TWE: IS21: RP001: Intern Exit Interview Recordings: De-identify: Intern 006

[pandanista]

Overview

We need to clean up and de-identify RP001's Intern Exit interview transcripts so that we can move on to the data analysis and insights generation phase.

Action Items

• UX lead adds the assignee to the Internship - PII's "My Drive" as a Contributor so that they have access to Internship - PII's My Drive where the recordings and transcripts with PII are stored.
  • UX lead accesses the Internship - PII's "My Drive"
  • Choose "Manage members", which is located towards the top right side of the browser
  • Enter the assignee's email address and select the role as "Contributor"
  • Confirm with the assignee that they have access to the Internship - PII's "My Drive"

Customize Resource Links

• Customize Resource for Wiki Page Link

  • Go to the wiki page: Research Output Overview (Resources # 1.01)
  • Find relevant wiki page for RP001
  • Copy the link for the wiki page
  • In Resources # 2.01, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

• Customize Resource for this Research Plan's Google Drive Folder

  • Open the Google Drive's Research by Type Folder (Resources # 1.02)
  • Choose the Intern folder
  • Choose the RP001 folder
  • Copy the link of the RP001 folder
    1. Choose the three vertical dots on the right side of the RP001 folder
    2. Choose "Share"
    3. Choose "Get link"
    4. Choose "Copy Link" and "Done"
  • In Resources # 2.02, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

• Customize Resource for Interview Recordings and Transcriptions Tracking Sheet

  • Open the Research Plan's Google Drive folder in the Internship's shared drive (Resource # 2.02)
  • Locate the TWE: IS21: RP001: Intern Exit Interview Recordings and Transcriptions Tracking Sheet in the folder
  • Copy the link of TWE: IS21: RP001: Intern Exit Interview Recordings and Transcriptions Tracking Sheet
    1. Choose the three vertical dots on the top right side of the file
    2. Choose "Share"
    3. Choose "Get link"
    4. Choose "Copy Link" and "Done"
  • In Resources # 2.03, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

• Customize Resource for Interview Recording Folder stored in the Internship - PII's My Drive

  • Log into your Google account so you will be able to access the Internship - PII's 'My Drive' in the next steps
  • Choose Shared drives > Internship - PII > Internship -PII
  • Choose TWE Interview Recordings by Plan # folder in Internship - PII's My drive (Resources # 1.03)
  • Locate the video recording folder for RP001 inside the folder TWE Interview Recordings by Plan #
  • Copy the link of the video recording folder for RP001
    1. Choose the three vertical dots on the right side of the folder
    2. Choose "Share"
    3. Choose "Get link"
    4. Choose "Copy Link" and "Done"
  • In Resources # 2.04, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

• Customize Resource for the De-identified Transcripts Folder in the Shared Drive 

  • Go to RP001 folder (Resources # 2.02)
  • Locate the RP001 De-identified Transcripts folder
  • Copy the link of the folder
    1. Choose the three vertical dots on the right side of the folder
    2. Choose "Share"
    3. Choose "Get link"
    4. Choose "Copy Link" and "Done"
  • In Resources # 2.05, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in GitHub and make sure all the checkboxes above have been checked

• Customize Resources for the Recording and Transcript you are Assigned to

  • Check the title of this issue to identify the participant number, which comes after De-identify:
  • Open the TWE: IS21: RP001: Intern Exit Interview Recordings and Transcriptions Tracking Sheet (Resources # 2.03)
  • Locate the recording video in .mp4 format that matches the participant number in Column B of the tracking sheet
  • Copy the link of the recording that matches the participant number in Column B of the tracking sheet
  • In Resources # 2.06, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Locate the transcript in .txt format that matches the participant number in Column C of the tracking sheet
  • Copy the link of the .txt file that matches the participant number in Column C of the tracking sheet
  • In Resources # 2.07, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Prepare for cleaning up and de-identification by converting the .txt file into a Google Doc
    1. Click on the link in Column C Transcription Link that matches the participant number (Resources # 2.07)
    2. Choose Open with Google Docs 
    3. A Google Doc is generated in a new window with the same .txt file name
    4. The Google Doc is now saved into the same folder with the corresponding video and .txt file
    5. Open the RP001 Interview Recording folder (Resources # 2.04)
    6. Open the corresponding folder for Intern 006 and check to make sure a Google Doc transcript has been created
  • Make a copy of the Google Doc that was just generated and rename it
    1. Choose the three vertical dots on the top right side of the file
    2. Choose "Make a copy"
    3. A copy of the Google Doc is generated in the same folder
    4. Copy

