TWE: IS21: RP001: Intern Exit Interview Recordings: De-identify: Intern 002

Dependencies

~~- [ ] All the user interview issues have been created~~ IS21 didn't set up those issues, but all interviews were conducted. See TWE: IS21: RP001: Intern Exit Interview Roll Call and Session Table ~~- [ ] Interview Recording Upload Form needs to be created~~ The interviews were conducted before we set up the upload form, so it doesn't apply in RP001's case

[x] Interview recordings have been uploaded and moved into Internship - PII's "My Drive"
[x] Interview transcripts have been created

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.

During these tasks, you will be asked to add links to the Resources/Instructions section, and that section is at the bottom of this issue (go view it now).

Another tip is to use split browser windows side by side when working on any GitHub issue, so you can edit the issue on one window, and check the resources or click through links on the other window to avoid a lot of back and forth. Make sure to refresh both windows to reflect any changes you made, including updating the issue or checking the boxes on one of them.

Action Items

[x] 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.
- [x] UX lead accesses the Internship - PII's "My Drive"
- [x] Choose "Manage members", which is located towards the top right side of the browser
- [x] Enter the assignee's email address and select the role as "Contributor"
- [x] Confirm with the assignee that they have access to the Internship - PII's "My Drive"

Customize Resource Links

Customize Resource for Wiki Page Link
- [x] Go to the wiki page: Research Output Overview (Resources # 1.01)
- [x] Find relevant wiki page for RP001
- [x] Copy the link for the wiki page
- [x] 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
- [x] 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
- [x] Open the Google Drive's Research by Type Folder (Resources # 1.02)
- [x] Choose the Intern folder
- [x] Choose the RP001 folder
- [x] 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"
- [x] 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
- [x] Choose "Update comment" in Github and make sure all the checkboxes above have been checked
Customize Resource for Interview Recordings and Transcriptions Tracking Sheet
- [x] Open the Research Plan's Google Drive folder in the Internship's shared drive (Resource # 2.02)
- [x] Locate the TWE: IS21: RP001: Intern Exit Interview Recordings and Transcriptions Tracking Sheet in the folder
- [x] 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"
- [x] 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
- [x] 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
- [x] Log into your Google account so you will be able to access the Internship - PII's 'My Drive' in the next steps
- [x] Choose Shared drives > Internship - PII > Internship -PII
- [x] Choose TWE Interview Recordings by Plan # folder in Internship - PII's My drive (Resources # 1.03)
- [x] Locate the video recording folder for RP001 inside the folder TWE Interview Recordings by Plan #
- [x] 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"
- [x] 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
- [x] 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
- [x] Go to RP001 folder (Resources # 2.02)
- [x] Locate the RP001 De-identified Transcripts folder
- [x] 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"
- [x] 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
- [x] 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
- [x] Check the title of this issue to identify the participant number, which comes after De-identify:
- [x] Open the TWE: IS21: RP001: Intern Exit Interview Recordings and Transcriptions Tracking Sheet (Resources # 2.03)
- [x] Locate the recording video in .mp4 format that matches the participant number in Column B of the tracking sheet
- [x] Copy the link of the recording that matches the participant number in Column B of the tracking sheet
- [x] 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
- [x] Locate the transcript in .txt format that matches the participant number in Column C of the tracking sheet
- [x] Copy the link of the .txt file that matches the participant number in Column C of the tracking sheet
- [x] 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
- [x] 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 002 and check to make sure a Google Doc has been created
- [x] 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-
```
  5. Go back to the folder where a copy of the Google doc was created
  6. Choose the three vertical dots on the top right side of the file
  7. Choose "Rename"
  8. Remove Copy of from the file name when the Rename text box pops up
  9. Paste what you copied into the beginning of the file name text box
  10. Choose "Ok"
- [x] 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"
- [x] 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
- [x] Choose "Update comment" in GitHub and make sure all the checkboxes above have been checked

Clean up and de-identify the transcript

[x] Open the Google Doc transcript if it is not open yet (Resource # 2.08)
[x] Listen to the recording to get yourself familiar with the transcript
[x] Listen to the recording again and clean up the inaccuracies in the transcript as you read along
- [x] 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)
- [x] Add any missed words
- [x] Edit any typos and misidentified words
- [x] Deleted repeated words
- [x] Remove verbal filler words such as "um" and "uh" if they don't serve any purpose
  - Sometimes the verbal fillers can indicate the interviewee's emotions or thoughts. In this case, provide context in square brackets to demonstrate the emotions or thoughts (e.g., [The participant hesitated for a while before coming up with the answer]).
- [x] Where needed, add context in square brackets so that a reader could understand what was happening without watching the video (e.g., [steps off camera])
Read through the transcripts again and make edits to de-identify any personal information
- [x] Search for the participant's name
- [x] Replace with their participant number, i.e. I001
- [x] Search for unknown speakers in the transcript
- [x] Replace unknown speaker with UXR number or other participant type/number
- [x] Read through the transcripts to search for any identifiable information in the interview
- [x] 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].
- [x] 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
- [x] Focus on punctuation, readability, and formatting.
When you're satisfied that the transcript is completely deidentified
- [x] Click on the version history and select the most current version
- [x] Click the three dots and select "Make a copy", and the "Copy version" window pops up
- [x] In the "Name" text box, remove the "Copy of" text at the beginning and the timestamp at the end from the file name
- [x] Copy
```
