Metadata Collections & QA

Documentation: News-Opps version 1.0.00

This metadata framework documentation provides:

  • Graphical overview, content examples, cataloging best practices
  • A description of each metadata field including occurrences, obligation, data types, terms and definitions
  • Bolded items represent controlled vocabulary terms or the name of individual metadata fields

The table below organizes the metadata fields in alphabetical order across and then down:

Announcement type Announcement type list Audience
Audience list City Contact ID - organization
Contact ID - person Contributor Contributor list
Date - archive Date - contribution Date - description
Date - other Date - post Date - record creation
Date - type Dates - other (list) Department - (when describing a person)
Department - (when describing an organization) Description Diversity
Diversity list Email - (when describing a person) Email - (when describing an organization)
Email - alternate Keyword Keyword list
Language Language - metadata Language - resource
Location Location list Name - first
Name - last Name - middle Name title
News/opps record Organization Organization name - (when describing a person)
Organization name - (when describing an organization) Person Position - (when describing a person)
Position - (when describing an organization) Record ID Role
Share Source Title
Topic Topic list URL - announcement
URL - organization URL - source

 

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Announcement type

xpath - /news-oppsRecord/announcements/announcement
Framework version - 1.0.00

Definition - the type of news, event or opportunity
Obligation - required
Minimum occurrences - 1
Maximum occurrences - unbounded
Data types - string
Domain - controlled vocabulary
Domain example - Conference

Controlled vocabulary information

  • Number of levels - 1
  • Level 1 is Announcement type - the type of news, event or opportunity

Term and definitions

  • Award, recognition or scholarship - items in which money or honor (acknowledgement) is bestowed for work done or for pursuing professional development or educational endeavors (includes honorarium and stipends)
  • Call for participation - items that include call for papers, call for input, testing, feedback, formative evaluations or collaborations
  • Careers - information about working, studying or participating in the geoscience community
  • Conference - meetings of broad appeal that may include general audiences or specific Earth science communities and tend to be sponsored events
  • Grant or proposal - items in which funding is proposed, requested, called for or granted through a formal process in order to accomplish or establish a product, service or project
  • Job - any employment position for which participants receive remuneration (pay for work done but not a stipend or honorarium) including positions like postdocs, internships, fellowships, assistantships or research associates
  • Learning or research opportunity - opportunities in which individual learning or research is the primary focus such as field projects, courses, mentoring, tutoring, exchanges or college credit opportunities
  • News - general information or announcements that are of interest and which may not fit other categories
  • Workshop - short-term meetings or interactions that tend to have well-defined outcomes like training opportunities, professional development or skills development

Cataloging best practices

Things to do

  • Choose at least one announcement type term.
  • Select the term News if no announcement type seems to fit.
  • If a site contains general information about a particular announcement type, select the announcement type and select news. For example, a grant writing center has announcement types of both Grant or proposal and News.

Things to avoid

  • Do not choose more than 2 or 3 terms. Most items are adequately described with 2-3 terms.

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Announcement type list

xpath - /news-oppsRecord/announcements
Framework version - 1.0.00

Definition - list of announcement types that categorize the news, event or opportunity
Obligation - required
Minimum occurrences - 1
Maximum occurrences - 1
Child elements - announcement
Data types - complex
Domain - the child elements are the domain
Domain example - <announcement/>

Cataloging best practices

Things to do

  • Complete at least one announcement subfield.