    To be de-identified-
    

    1. Go back to the folder where a copy of the Google doc was created
    2. Choose the three vertical dots on the top right side of the file
    3. Choose "Rename"
    4. Remove Copy of from the file name when the Rename text box pops up
    5. Paste what you copied into the beginning of the file name text box
    6. Choose "Ok"
  • Copy the link of the "to be de-identified" Google Doc transcript you just created
    1. Choose the three vertical dots on the top right side of the file
    2. Choose "Share"
    3. Choose "Get link"
    4. Choose "Copy Link" and "Done"
  • In Resources # 2.08, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

Clean up and de-identify the transcript

• Open the Google Doc transcript if it is not open yet (Resource # 2.08)
• Listen to the recording to get yourself familiar with the transcript
• Go to Resources # 1.04 to get a refresher on the cleaning up and de-identification process. This is particularly important if it is your first time cleaning up an interview transcript.
  • Check Resources # 1.04.01 to understand when and how to use brackets [ ] and parenthesis ( ) when working on cleaning up the transcript, so you can learn to use them properly.
  • Watch the videos in Resources # 1.04.02 as they walk you through how to clean up and de-identify the transcript
  • Read Resources# 1.04.03 and 1.04.04 for more best practices to clean up and de-identify an interview transcript
• Listen to the interview recording again and clean up the inaccuracies in the transcript as you read along
  • Separate the texts based on speakers and timestamps (timestamps should match the video file timestamps in case a researcher needs to go back and double-check the original video)
  • Add any missed words if the transcribing process missed any or to provide more context
  • Write exactly what they say, even if it is grammatically incorrect or doesn’t make much sense. You can use brackets to correct them if needed, but no need to erase them.
  • Edit any typos and misidentified words in the transcript
  • Deleted repeated words
  • Keep interjections like “hmm”, “uh”, “woah”, “yeah”, “okay”, “um”, “ohh”, “mmm” because they often contains emotions and meanings (e.g. Mmmm [no], Mhmm [yes])
  • For verbal filler words such as "um" and "uh", keep a blance between authenticity and readability. See Resources # 1.04.04 for more on this topic.
    • When the verbal fillers are distractions and don't serve any purpose, you may remove them.
    • When the verbal fillers can indicate the interviewee's emotions or thoughts. In this case, keep the verbal fillers and provide context to demonstrate the emotions or thoughts. E.g., (The participant hesitated for a while before coming up with the answer).
  • Where needed, add context in brackets (for important information) or parentheses (for supplemental information) so that a reader could understand what was happening without watching the video. E.g., he [the mentor] was helpful; or (steps off camera)
• Read through the transcripts again and make edits to de-identify any personal information
  • Search for the participant's name
  • Replace with their participant number, i.e. I001
  • Search for unknown speakers in the transcript
  • Replace unknown speaker with UXR number or other participant type/number
  • Read through the transcripts to search for any identifiable information in the interview
  • Replace any personal identifiable information with non-identifiable terms. For example, if someone's name is mentioned, we should use their roles inside square brackets so the reader knows this information was redacted (e.g., [team member], [peer], [mentor], [manager]). If their specific school is mentioned, we should redact that info with either [high school] or [college].
  • If they mentioned any specific issues they worked on, make sure to remove the issue numbers and rephrase the issues they worked on
• Read through the edited transcripts again
  • Focus on punctuation, readability, and formatting.
• When you're satisfied that the transcript is completely deidentified
  • Click on the version history and select the most current version
  • Click the three dots and select "Make a copy", and the "Copy version" window pops up
  • In the "Name" text box, remove the "Copy of" text at the beginning and the timestamp at the end from the file name
  • Copy

