Transcription Staff QC Guideline

(v9.1 Feb/18/2023)

**USE EARPHONES OR HEADSET, IT WILL IMPROVE SOUND QUALITY DRAMATICALLY **

** WE SUGGEST YOU USE https://chat.openai.com (ChatGPT) TO HELP YOU IMPROVE YOUR

PUNCTUATION USAGE – BUT NOTE: **NEVER** ADD WORDS THAT ARE NOT HEARD IN THE AUDIO” **
Suggested ChatGPT Prompt: Check Punctuation Only “$content”

Job Description
As a Transcription Staff Proofreader (TS QC), you are expected to perform the following tasks:
• Listen to the client’s audio file and proofread the transcription documents based on the audio
file; and
• Make necessary corrections and adjustments to transcription mistakes and try to fix as much
“[inaudible]” and “[?]” as possible.

NOTE: Transcription Staff requires a 99% accuracy in all of its transcription documents so make sure to
polish and edit the document to the best of your ability.

You must proofread and edit every second of the audio. You are hired based on a transcription test
which required a 99.5% accuracy on a heavily accented audio– only 1 in 50 applicants gets hired as a
proofreader!

Compensation, Rewards & Penalties

Payment
Payment for your services will be credited to you via PayPal weekly. For work done the previous week
(Monday – Sunday) will be made 8 days after the end of the week, after checking and auditing. For
example, your earnings for July 1- July 7th will be paid on July 15th.

Payment for each file is written next to the Credits.

Example:

It means that US$24.57 is the fixed pay for this file and recommended completion time is 6.8x
the length of audio, i.e. you should spend around 6.8 hours to complete 1 audio hour.

Payment ranges from US$3.36 - US$22.80 per audio hour depending on the difficulty of the file based on
the number of speakers, accent, and background noises.
30% Fulltime Staff Bonus
If you make Transcription Staff your career, we offer a weekly bonus pay of 30%. To qualify for this
bonus, you must complete a minimum of 40 credits per week. The 30% bonus pay will be automatically
added to your weekly payroll for every week that you complete 40+ credits. Please note that the bonus
payment will not appear on your online reporting.

AI Quality Check
Our system will automatically insert, delete, and modify certain words in the transcription as a part of
our quality checking system. This is why you must listen to every second of the audio and make
necessary corrections to every mistake you can find.

Nevertheless, we understand that no one is perfect and everyone makes mistakes. We have set a pay
allowance for the quality check system to reject your work 25% of the time. As such, you are
guaranteed with 80% pay if you remove at least 85% of the computer-generated errors.

These payment schemes, however, will not be reflected on your online report as it will be manually
added when you receive your weekly payroll. You will receive a weekly email for the allowance earned.
Make sure to complete *at least* 10 credits of work a week to be eligible for the AI Quality Check
Payment Guarantee program.

You may read our full AI Quality Check & Payment Guarantee Policies at
http://transcriptionstaff.com/aiqualitycheck.pdf

Incomplete Files
If any transcriber submits an incomplete file, you may choose to do one of the following:

Option 1: Finish transcribing the file and report to account management via live chat or e-mail
(help@transcriptionstaff.com). You will be paid extra (US$12/audio hour) to transcribe the file. However,
it is important that you **MUST** notify account management (help@transcriptionstaff.com).
Otherwise you may not be paid for the hours you worked in transcribing the file.

Option 2: Cancel the project and report to account management via live chat or email
(help@transcriptionstaff.com).

Either option you take, you **MUST** report the incident to account management, so that proper
action can be undertaken. NEVER EVER SUBMIT INCOMPLETE FILE. IF THE CLIENT RECEIVES AN
INCOMPLETE FILE FROM YOUR ACCOUNT, IT WILL RESULT IN INSTANT TERMINATION OF YOUR
ACCOUNT WITH ALL PAY FORFEITED FOR FRAUD. REMEMBER: THE REASON YOUR JOB EXISTS IS TO
ENSURE CUSTOMER RECEIVES HIGH QUALITY TRANSCRIPTION!
If live chat unavailable, you may also email: help@transcriptionstaff.com. We will get back to you within
1-2 hours.

Please note that we transcribe the entire audio file as it is, without making any judgements about what
parts are important. It is not our job to decide what is relevant or not, and we transcribe everything that
we hear.

***IMPORTANT: READ CAREFULLY *** ***IMPORTANT: READ CAREFULLY***

After selecting a file to work on, you will have four times the audio time to proofread it. For instance, if
the audio file is 2 hours long, you will have a maximum of 8 hours to proofread it. If you are unable to
finish the project within the allotted time, you may request a time extension through the system. Each
extension will provide an additional 2 hours, and you may request an unlimited number of extensions.