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Audience

xpath - /news-oppsRecord/audiences/audience
Framework version - 1.0.00

Definition - the intended consumer of the information in the news, event or opportunity
Obligation - required
Minimum occurrences - 1
Maximum occurrences - unbounded
Data types - string
Domain - controlled vocabulary
Domain example - Developer

Controlled vocabulary information

  • Number of levels - 1
  • Level 1 is Audience - the intended consumers of the information in the news, event or opportunity

Term and definitions

  • Developer - anyone who designs, produces, implements, maintains or tests learning resources, software, collections, tools or data sources
  • Educator - anyone who provides learning opportunities in a structured environment at any educational level, both formal and informal
  • General public - anyone in the general population who has an interest in or might participate in the news, event or opportunity
  • Information specialist - anyone who catalogs, manages, or acts as a resource about a particular collection of objects
  • Manager - anyone who supervises individuals, large projects or budgets within an organization
  • Researcher - anyone who investigates topics, problems, issues or events in order to advance knowledge of a field
  • Student - anyone who investigates topics, problems, issues or events in order to advance their own knowledge, skills or understanding; often in a structured learning environment or through self-study

Cataloging best practices

Things to do

  • Choose at least one audience term.
  • Use the term Information specialist for librarians or library media specialists.
  • For faculty positions (e.g. assistant professor in an atmospheric science department), check to see if both the Educator and Researcher terms are applicable audiences.

Things to avoid

  • For jobs that say a PhD must be completed by the start date, do not include Student as an audience term.
  • Do not choose more than 1-2 audience terms. Most items really only address one to perhaps two appropriate audiences.

More information about using the General public term

  • If the item seems to be appropriate for many audiences (more than 3), choose the General public audience term.

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Audience list

xpath - /news-oppsRecord/audiences
Framework version - 1.0.00

Definition - a list of intended consumers of the information in the event, news or opportunity
Obligation - required
Minimum occurrences - 1
Maximum occurrences - 1
Child elements - audience
Data types - complex
Domain - the child elements are the domain
Domain example - <audience/>

Cataloging best practices

Things to do

  • Complete at least one audience subfield.

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City

xpath - /news-oppsRecord/locations/location/@city
Framework version - 1.0.00

Definition - the name of a city in which the news, event or opportunity occurs
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - Chicago

Notes

  • This field is an attribute of the location field.

Cataloging best practices

Things to do

  • Make a separate entry for each city. Repeat the location field with the state or country as needed for each new city.
  • Double check the spelling of the city name to ensure accuracy.

Things to avoid

  • Do not use U.S. state names or country names.

Multiple cities? Do this.

  • For each new city, make a separate entry. Repeat the location element with the state or country as needed for each new city.

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Contact ID - organization

xpath - /news-oppsRecord/contributors/contributor/organization/contactID
Framework version - 1.0.00

Definition - a number or code that is used to refer to an organization and its corresponding contact information
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - Not being used at this so no example is provided
Other occurrences in framework - true

Notes

  • The intent of this field is to use a number or code to refer to an organization without having to enter organization information. The ability to accomplish this task is still under development and therefore this field should not be used unless it is being used for local needs only. Local needs information should be removed prior to sharing metadata records.
  • The field also occurs with the following XPATH: /news-oppsRecord/contributors/contributor/person/contactID

Cataloging best practices

Things to avoid

  • Do not use this field. It is underdevelopment.

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Contact ID - person

xpath - /news-oppsRecord/contributors/contributor/person/contactID
Framework version - 1.0.00

Definition - a number or code that is used to refer to a person and their corresponding contact information
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - Not being used at this so no example is provided
Other occurrences in framework - true

Notes

  • The intent of this field is to use a number or code to refer to a person without having to enter person information. The ability to accomplish this task is still under development and therefore this field should not be used unless it is being used for local needs only. Local needs information should be removed prior to sharing metadata records.
  • The field also occurs with the following XPATH: /news-oppsRecord/contributors/contributor/organization/contactID

Cataloging best practices

Things to avoid

  • Do not use this field. It is underdevelopment.