  De-identified Interview Transcript-
  

  • Paste the text you just copied in front of the file name in the "Name" text box
    • The new file name should be formatted like "De-identified Interview Transcript-RP001-UX Researcher Abbreviation###-Intern Abbreviation###"
    • An example: "De-identified Interview Transcript-RP006-U007-I001"
  • Save the renamed de-identified Google doc transcript into the RP001 De-identified Transcripts folder. This is to make sure that the version history does not include any identifiable information.
    1. Click the folder icon under "Folder"
    2. Choose "All locations"
    3. Choose Shared drives > Internship > Internships > Research > Research by Type > Intern > folder for RP001 > RP001 De-identified Transcripts
    4. Choose "Select"
    5. Select "Make a copy"
    6. The copy of the file is generated in a new browser
    7. Dismiss the notification that says the file is now in the shared drive
  • Copy the link of the de-identified transcript in the shared drive
    1. Choose "Share"
    2. Choose "Get link"
    3. Choose "Copy Link" and "Done"
  • Paste what you copied into the matching participant's cell in Column D Transcription Link - de-identified in the tracking sheet (Resources # 2.03)
  • In Resources # 2.09, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in GitHub and make sure all the checkboxes above have been checked

• Review with UX Lead
• Product sign-off
• UXR Lead or PM removes the assignee from the Internship - PII's My Drive when closing the issue if the assignee no longer needs to access the PII drive.

Resources/Instructions

Resources for creating this issue

1.01 Wiki: Research Output Overview
1.02 Google Drive Folder: Research by Type
1.03* TWE Interview Recordings by Plan #
1.04 Guidelines to Interviews Page 8
1.04.01 Brackets vs. Parentheses
1.04.02 Video folder
1.04.03 Cleaning Up Zoom Transcriptions for Qualitative Research
1.04.04 Determining Best Practice for Filler Words in Captions and Transcripts

Resources gathered during the completion of this issue

2.01 Wiki: Research Plan: RP001
2.02 Google Drive Folder: RP001
2.03 TWE: IS21: RP001: Intern Exit Interview Recordings and Transcriptions Tracking Sheet
2.04* RP001 Interview Recording Folder
2.05 RP001 De-identified Transcripts Folder
2.06 Intern 006 Recording Link part 1 ; part 2
2.07 Intern 006 Transcript .txt File part 1 ; part 2
2.08 Intern 006 To be De-identified Transcript Google Doc part 1 ; part 2
2.09 Intern 006 De-identified Transcript Google Doc

*This folder can only be accessed from the Internship - PII's "My Drive"

[pandanista]

@jessieliu1219 Would you please work on intern006's transcript? The only difference is there are 2 parts in this interview folder because we interviewed her twice, so we need to combine the transcripts in the end.

Again, those videos in the video folder might be helpful for the de-identification and the cleaning up too. Please leave any feedback or thoughts for the videos in this issue so Drew can incorporate them into the videos he is producing.

Let me know if you have any questions. Thank you!

[pandanista]

@jessieliu1219 Would you please provide an update? Thank you.

1. Progress: "What is the current status of your project? What have you completed and what is left to do?" - we know you just came back from break, please just summarize the progress from before then
2. Blockers: "Difficulties or errors encountered."
3. Availability: "How much time will you have this week to work on this issue?"
4. ETA: "When do you expect this issue to be completed?"
5. Pictures or links* (if necessary): "Add any pictures or links that will help illustrate what you are working on."

• remember to add links to the top of the issue if they are going to be needed again.

[jessieliu1219]

Hi @pandanista, I've finished the project. The only issue is that there are two parts of the file, and it needs some adjustment in the resources area.