De-identified Interview Transcript-
```
- [x] 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"
- [x] 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
- [x] 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"
- [x] Paste what you copied into the matching participant's cell in Column D Transcription Link - de-identified in the tracking sheet (Resources # 2.03)
- [x] 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
- [x] Choose "Update comment" in GitHub and make sure all the checkboxes above have been checked

[x] Review with UX Lead
[x] 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 #

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 2.06 Intern 002 Recording Link 2.07 Intern 002 Transcript .txt File 2.08 Intern 002 To be De-identified Transcript Google Doc 2.09 Intern 002 De-identified Transcript Google Doc

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

@AndrewSalvatore Thank you for working on this issue.

I've updated the template based on your feedback and created a to be de-identified Google doc in the Intern 002's folder.

I made a few minor edits to the de-identified transcript and updated the link in Resources # 2.09 with the de-identified transcript in the de-identified transcript folder. Everything looks good.

@sunannie27 Please review the deliverables in Resources # 2.03, 2.06-2.09.

Let us know if you have any questions.

@AndrewSalvatore I just reviewed the de-identified transcript (resource 2.09) and I think it would be helpful if we used Grammarly to add in punctuation that is indicated. Example:

Good, thank you. So where are you calling in from?

Should be Good, thank you. So, where are you calling in from?

It will make it easier to read, when analyzing.

Grammarly chrome extension

--- @sunannie27 and I also reviewed all the other documents and they seem done. So consider this the product signoff on those.

Thank you for the feedback, @bonniewolfe and @sunannie27. I cleaned up the punctuation using Grammarly so @AndrewSalvatore could focus on the video and the script for the video.

Closing this issue since it is now completed.

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

Would you please update "interviewer" with "UXR 002" in intern 002's transcript? I also noticed the "interviewee" should be replaced by "Intern 002". 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).

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

Would you please update "interviewer" with "UXR 002" in intern 002's transcript? I also noticed the "interviewee" should be replaced by "Intern 002". 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).

@pandanista Both are fixed now

Awesome, thank you, @AndrewSalvatore. I am closing this issue since the transcript looks good now.

Reopening this issue since we need to track people being mentioned in the transcripts.
[x] 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 (Interns & UXR Excluded) spreadsheet by following the steps below:
- [x] Open the TWE: IS21: RP001: Participants List from Interviews (Interns & UXR Excluded) spreadsheet in a new tab
- [x] Scroll up to the Resources section to locate recording video and transcripts
- [x] Listen to the interview recording in Resources 2.06 to get familiar with the content
- [x] 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.
- [x] Listen to the recording in Resources 2.06 again while reading through the transcript(s) in Resources 2.08 and Resources 2.09
- [x] Identify any individual's name being mentioned, and list out all the relevant information in the same spreadsheet. No need to include intern and the UXR names since we track them in the roll call and session table.
  - [x] 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.
  - [x] 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 same spreadsheet, then the next Hack for LA website team member will be HfLAWTM003.
  - [x] 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 same 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
- [x] 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 (Interns & UXR Excluded) spreadsheet
[ ] UXR Lead will add the de-identified participants' information to the TWE: IS21: RP001: De-identified Participants List from Interviews (Interns & UXR Excluded) and save in RP001's folder in the shared Google Drive

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

@SalomeM-UXD: I am assigning this issue to you.

Please listen to the interview recording in Resources 2.06, and identify any individuals that were mentioned in the interview session with Intern 002 in the transcripts (Resources 2.08 and 2.09) by listing out their info in a spreadsheet.
- The instructions can be found in this comment.
- 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 in the comment above as you go along.

Thank you very much!

Quick question: I cannot find the link to the videos mentioned in the step below on the spreadsheet, but I have been given access to the interview video separately. I just want to confirm if these two are the same thing.

I've noticed that the time stamps on transcripts 2.09 and 2.08 are different. Is there a specific reason for this? I assumed that all time stamps need to be identical.

I believe the time stamps on the de-identified document are more accurate. Should I use those time stamps for referencing on the Excel sheet?

@SalomeM-UXD They are different because the to-be-identified transcript came with a set of timestamps (I assume it was from Zoom) while the de-identified transcript's timestamps were cleaned up and processed based not the recorded interview.

Yes, for the spreadsheet, we should use the de-identified transcript's timestamps because it matches with the recorded interview video.

@pandanista Okay, cool—I listened to the whole interview and finished reviewing Resource 2.09 (the de-identified transcript), and I didn't find any PII that was not addressed. However, I still do not see the point of finding PII in Resource 2.08 since it has already been deidentified in Resource 2.09, which I already reviewed for the third time.

Please let me know if I am missing anything otherwise, this issue should be done

We only had one occasion when UXR mentioned another Intern's name in 2.09, which was not referenced correctly. It is explained in the excel sheet @pandanista .

@SalomeM-UXD: I see why you got confused, please follow the instructions in this comment.

Once you finish an action item, please check it off.
The part to replace the participant role with the participant number is the last action item for you:
- So if lead mentor is used, then look up the sheet, find the participant number, then replace it in the de-identified transcript.
If the instructions need more clarification, please leave a comment with a screenshot so we could address it. Also, if you have suggestion to make the instructions more clear, please let us know so we revise it.

Thank you very much!

hackforla / internship