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Contributor

xpath - /news-oppsRecord/contributors/contributor
Framework version - 1.0.00

Definition - either an organization or person providing information about the news, event or opportunity
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - unbounded
Attributes - role, share, date
Child elements - organization, person
Data types - complex
Domain - the attributes and child elements; date formats and the controlled vocabularies for role and share
Domain example - <organization>, <person>, 2004-10-26

Notes

  • Organizations or people include authors, contacts, catalogers, editors, publishers or sponsors.
  • The framework allows contributor to have a minimum occurrences value of zero because if cataloger information is the only contributor information provided a metadata record could become invalid when the DLESE Privacy Policy of suppressing cataloger information is enacted. The possibility of creating an invalid record is prevented by allowing minimum occurrences to be zero.

Cataloging best practices

Things to do

  • Complete the subfields of role, share and date (date-contribution).
  • Complete either the person subfield or the organization subfield.

Things to avoid

  • Do not include webmasters as contributors.

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Contributor list

xpath - /news-oppsRecord/contributors
Framework version - 1.0.00

Definition - a list of organizations or persons responsible for or providing information about the event, news or opportunity
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Child elements - contributor
Data types - complex
Domain - the children elements are the domain
Domain example - <contributor>

Notes

  • The list of organizations or people include authors, contacts, catalogers, editors, publishers or sponsors.
  • The framework allows contributor list to have a minimum occurrences value of zero because if cataloger information is the only contributor information provided a metadata record could become invalid when the DLESE Privacy Policy of suppressing cataloger information is enacted. The possibility of creating an invalid record is prevented by allowing minimum occurrences to be zero.

Cataloging best practices

Things to do

  • Complete the contributor subfield.

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Date - archive

xpath - /news-oppsRecord/archiveDate
Framework version - 1.0.00

Definition - a date, and possibly time, that the news, event or opportunity should be archived (no longer considered news, but may still be available through a search of the archives)
Obligation - required
Minimum occurrences - 1
Maximum occurrences - 1
Data types - date, gYearMonth, gYear, dateTime
Domain - numerical date format
Domain example - 2004-10-15, 2004-10, 2004, 2004-05-22T08:00:00Z

Cataloging best practices

Things to do

  • Enter a date.
  • Use a date format of YYYY-MM-DD, e.g. 2004-12-27.
  • Make the archive date one day after an event is over.

Things to avoid

  • Do not enter days of the week.
  • Do not enter just months or days.
  • Do not make the archive date one day after an application deadline if the actual event like a workshop or conference has not occurred yet.

Examples

  • Year: 2004.
  • Year and month: 2004-12.
  • Year, month and day: 2004-12-27.
  • Year, month, day and time: 2004-12-27T18:00:00Z.
  • For a workshop with an application deadline of May 15, 2005 and workshop dates of July 10-20, 2005, make the archive date be July 21, that is 2005-07-21.

Want to enter a time? Do this.

  • Use time only on those dates in which the year, month and day are known.
  • Enter time in Universal Coordinated Time (UTC). If help is needed to determine UTC, please see how to convert from local to Universal Coordinated Time (UTC).
  • Add the time component in the following format Thh:mm:ssZ. This looks like: 2004-12-27T18:00:00Z for December 27, 2004 at 5pm if entering a time for Boulder Colorado. Notice the capital letter T to signal that time is being entered and the ending Z to indicate Universal Coordinated Time (UTC or Zulu).

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Date - contribution

xpath - /news-oppsRecord/contributors/contributor/@date
Framework version - 1.0.00

Definition - the date of a contributor's contribution
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Data types - date, gYearMonth, gYear, dateTime
Domain - numerical date format
Domain example - 2004-10-15, 2004-10, 2004, 2004-05-22T08:00:00Z

Notes

  • This field is an attribute on the contributor field.

Cataloging best practices

Things to do

  • Enter a date to signify when a important contribution has been made.
  • Use a date format of YYYY-MM-DD, e.g. 2004-12-27.
  • Enter a year for every date entered.
  • Catalogers should always include a date.

Things to avoid

  • Do not enter days of the week.
  • Do not enter just months or days.

Examples

  • Year: 2004.
  • Year and month: 2004-12.
  • Year, month and day: 2004-12-27.
  • Year, month, day and time: 2004-12-27T18:00:00Z.

