “Plain Number 3” in Word 2007 and 2010) .

Entering the running header

• Copy the running header for the transcript
(01NationalParks081014311pmTriad3MatherStudent1Student2) and paste it immediately to the
left of the page number.
• Once it is pasted, click the mouse cursor between the running header and the page number and
then hit “tab” once or twice. This will push the running header to the left corner of the header
space and the page number to the right.
Additional Requirements

Verifying Terms
If you are unsure of the spelling of a certain word—drug names, place names, company names, etc.—
always look up the word online to find the correct spelling. Sometimes this can require some digging
around, but often it takes only seconds.

If you enter the phonetic/approximate spelling of a word into Google, it will often provide suggestions.
Sometimes, especially in the case of medical terminology, including an additional subject word in the
Google search can help with the identification. (For example, if the interview topic is diabetes
medication, then including the word “diabetes” with the phonetic spelling of an unfamiliar drug name
can help lead you to the correct spelling of that drug.)

If you are unable to find a certain word, please spell it phonetically and note [ph] after the word.

Miscellaneous Spelling and Grammar reminders

Correct: All right

Incorrect: Alright

Correct: OK
Incorrect: O.K., Ok, ok, okay

Correct: Mm-hmm
Incorrect: Um-hmm, uhm-hmm, etc.

Correct: Uh-uh (to show disagreement, opposite of “Mm-hmm”)

Incorrect: Unh-uh

Correct: website
Incorrect: Web-site, web site, Web Site

Correct: internet
Incorrect: Internet

Correct: iPhone (mobile device)

Incorrect: Iphone

Correct: Abrams’ dog (possessive)

Incorrect: Abram’s dog

Grammar Reminders

It’s = contraction (it is)

Its = possessive
Example: It’s better than it used to be because of its improved functionality.

You’re = contraction (you are)

Your = possessive

There = a place
Their = possessive
They’re = contraction (they are)

Example: You’re not going to their restaurant because your friend said he doesn’t like the food they’re
serving over there.

“Used to” do something, not “use to”

“Rather than,” not “rather then”