1. 1 Cataloging Using the DLESE Catalog System 25 June 2003 Holly Devaul GCCS Internship

2. 2 Today’s Goals Using the DLESE Catalog System (DCS) for creating and managing metadata records The basics of metadata, cataloging protocol, vocabularies, best practices Workflow

3. 3 The DLESE Catalog System The DCS is a distributable catalog management and discovery system that enables collection builders to develop, manage, and share their collections.

4. 4 DLESE Catalog System Four Modules Discover – search over records in the collection Contribute – initial cataloging Manage – edit and move records Share – Share records with other collections

5. 5 Contribute – Catalog a resource Produces XML records in the DLESE -IMS metadata framework Produces unique ID numbers Can be customized for stand-alone collections DLESE-000-000-000-123 Sequential

6. 6 Metadata for DLESE “Data about data” in the library will help teachers & learners find what they need Structured, descriptive information about a resource. What is it about? Who created it? Where do I find it? What do I need to use it? etc…. Information returned to user in search Information shared with other libraries The metadata record is what DLESE creates and holds, not the physical files of each resource.

7. 7 DLESE Metadata Framework Full framework is extensive; > 100 fields Developed to support the description and discovery of educational objects Geospatial referencing (location, temporal data) We are transitioning to a new framework this year. Some fields will need additional coding to facilitate this transformation process (sorry).

8. 8 Required Metadata Minimal metadata set to to identify the resource Provides descriptive, educational and computer information as well as subject assignment for browsing and assessment. All records must contain this information

9. 9 Required Metadata Fields URL, Title Description, Subject Resource type, Audience Technical info, cost, copyright Resource creator Resource cataloger (you)

10. 10 Suggested Fields Mirror URLS Educational standards Keywords Relation Coverage

11. 11 Cataloging Process Make informed decisions about content, pedagogy, and computer requirements based on best practices and cataloger expertise From experience, spend 30 to 60 minutes to generate required metadata for unfamiliar resources Manually catalog by copying, pasting, and typing while reviewing resource on-line

12. 12 Decide what to catalog and how DPC granularity recommendations: Create single records for resources as a whole - begin with overarching site. Create additional records if individual parts of resource differ substantially in technical requirements, descriptions and educational data. Strikes a balance between supporting resource discovery with reasonable user effort yet avoids potential user frustration with retrieving too many redundant records.

13. 13 Consider user perspective Think about end user, who will read your written description and vocabulary choices. What search terms would you use, if you were looking for an item such as this? What information would you need and want in the description as a potential user of the resource? Your characterization will assist users in finding the resources they want.

14. 14 DLESE Catalog System

15. 15 Cataloger Navigation and Tech Tips Only one instance open at a time Navigation via side bar, no Back button Exit using menu options only; e.g. do not close using the X in the upper right corner Best practices for each field available Several types of data input…. Some require a submit button action before leaving the page, others build lists.

16. 16 DLESE Catalog System-Contribute Click on “Contribute” then “Launch the DLESE Resource Cataloger” Activities supported: Create new records Edit records you have created previously but not yet submitted View best practice guidelines and view vocabulary explanations for DLESE required metadata

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18. 18 Filters Relevance Filter: Is the resource relevant to Earth System Science education? Integrity Filter: Does it function reasonably; i.e., seem to be basically bug-free?

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20. 20 URL Field: The URL that resolves to the resource. Can only support http://, not ftp or https protocol Cannot support = ? url’s Mirror sites can be added under Suggested Fields

21. 21 Duplicate checking If the URL is already in the DLESE collection you will not be allowed to catalog it. If it is similar in domain name it you may decide to catalog it if: It really is a different resource under a similar looking URL. If your URL is under a similar looking URL but differs substantially in description, educational components or computer requirements from the similar URL. Don't catalog your URL if It is a component of another URL and is sufficiently described by that URL's catalog record.

22. 22 Title Field: The name given to the resource by a creator, publisher or cataloger Use the title displayed on screen to the user, not the title in a browser's title bar. Capitalize first letter of each word. Specify subtitles within Title by inserting a colon and then including the supporting phrase. Do not insert the word “subtitle”. Spell out acronyms in titles. Do not include alphanumeric references (GEO 101) in title, put these in the description if appropriate. If the creator or publisher does not supply a title, the cataloger can provide one. Do this by including the following in Title: "(title provided or enhanced by cataloger)".

23. 23 Description Field: Narrative describing the content, purpose, organization, or goal of a resource. Critical free-text search field. Include information on scientific concepts covered, pedagogy, and implementation. Avoid too much redundancy with other fields, if possible. Use tables of contents, abstracts, outlines, indices and descriptions to craft complete sentences that describe the resource (re-format to reduce white space).

24. 24 Description, continued Compose in word processing environment to facilitate spell-checking, formatting (delete white space from captured text) and character counts. Avoid non-text characters.. ~, &, circle C and R, curly quotes.