Have complicated date information? Do this

  • The following is an example of multiple dates for an NSF announcement. For a research science and science curriculum funding announcement, the research science might have a due date of 2005-07-31 while the science curriculum might have a due date of 2005-08-31. So enter the dates separately. Select Due date as the type of date and then complete different date descriptions. For this case, the date descriptions can be research science track and science curriculum track.

Want to enter a time? Do this.

  • Use time only on those dates in which the year, month and day are known.
  • Enter time in Universal Coordinated Time (UTC). If help is needed to determine UTC, please see how to convert from local to Universal Coordinated Time (UTC).
  • Add the time component in the following format Thh:mm:ssZ. This looks like: 2004-12-27T18:00:00Z for December 27, 2004 at 5pm if entering a time for Boulder Colorado. Notice the capital letter T to signal that time is being entered and the ending Z to indicate Universal Coordinated Time (UTC or Zulu).

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Date - description

xpath - /news-oppsRecord/otherDates/otherDate/@descr
Framework version - 1.0.00

Definition - a description for the type of date of the news, event or opportunity
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - Letter of intent, proposal deadline

Notes

  • This field is an attribute on the date other field.

Cataloging best practices

Things to do

  • Use a short phrase to describe the type of date information.

Things to avoid

  • Do not enter descriptive information about the news, event, or opportunity.

Examples

  • A date description for due date may be proposal deadline.
  • Another date description for due date may be letter of intent.

Have complicated date information? Do this

  • The following is an example of multiple dates for an NSF announcement. For a research science and science curriculum funding announcement, the research science might have a due date of 2005-07-31 while the science curriculum might have a due date of 2005-08-31. So enter the dates separately. Select Due date as the type of date and then complete different date descriptions. For this case, the date descriptions can be research science track and science curriculum track.

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Date - other

xpath - /news-oppsRecord/otherDates/otherDate
Framework version - 1.0.00

Definition - a date, and possibly time, associated with some aspect of the news, event or opportunity
Obligation - required metadata if parent tag is present
Minimum occurrences - 1
Maximum occurrences - unbounded
Attributes - type, descr
Data types - date, gYearMonth, gYear, dateTime, complex
Domain - numerical date format and the attributes of type and descr
Domain example - 2004-10-15, 2004-10, 2004, 2004-05-22T08:00:00Z

Cataloging best practices

Things to do

  • Enter at least one date.
  • Use a date format of YYYY-MM-DD, e.g. 2004-12-27.
  • Enter a year for every date entered.
  • Enter a date type (e.g. eventStart, eventStop, etc.) for each date specified.
  • If a start date is specified, enter a stop date if known.

Things to avoid

  • Do not enter days of the week.
  • Do not enter just months or days.

Examples

  • Year: 2004.
  • Year and month: 2004-12.
  • Year, month and day: 2004-12-27.
  • Year, month, day and time: 2004-12-27T18:00:00Z.

Want to enter a time? Do this.

  • Use time only on those dates in which the year, month and day are known.
  • Enter time in Universal Coordinated Time (UTC). If help is needed to determine UTC, please see how to convert from local to Universal Coordinated Time (UTC).
  • Add the time component in the following format Thh:mm:ssZ. This looks like: 2004-12-27T18:00:00Z for December 27, 2004 at 5pm if entering a time for Boulder Colorado. Notice the capital letter T to signal that time is being entered and the ending Z to indicate Universal Coordinated Time (UTC or Zulu).

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Date - post

xpath - /news-oppsRecord/postDate
Framework version - 1.0.00

Definition - a date, and possibly time, at which the news, event or opportunity should be published, accessible or visible
Obligation - required
Minimum occurrences - 1
Maximum occurrences - 1
Data types - date, gYearMonth, gYear, dateTime, complex
Domain - numerical date format
Domain example - 2004-10-15, 2004-10, 2004, 2004-05-22T08:00:00Z

Notes

  • If using the DLESE Collection System (DCS), the post date is automatically assigned but can be edited by the cataloger and other users. The date that is automatically assigned is the record creation date.