[pandanista]

@jessieliu1219 Thank you for working on this issue. It looks good overall. I've made some edits to clear up the transcript even more.

@sunannie27 The transcript linked in Resource 2.09 is ready for Product to review. Let us know if you have any questions. Thank you.

[pandanista]

@jessieliu1219 Would you take another look at Intern 006's transcript?

We have decided at the all-team meeting today, that instead of Grammarly, please use LanguageTool Chrome Extension to clean up the punctuation and verbal ticks in the transcript. Thank you very much!

I've copied Resources 1.04 below for easy reference on how to clean up the interview transcripts.
1.04 Guidelines to Interviews Page 8
1.04.01 Brackets vs. Parentheses
1.04.02 Video folder
1.04.03 Cleaning Up Zoom Transcriptions for Qualitative Research
1.04.04 Determining Best Practice for Filler Words in Captions and Transcripts

[pandanista]

A few guidelines on the transcript formatting:

1. Use the 'in-line' format as seen here in Intern 001's transcript
2. Use 6 digit format for all the timestamps, for example, 01:01:01 as hour one/minute one/second one
3. Use "Interviewer" and "Intern ###" throughout the transcript. See an example here in Intern 001's transcript.
   • If there were more than two people recorded on the transcript, name the third person based on the interview set-up or context, such as Program Manager, Note Taker, etc. If you are not sure what to name them, ask leads on the project to clarify.
4. If there are other numerical values in the transcript, transcribe them using texts. For example, if a time such as 6:30 is mentioned, type out six thirty when cleaning up the transcript. Another example is if the interviewee mentioned he mainly sought help from 3 other peers, type out three instead of using the number 3.

[pandanista]

@jessieliu1219 Welcome back, and hope your 2024 is off to a good start.

Would you please provide an update?

1. Progress: "What is the current status of your project? What have you completed and what is left to do?" - we know you just came back from break, please just summarize the progress from before then
2. Blockers: "Difficulties or errors encountered."
3. Availability: "How much time will you have this week to work on this issue?"
4. ETA: "When do you expect this issue to be completed?"
5. Pictures or links* (if necessary): "Add any pictures or links that will help illustrate what you are working on."

• remember to add links to the top of the issue if they are going to be needed again.

[jessieliu1219]

Hi @pandanista, I've finished using LanguageTool Chrome extension to clean the file, and changed the timestamps into six digit formats.

[pandanista]

@jessieliu1219 Hi Jessie, thank you for working on the Intern 006's transcript. I took another look at the transcript, and I still spot places that need editing and cleaning up, such as adding punctuation.

One example is shown below. Instead of 950, it should be nine fifty. Then the period of the sentence is missing.

Again, please make sure to follow the resources and guidelines in comment 1 and comment 2 above to clean up the transcripts so we can stay consistent in cleaning up the transcripts.

Thank you very much.

[pandanista]

There is one minor change for the transcript cleaning up process, and thank you for being so patient with us, @Dzotsen.

Would you please update "interviewer" with "UXR 003" in intern 006's transcript? Much appreciated!

We decided to include the UXR numbers in the transcripts because 1). there might be different probing questions for semi-structured interviews from different interviewers, and 2). it will be easier to reference the UXR when doing analysis or making highlight reels (if needed).

[Dzotsen]

"Interviewer" updated with "UXR 003" in intern 006's transcript.

[pandanista]

Need another round of review on Intern 006's De-identified Transcript. Thank you.