*** ALL JOBS UNDER 2 HOURS MUST COMPLETE WITHIN 24 HOURS **

If you request an extension for a file, you must continuously work on it to finish it as soon as possible.
Failure to actively work on the file will result in immediate job termination with all pay forfeited. Your
account will be reviewed for possible job termination if you fail to submit work more than 10% of the
time. Any expired files will incur a penalty of 2x the full credit of the file. Remember to only select files
if you are ready to work on them immediately and can submit them before the deadline.

**NEVER PICK A JOB UNLESS YOU ARE READY TO IMMEDIATELY WORK ON IT AND KNOW YOU CAN
SUBMIT IT BEFORE THE DEADLINE **

Penalties
Please take note of the following penalties:
• File expires and returns to the pool: If you are unable to complete a file on time, you may
request an extension, but if the file expires and returns to the pool, you will receive 2x the credit
for the file. We ask that you only select files when you are ready to begin working immediately,
and that you cancel a file with your mobile phone in the event of an emergency. It is important
to note that repeat offenses may result in your job being terminated without notice.

• Customer Complaint: You will not be paid for file if the client makes a complaint about quality
of your work and the revision showed more than 3% changes.

• File Hoarding: Please note that we have a zero-tolerance policy for file hoarding. If you pick a
file but do not immediately start working on it, your job may be terminated, and all payment
forfeited. We ask that you only select jobs when you are ready to commit to them, and to cancel
the project right away in the event of an emergency or power outage by either contacting
support at help@transcriptionstaff.com or canceling via your phone. It is important to never
extend a project if you have an emergency or power outage as it may result in account
 termination and the cancellation of any payment due.

• Not following client instruction: 1 full credit of the file + instant job termination for new staff.

SOME WORK HAS SPECIAL CLIENT INSTRUCTIONS. YOU MUST READ CLIENT INSTRUCTIONS
CAREFULLY!!!

**CLIENT INSTRUCTIONS OVERRIDES ALL OUR INTERNAL GUIDELINES!**

ANYONE WHO DOES NOT FOLLOW CLIENT INSTRUCTION WILL NOT BE PAID FOR THE FILE, AND NEW
STAFF WILL BE TERMINATED ON SPOT!

HOW IT WORKS
Choosing a File to Work on
When a new job is available, an email automatically notifies you and all QC agents. You may login to
your control panel to pick up the work. However, if it’s not listed there anymore, it means that the file
has been picked up by another proofreader.

Once you log into the panel, you may choose the project and the audio files that’s associated with it,
and click Assign. (see image above). The job will be assigned to you.

How to get file to work on

Once a file is assigned to you, you may start working on it immediately by either 1) streaming file
directly in the browser or 2) downloading the file and work offline.

How to Stream File

We suggest that you use our online streaming software to work on transcription files. Aside from a
play/pause button, you can also control the speed of audio playback, do a single key rewind and use the
fast forward feature.
Here are some shortcuts for your guidance:
• Press ESC to Play or Pause the Audio.
• Press F1 to rewind, and F2 to fast forward. Each time you press it, it rewinds or fast forwards a
few seconds more.
• Press F3 and F4 to control the audio playback speed, we suggest that you slow down the audio
by press F3 once when you start. The audio will slow down by about 30%.

TIP: Press F3 to slow down the play back speed, and use ESC to pause the audio if it’s playing too fast for
you to type and Press F1 to re-listen to the previous 1 second of the audio. It works really efficiently
when used in combination.

How to Download Audio Files

If you prefer to use your own transcription software or if you have a peddle, you may click on the link
below Download Audio File to download the audio and work offline. ** However, please remember to
update your completed work into the work panel once every hour! Failure to do so may trigger the
automated anti-hoarding system. You may lose the file you want to work on and get penalized for it.

Verbatim / Timestamping

When proofreading, make sure to check if the client has made request for Verbatim and/or Timestamp.

http://login.transcriptionstaff.com/verbatim/verbatim.php
Verbatim: If chosen, the transcriptionist should transcribe EVERYTHING including all filler words
(“umms”, “arrs”, “you know”, etc.), just EXACTLY as it is heard. No alteration or editing must be made
(please refer to the format guide for more info on Verbatim).