Cataloging best practices

Things to do

  • Enter a date.
  • Use a date format of YYYY-MM-DD, e.g. 2004-12-27.

Things to avoid

  • Do not enter days of the week.
  • Do not enter just months or days.

Examples

  • Year: 2004.
  • Year and month: 2004-12.
  • Year, month and day: 2004-12-27.
  • Year, month, day and time: 2004-12-27T18:00:00Z.

Want to enter a time? Do this.

  • Use time only on those dates in which the year, month and day are known.
  • Enter time in Universal Coordinated Time (UTC). If help is needed to determine UTC, please see how to convert from local to Universal Coordinated Time (UTC).
  • Add the time component in the following format Thh:mm:ssZ. This looks like: 2004-12-27T18:00:00Z for December 27, 2004 at 5pm if entering a time for Boulder Colorado. Notice the capital letter T to signal that time is being entered and the ending Z to indicate Universal Coordinated Time (UTC or Zulu).

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Date - record creation

xpath - /news-oppsRecord/recordCreationDate
Framework version - 1.0.00

Definition - a date, and possibly time, for the creation of the metadata record for the news, event or opportunity
Obligation - required
Minimum occurrences - 1
Maximum occurrences - 1
Data types - date, gYearMonth, gYear, dateTime, complex
Domain - numerical date format
Domain example - 2004-10-15, 2004-10, 2004, 2004-05-22T08:00:00Z

Notes

  • If using the DLESE Collection System (DCS), the record creation date is automatically assigned. This date cannot be edited. The date that is assigned is the date of the first file save of the metadata record.

Cataloging best practices

Things to do

  • Enter a date.
  • Use a date format of YYYY-MM-DD, e.g. 2004-12-27.

Things to avoid

  • Do not enter days of the week.
  • Do not enter just months or days.

Examples

  • Year: 2004.
  • Year and month: 2004-12.
  • Year, month and day: 2004-12-27.
  • Year, month, day and time: 2004-12-27T18:00:00Z.

Want to enter a time? Do this.

  • Use time only on those dates in which the year, month and day are known.
  • Enter time in Universal Coordinated Time (UTC). If help is needed to determine UTC, please see how to convert from local to Universal Coordinated Time (UTC).
  • Add the time component in the following format Thh:mm:ssZ. This looks like: 2004-12-27T18:00:00Z for December 27, 2004 at 5pm if entering a time for Boulder Colorado. Notice the capital letter T to signal that time is being entered and the ending Z to indicate Universal Coordinated Time (UTC or Zulu).

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Date - type

xpath - /news-oppsRecord/otherDates/otherDate/@type
Framework version - 1.0.00

Definition - a description for the kind of date
Obligation - required
Minimum occurrences - 1
Maximum occurrences - 1
Data types - string
Domain - controlled vocabulary
Domain example - due, eventStart, eventStop

Controlled vocabulary information

  • Number of levels - 1
  • Level 1 is Date - type - a description for the kind of date

Term and definitions

  • applyBy - the date to an application for the news, event or opportunity is due
  • due - the date when the news, event or opportunity is due
  • eventStart - the date the news, event or opportunity begins
  • eventStop - the date the news, event or opportunity ends
  • recordModified - the date the news, event or opportunity is modified

Cataloging best practices

Things to do

  • If entering an event start date, also enter an event stop date, if possible and immediately after the event start date.
  • Typically, the term applyBy is used for applications while the term due is used for proposals.
  • To indicate an ongoing item (like a monthly meeting), enter an event start date without an event stop date. Be sure to enter a date description of 'monthly meeting' so the date information can be clearly understood.
  • To indicate multiple proposal deadlines, enter and data, choose the date type as due or applyBy and complete a date description so the date information can be clearly understood.
  • If an event occurs in multiple locations on multiple dates, enter the appropriate locations in the location field. Then enter appropriate sets of date information. For each date, add a date description that corresponds to the location name.
  • Be sure the event stop date is after the event start date; otherwise the event stop information will not be displayed.