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26. 26 Example Description This is an interactive distance learning web site designed to immerse you in the excitement of discovery and exploration of the deep seafloor. Dive and Discover brings you on board a series of research cruises to the Pacific and Indian Oceans, and gives you access to the latest oceanographic and deep submergence research as it happens. This site allows you to join scientists who are exploring the seafloor and making amazing deep sea discoveries. Current research cruises are investigating the biological communities of hydrothermal vents and the volcanic activity of the mid- ocean ridge. The cruises use a variety of submersibles, including Alvin, Jason and Argo.

27. 27 Subject Is used in the Browse histogram Indicates distribution of resources across disciplines Use the controlled vocabulary Up to 8 but usually 1 to 3 will suffice

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29. 29 Resource Type Field: The educational type of the resource with regard to how the resource may be used in the classroom, professional development or in an informal educational setting. Use Resource Type up to 8 times to specify multiple instructional types like activity, simulation, or answer key. Resource Type has a controlled vocabulary to facilitate search & retrieval. Categories are: Audio, Data, Learning Materials, Portal, Service, Text, Tool, Visual Then choose a specific corresponding resource type from the dialog box (e.g course, curriculum, scientific visualization, etc.) Some Resource Types comprise others. Be careful not to overcatalog.

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31. 31 Audience: The typical kind of learner(s) or audience for whom the resource is intended. The beneficiaries of the resource. Use the controlled vocabulary to facilitate search and retrieval, up to 8 items Grouped grade levels General public - Learners in the general population; no grade level- specificity applicable. Passes the 7-11, bedtime test. Informal education - Learners in museum settings or community continuing education

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33. 33 Technical Information Type of requirements (e.g. browser, operating system, plug-ins) and the names of the requirements (Netscape, Unix, QuickTime) needed to access, interact with or operate components of the resource. Controlled vocabulary, with option for additional text- based information. The technical information should refer to digital, not non-digital information.

34. 34 Technical- Selected vocabulary choices General:No specific technical requirements OR Known:Browser, Operating system, Software or plug-in choices Other:More specific technical requirements then -> Additional technical info as free-text Unknown:Technical information not easily determined HIT SUBMIT

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36. 36 Cost Field Indicates whether there is a cost associated with accessing or using the resource. Yes, No, Unknown

37. 37 Copyright Field Comments on conditions of use for the resource in a learning or educational setting. Copy statement directly from the resource. Do not include a URL reference as this may change over time. If none found, use the phrase ”Copyright and Other Restrictions Information is Unknown” 1024 characters max !!

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39. 39 Resource Creator Persons or organizations contributing to content of a resource (includes author, contact, publisher, principal investigator, contributor roles.). At a minumum, include at least one entity (person or organization) Authors must have an email entered, or the word Unknown Avoid using Webmaster as sole creator information HIT SUBMIT

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41. 41 Resource Cataloger Your name and contact information- must have email included Also add either Carl or Bob as a cataloger, for longer term contact info Hit SUBMIT button

42. 42 Suggested Fields Geospatial or Coverage latitude and longitude bounding box, point, place names Temporal (events) National Science Standards, Geography stds Keywords – words not present in description, title or subject, that might aid in dsicovery Relation

43. 43 Geospatial or Coverage Information Latitude / Longitude as a bounding box (points included) Decimal degrees, use negative sign for West Longitude and South Latitude Place event name must be accompanied by coordinates and must correspond to the area designated – no subarea listings

44. 44 Geospatial – some details In PlaceEventName, indicate the type of data using these prefixes PLACE:Southeastern United States EVENT:Hurricane Hugo Indicate if a point in a separate line with PT: If is a single or an overarching bounding box, add BB: to a separate line

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46. 46 Temporal Information Begin time, end time. Must have both beg and end ( even if single point in time ) Format is YYYY-MM-DD and HH-MM-SS Must be UTC time referenced – see chart in Best Practices for guidance

47. 47 Relation information Indicates relationships between resources. Choose a KIND ( IsPartOf, References…choose from the controlled vocab) DLESE or DWEL ID number OR URL and title

48. 48 Indicate “Kind” and DLESE ID number OR Title and URL

49. 49 Educational standards Choosing an educational standard and associating it with a resource signifies that the content of the resource supports the student learning and attainment of the specific ability noted. This can be through many different mechanisms and resource types, including access to background, text-based material. Do not create compiled lists for large portal sites unless a search mechanism is provided at the site.

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51. 51 Save your work, submit your work Incremental save enabled – Save and don’t submit Editing allowed via DLESE ID number Save and Submit - further access is denied via cataloging tool. Goes on to QA and accessioning

52. 52 Workflow Flesh out matrix of concepts and resource types Excel or paper, fill in as you find specific resources for each cell. Use URL and DLESE ID to identify Catalog the resources, noting ID number Print out full record Note the concept/cell to which it belongs First 2-3 records, send Holly ID number for review and feedback before submitting Bring current versions to Wed. meeting for group review, edit as necessary. Keep compiled list of CONTEXTS/GCCS record ID’s