Non-Verbatim: A transcriptionist who does non-verbatim or “intelligent” transcription, rather than

typing the words exactly the way they are spoken, captures the fundamental meaning behind them.
Errors in grammar are rectified and words or sounds that don't contribute to the underlying message are
removed. If fillers or repetitions occur naturally in the speakers' speech patterns, they are simply
removed by the transcriptionist. In other instances, paraphrasing of a statement is required which
conveys the same idea, but more succinctly. A non-verbatim transcript can be published online without
edits, or it can serve as a marketing piece.

Timestamp: A timestamp is a record of time integrated into the transcription. This is a job assigned
specifically to Proofreaders. For multiple files merged together in one transcription (files over 30min), if
only the 1st part has a timestamp, your job is to put the correct timestamp in the entire document. You
will see the following options in the timestamp window panel:

• NO – Do not insert timestamp.

• EVERY 2 MINUTES – Insert timestamp every 2 minutes.

• SPEAKER CHANGE – Insert timestamp every time there’s a change of speaker.

Examples

[(0:00)] John: This is an example of a transcription and [(01:00)] this is an example of a

timestamp.

Susan: Okay, this is [(02:00)] great.

[END]

ON SPEAKER CHANGE – Insert timestamp whenever there’s a change of speaker.

[(0:00)] John: This is an example of a transcription and this is an example of a timestamp.

[(01:15)] Susan: Okay, this is great.

[END]
TIP: If you are working with our online editor, pressing Control+J will insert the timestamp automatically.
You may also press the timestamp button.

The work you submit should be in the exact format above. Some other guidelines in using Timestamp:

• DO NOT put timestamp next to “[inaudible]” - Correct: [Inaudible] Wrong: [Inaudible 21:00]
• YES Use correct punctuation and spelling.
• YES When speaker changes, start a new paragraph and use single space.
• DO NOT write [END] before you are ready to submit. (Reason: This ensures the work we receive
is complete. . If your document does not end with [END], we know part of it may be lost in
transmission and alert you to re-submit.)
• YES Make sure that the words you use makes sense in the context of the whole sentence.

Completed Transcription File

If you downloaded the audio file, just copy and paste the completed transcription into the text box. If
you are using our browser transcription system to transcribe, please type directly into the text box.
Before submitting your work, please make sure that it’s accurate and complete for customer viewing (at
least 98% accuracy). ALWAYS RUN A SPELL CHECK.

Once your work is completed and done with required timestamp/verbatim (only if requested) then
please check off the box and click Submit.

Saving Your Work

If you are using our transcription editor to transcribe or proofread your work, you may press the SAVE
TEXT icon (top right) to save the text directly to our server. Your saved text will automatically load the
next time you access the project.

*** IMPORTANT WARNING: *** *** IMPORTANT WARNING: ****** IMPORTANT WARNING: ***
ALWAYS SAVE A COPY OF YOUR WORK TO A LOCAL COMPUTER. THE ONLINE “SAVE TEXT” FEATURE
DOES **NOT** WORK 100% OF THE TIME. IT DEPENDS ON YOUR INTERNET CONNECTION OR OTHER
BROWSER FACTORS & CACHE.
If you want to take a break, log out or refresh a page, always have a copy of your work in your local PC.
There WILL BE issues with your internet connection or the server’s internet connection so your work
may not successfully sync onto the server. You may think it never happens but we receive complaints
from staff ON A DAILY BASIS.
YOU ARE GUARANTEED TO LOSE WORK AT SOME POINT.
DON’T BECOME THE VICTIM! ALWAYS SAVE LOCALLY!
*** IMPORTANT WARNING: *** *** IMPORTANT WARNING: *** *** IMPORTANT WARNING: ***
“I can’t understand a certain part of the audio, what do I do?”
Please do your best attempt to understand it. Google it, if you can. However, if you have exhausted all
possible means and you really can’t understand any word, put [inaudible]. (NOTE: Please do not abuse
this system, if you put [inaudible] for any word or words, and customer complaints, we will have another
proofreader review your work, and if the reviewer can understand it, it will affect your accuracy score as
it will be marked as an error). If review shows there are more than 3% error, you won’t be paid for the
job. PS. It’s recommended to google anything you can’t spell.

Abandoning a Project

If you are unable to complete the work or do not have enough time to complete the project, you must
press Cancel Assignment so the project will go back to the system. Our job is time critical, so NEVER
EVER JUST LEAVE IT THERE. IT WILL HAVE A PERMANENT RECORD ON YOUR ACCOUNT AND IT MAY
LEAD TO JOB TERMINATION AS WELL AS FINANCIAL PENALTY!
Closed Captions
Closed captions are text that appear on-screen to help the audience better understand the video. Thus,
you must sync audio with text after you transcribed or proofread it. You do not need to label speakers
but make a note when there’s a change of speaker with “- “. You do not need to worry about
paragraphs. Proper punctuation use is also a must!