Action Items for Peer Review

• Review this issue
  • Read the issue overview to learn about why this document was created.
  • Locate draft of the document in the Resources.
• Review resources in 1.04 for easy reference on how to clean up the interview transcripts (those resources are listed below for easier access)
  • 1.04 Guidelines to Interviews Page 8
    • 1.04.01 Brackets vs. Parentheses
    • 1.04.02 Video folder
    • 1.04.03 Cleaning Up Zoom Transcriptions for Qualitative Research
    • 1.04.04 Determining Best Practice for Filler Words in Captions and Transcripts
• Review the de-identified transcript
  • Preview the draft quickly to get a sense of how the draft is structured and the type of content.
  • Review the structure of the draft to ensure that the headings (in a Google Doc) or columns (Google Sheet) are clearly identified.
  • Install LanguageTool Chrome Extension to clean up the punctuation and verbal ticks in the transcript.
  • A few guidelines on the transcript formatting:
    1. Use the 'in-line' format as seen here in Intern 001's transcript
    2. Use 6 digit format for all the timestamps, for example, 01:01:01 as hour one/minute one/second one
    3. Use "Interviewer" and "Intern ###" throughout the transcript. See an example here in Intern 001's transcript.
       • If there were more than two people recorded on the transcript, name the third person based on the interview set-up or context, such as Program Manager, Note Taker, etc. If you are not sure what to name them, ask leads on the project to clarify.
    4. If there are other numerical values in the transcript, transcribe them using texts. For example, if a time such as 6:30 is mentioned, type out six thirty when cleaning up the transcript. Another example is if the interviewee mentioned he mainly sought help from 3 other peers, type out "three" instead of using the number "3".
• Provide feedback
  • Add feedback in the form of (1) questions and/or (2) explicit instructions for how the content should be improved. Feedback in a Google Doc should be given in the form of document comments.
  • If there are edits to be made, please use "suggesting mode" in Google doc instead of "editing mode".
  • Determine the accuracy of the content for each section (Google doc). If you find an inaccuracy, error, or mis-categorization, explain how the information presented could be improved.
  • For each suggested improvement, provide a link or reference within your comment to justify your suggestion (if available).
• Once all the steps have been completed, reach out to the UX Lead to determine if they can complete the next steps in the issue.

[pandanista]

We also need to identify the individuals that were mentioned in the 2-part interview.

• UX Research Lead assigns the assignee to the PII drive so they have access to the recording and original transcripts
• Fill out any individual's name and relevant information in the TWE: IS21: RP001: Participants List from Interviews (UXR Excluded) spreadsheet by following the steps below:
  • Open the TWE: IS21: RP001: Participants List from Interviews (UXR Excluded) spreadsheet in a new tab
  • Scroll up to the Resources section to locate recording video and transcripts
  • Listen to the interview recording in Resources 2.06 to get familiar with the content
  • Read through the transcript(s) in Resources 2.08 and Resources 2.09 to identify any individual that was mentioned by the intern during the interview
    • Their name in the transcripts might have been replaced by their participant type or number or even spelled wrong, so pay close attention to the transcripts.
  • Listen to the recording in Resources 2.06 again while reading through the transcript(s) in Resources 2.08 and Resources 2.09
  • Identify any individual's name being mentioned, and list out all the relevant information in the spreadsheet. No need to include intern and the UXR names since we track them in the roll call and session table.
    • Please check each participant type's abbreviation under the "Research Documents by Participant Type" section of the Research Output Overview Wiki Page. For example, mentor is M.
    • The participant numbers are sequential based on the time of entry and occurrence of the mention. I.e. if there are already two Hack for LA website team members being listed previously in the spreadsheet, then the next Hack for LA website team member will be HfLAWTM003.
    • If the name is already included in the sheet because other interns have mentioned them, please still list out their names and relavent informatioon. Also, for the people who were mentioned repeatedly, please make sure to use the same role and the same participant number that are already assigned to them so we can keep track of the people being mentioned across all interviews.
    • If you are not sure of the roles of any of the names mentioned, please list the names, timestamps, and transcript links in the spreadsheet, and leave the role column and the participant number column blank.
      • Leave a comment to ask for clarification in the transcript by highlighting the individual's name.
      • Leave a new comment in this issue or/and inform the UXR lead at the next meeting
      • UXR lead confirms the role of the individual
  • After identifying and confirming on the names, roles, and other relevant information, use the search and replace function in Google Doc to replace any identifiable names in the de-identified transcript (link in Resources 2.09) with the participant number assigned to them from the spreadsheet.
• UXR Lead will review the TWE: IS21: RP001: Participants List from Interviews (UXR Excluded) spreadsheet
• UXR Lead will add the de-identified participants' information to the TWE: IS21: RP001: De-identified Participants List from Interviews (UXR Excluded) and save in RP001's folder in the shared Google Drive

Let me know if you have any questions. Thank you.

