Creating Records for the Digital Library for Earth System Education 11-12 February 2002

Today’s Goals The basics of metadata, cataloging protocol, vocabularies, best practices Using the DLESE Resource Cataloger to a create record

Metadata for DLESE “Data about data” in the library will help instructors & 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 a search Information shared with other libraries DLESE creates and holds metadata records, not the physical files of resources

DLESE Metadata Framework Full framework is extensive; > 100 fields Some fields still under development Currently, loosely based on IMS Standard Collaboration in progress with NASA and Alexandria Digital Library will evolve into a joint XML schema-based framework (ADN). Is saved as XML files; similar to HTML; but has user defined tags

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

Required Metadata Fields URL, Title Description, Subject Resource type, Audience Technical info, Cost, Copyright Resource creator Resource cataloger (you)

Additional Optional Fields Geospatial coverage Relation Annotation Keywords Science standards Geography standards

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

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 – proposed hybrid discovery system will help with this.

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.

Contribute a Resource Click on “Catalog a Resource” 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 metadata

Navigation and Tech Tips Only one instance open at a time Navigation via side bar, no Back button; re-sizing windows not recommended in Netscape 4.x Best practices for each field available as link Several types of data input…. Some require a submit before leaving the page, others build lists.

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

URL Field: The URL that resolves to the resource. Can only support http:// , not ftp or https protocol Indicate the URL down to a file name like index.htm, if you cannot determine the file name then include a trailing slash at the end ( e.g. http://www.dlese.org/ ) URL is a string of 1024 characters max Mirror sites can be indicated in the “ Additional Information” entry field and added using XML

Find the file name Tricks to finding the filename extension index, welcome, main, default, home htm, html Open in new window, follow links noting address in lower left of window View ->Page Info in Netscape

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 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.

Title: 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)".

Description: 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). Metatags may also offer starting points for crafting a description

Description, continued Do not need to include lists of housekeeping links (Site Map, Contact Us), but rather summarize the substantive materials that links point to. When you are describing a model or simulation, include information about the input and output variables of the model or simulation. Description is limited to 2048 characters max., including white space.

Description, continued Compose in word processing environment to facilitate spell-checking, formatting (delete white space from captured text) and character counts. Avoid using & < > “ ‘ because these are special characters in XML

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.

Subject: The content area(s) of science and learning addressed by the resource Is used in the Browse histogram Indicates distribution of resources across disciplines Use a controlled vocabulary Up to 8 but usually 1 to 3 will suffice

Resource Type: 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.

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

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.

Technical- choose a type name General:No specific technical requirements Other:More specific technical requirements Complete Additional technical info as free-text Unknown:Technical information not easily determined Browser info Operating system info Software or plug-in choices HIT SUBMIT

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

Old / New Technical

Cost Field: Whether use or access of the resource requires payment. If there is a substantial cost to access or use the resource, the resource may not become part of the library. If there is a nominal cost to access part of the resource but most of the resource is freely available, then select No. Vocabulary: Yes, No, Unknown

Copyright: 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 !!

Resource Creator HIT SUBMIT Persons or organizations contributing to content of a resource (includes author, contact, publisher, principal investigator, contributor roles.). At a minimum, include at least one entity (person or organization) and one contact mechanism (address, email) Avoid using Webmaster as sole creator information HIT SUBMIT

Resource Cataloger: You Your name and contact information Date added automatically As the cataloger, your role is “Creator”; added automatically. Hit SUBMIT button

Additional Info:soon to be available! Geospatial coverage Temporal (dates and times) Bounding boxes or points Place or event names Relation Annotation Keywords Science standards Geography standards

Geospatial or Coverage 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

Temporal Information Must have both begin and end times (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 Can include descriptions like “Jurassic Period”

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

Annotation User comments on the educational use of the resource. Not testimonials or web awards Includes: Contact information for source of annotation (name or organization) Date, email Description Create separate records for formal evaluation documents that are web-accessible.

Educational standards National Science Education Standards- science content only National Geography Standards Use proper format (as indicated in Best Practices) and place in Additional Information (until tool is updated)

Save your work, submit your work Incremental save enabled Editing allowed via DLESE ID number Once submitted, further access is denied. Contact catalog@dlese.org if you need further edits or assistance

Save Cleanly to preserve record Never use the X in the upper right hand corner to end your cataloging session. Always use the menus to exit or cancel.