Change of Speaker Rule (FOR CLOSE CAPTION ONLY!)

You do not need to label speakers with closed captions when there’s a change of Speaker, separate it
with a “- “. For example:

- Hello, how are you? - I am all well, thank you. - That’s Great!

Transcribe All Sound

Captions are prepared for those who are deaf and hard of hearing; thus, you need to transcribe every
utterance, including those that are not spoken. i.e. [Music], [Laughter], [Pause], [Silence], [Clearing
Throat]. The system will automatically reject your work if non-spoken noises are not transcribed.

Audio Control

• Click the Play button to play OR pause audio or use a shortcut key: [ESC].
• Click the Rewind button to go back 2 seconds every time you click or use shortcut key: F1.
• You can adjust the playback speed to 1x 0.75x or 0.5x, we recommend you playback at 0.75x
speed.
• You can also adjust the volume of the audio.
Typing Panel & Adjusting Captions

You can type the text in the top adjustment bar or bottom typing panel.

If you are typing from scratch, please use the bottom typing panel as it’s much easier to type words,
press “Enter/CR” for a new line or click “+Add After”.

When you sync audio with text and proofread, it is easier to make small changes with the adjustment
bar at the top.

*We recommend you use the bottom panel to finish typing the rough draft, and use the top adjustment
bar to sync audio with text and proofread. *

When the caption box turns amber, you can type 13 characters more.
Drag the green bar to sync audio with text. Make sure that when the audio ends, the text also ends.
Audio and text should sync perfectly on the screen.

You can press “Enter/CR” or click “+ Add After” to create a new bar if you run out of space or see if it is
better to separate the text into two captions. To delete a caption box, click on the red X in the bottom
typing panel.

If you want to merge the content of two captions together, click Merge. It will merge with the caption
below that.

Saving & Submitting Work

Click SAVE to save your current work. Save regularly and make sure you have a stable internet
connection! Otherwise, if you refresh the page without saving, all the work may be lost!

When you are finished with your work, be sure to sync the audio with text and proofread your transcript.
After you are sure that everything is perfect, click Submit Work and you are done!
PERFORMANCE / EARNINGS REPORT

Choose the Month and Year and click Report to see the performance of your work. It will detail every
work you’ve done during the time period. It also features any comment you got from the customer.

If it does not show, double check the month and year if you have inputted the correct month and year.
100% of the errors are caused by inputting the wrong month/year.

Message System

If the client has any special request and the he/she sent you a message, you may see it in the message
panel. You can also reply to the client here. If the management/customer service has any special
instruction, it will be in Internal Memo area. ALWAYS CHECK FOR CLIENT MESSAGE AND REQUEST.
System Login
You should to login the backend system when you are ready to work daily and submit your
transcriptions. Once you finish this guide and the format guide
( http://www.transcriptionstaff.com/transcriptionformat.pdf ) , you may attempt the test at:
http://www.transcriptionstaff.com/onboard/

If you did not get 100% on your first try, it’s ok. Study the correct answers carefully and re-read the
guides. You will see the instruction to create your account once you complete the test and go through
the answers.

You may login @ http://login.transcriptionstaff.com/ after you complete the test and create your
account.

General Questions
Please contact account management via Help Center (Live Chat) or by e-mail
help@transcriptionstaff.com. We are available 24 hours a day, 7 days a week. Please be specific with
your request and ALWAYS include your login (staff ID) and audio ID (if any). Please understand that you
need to present us with all the relevant information that you think will help us address your concern.

YOU MUST include your login and audio ID (if any), otherwise we cannot help you.

Technical Support & Emergency Escalation

If you have encountered any technical issue or problem in your work, please contact the account management
by click on Live Chat Button (bottom left of your work panel) or send us an email at help@transcriptionstaff.com
IMMEDIATELY.

It's essential that you supply these THREE pieces of information:

1. Audio ID: This is the most critical part, without Audio ID there's nothing we can do. There are hundreds of
projects in system, and we need the Audio ID to identify the correct project.

2. Staff ID: We need your staff ID (e.g. if101), otherwise we will not be able to identify who you are.

3. Screen Capture & Issue Description: Capture a screenshot of the issue with the “Printscreen” button
(paste it into paint, save as .jpg or send the exact error message). You also need to describe the exact issue
and how it occurred. Please be as detailed as possible.

[END] and Welcome to the team!