[pandanista]

@e-khlystova: Assigning this issue to you since it is more time sensitive.

• Please listen to the interview recording in Resources 2.06, and identify any individuals that were mentioned in the interview session with Intern 006 in the transcripts (Resources 2.08 and 2.09) by listing out their info in a spreadsheet.
  • The instructions can be found in comment 2.
  • The names might already be de-identified. For example, project lead or lead mentor might be used in the de-identified transcript. In that case, list out the name (based on the interview recording), role, and other info in the spreadsheet. If the name wasn't there in the spreadsheet, assign them a new participant number based on participant type. If the name already exists in the spreadsheet, then use the same participant number they are already assigned to.
  • Please check off the boxes as you go along.
• Please listen to the interview recording in Resources 2.06, clean up, and de-identify the transcript in Resources 2.09.
  • The instructions can be found in comment 1.
  • Please check off the boxes as you go along.

Thank you very much!

[pandanista]

It makes more sense to work on comment 2 first and then work on comment 1. I've updated the comment above.

[pandanista]

Hi @e-khlystova Would you please provide an update?

1. Progress: "What is the current status of your project? What have you completed and what is left to do?" - we know you just came back from break, please just summarize the progress from before then
2. Blockers: "Difficulties or errors encountered."
3. Availability: "How much time will you have this week to work on this issue?"
4. ETA: "When do you expect this issue to be completed?"
5. Pictures or links* (if necessary): "Add any pictures or links that will help illustrate what you are working on."

• remember to add links to the top of the issue if they are going to be needed again.

[e-khlystova]

Hi @pandanista ,

Since I'm finishing my dissertation this week I haven't had a chance to look at it. I'm turning in my defense draft on Friday and should have significantly more time next week. Here's the update:

1. Progress: None yet
2. Blockers: None (unless you count my dissertation :'))
3. Availability: Starting Sunday, I will have my usual amount of time and flexibility to work on this. I anticipate several hours will be contributed before next week's team meeting.
4. ETA: I'm not sure how long this issue will take, but I anticipate I could finish it within the next two weeks, provided I don't encounter any blockers/issues.

Thank you for your patience! I'm only doing one dissertation, so this won't be an issue again ;) I'll back to my usual contribution level next week!!

[e-khlystova]

@pandanista Ready for your review! I replaced all previously "deidentified" labels with the new numbering conventions, which I included as suggested edits in this document. Caught a small transcription error as well -- otherwise, looks good to me, let me know what you think!!

[pandanista]

@e-khlystova Thank you for all your hard work. Made a few more minor edits. Both the spreadsheet and de-identified transcript look great.

@sunannie27 Please review:

• Intern 006 De-identified Transcript Google Doc
• Row 12-14 in TWE: IS21: RP001: Participants List from Interviews (UXR Excluded) spreadsheet
• Row 11-13 in TWE: IS21: RP001: De-identified Participants List from Interviews (UXR Excluded)

We can sign off on this issue if there is no question about the deliverables. Thank you.

[sunannie27]

@pandanista @e-khlystova In TWE: IS21: RP001: De-identified Participants List from Interviews (UXR Excluded), M001 was mentioned at 00:00:59 in part 1 and 00:00:56, 00:19:09, 00:19:59, 00:20:53 in part 2 but the spreadsheet lists 00:05:06 in part 2 which is not true

[pandanista]

@sunannie27 Thank you for catching them.

• Corrected the typo in part 2, and added the missing one from part 1.
• If everything else looks good, can we close the issue?

[sunannie27]

@pandanista Yes, everything else looks good.