Things to avoid

  • Generally, do not enter more than one event start date or event stop date unless doing complicated proposal deadlines or multiple workshops.

Have complicated date information? Do this

  • The following is an example of multiple dates for an NSF announcement. For a research science and science curriculum funding announcement, the research science might have a due date of 2005-07-31 while the science curriculum might have a due date of 2005-08-31. So enter the dates separately. Select due dates as the type of date and then complete different date descriptions. For this case, the date descriptions can be research science track and science curriculum track.

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Dates - other (list)

xpath - /news-oppsRecord/otherDates
Framework version - 1.0.00

Definition - a list of dates associated with some aspect of the news, event or opportunity
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Child elements - otherDate
Data types - complex
Domain - the child elements are the domain
Domain example - <otherDate/>

Cataloging best practices

Things to do

  • Complete at least one other date subfield.

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Department - (when describing a person)

xpath - /news-oppsRecord/contributors/contributor/person/instDept
Framework version - 1.0.00

Definition - an organization's department name
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - Department of Geosciences
Other occurrences in framework - true

Notes

  • The field also occurs with the following XPATH: /news-oppsRecord/contributors/contributor/organization/instDept

Cataloging best practices

Things to do

  • If the specific department (and sub-department) is known, enter the full name of the department.
  • Spell out acronyms.
  • The department name should be the formal name of an entity, not a person.

Things to avoid

  • Do not use this field if the information is unknown or is suspect.

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Department - (when describing an organization)

xpath - /news-oppsRecord/contributors/contributor/organization/instDept
Framework version - 1.0.00

Definition - an organization's department name
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - Department of Geosciences
Other occurrences in framework - true

Notes

  • The field also occurs with the following XPATH: /news-oppsRecord/contributors/contributor/person/instDept

Cataloging best practices

Things to do

  • If the specific department (and sub-department) is known, enter the full name of the department.
  • Spell out acronyms.
  • The department name should be the formal name of an entity, not a person.

Things to avoid

  • Do not use this field if the information is unknown or is suspect.

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Description

xpath - /news-oppsRecord/description
Framework version - 1.0.00

Definition - a textual narrative describing the content, purpose, organization, or goal of the news, event, or opportunity.
Obligation - required
Minimum occurrences - 1
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - EarthScope is inviting applications for the job position of Education and Outreach Manager.

Cataloging best practices

Things to do

  • Include information that would be helpful to users in discovering the news, event or opportunity.
  • Include the most important information first.
  • Use complete sentences in a voice that does not imply the user is at the news, event or opportunity web site but rather is reading a library description.
  • Summarize specific information like the purpose or goals of the resource.
  • If a news, event of opportunity is overly complex, including a URL in the description is okay if it helps clarify intent or purpose.
  • If a description is copied directly from a web site and includes many capitalized words, see if the capitalized words can be lowercased to make for easier reading.
  • Generally, put sponsors, agencies, departments, projects and institutions in the contributor field. If knowing the institution in the description helps to understand the item, include only the institution name.

Things to avoid

  • Avoid using lots of capitalized words. Lowercase words to make the description easier to read.
  • Avoid using quotes and ampersands. This allows for easier reading.
  • Generally, do not include information that can be entered in other fields. That is, do not include location information, dates or sponsors.
  • Do not include URLs to multiple parts of the news, event or opportunity. That is, pick an appropriate page to catalog like a workshop announcement page and then do not include links to workshop registration pages and workshop agenda pages, etc.
  • Do not include a list of agencies or institutions. It is best to put institutions in the contributor field.

Want to use special characters like ©, é, ñ or ê? Do this:

  • Enter special characters and symbols using their entity references numbers. For the copyright symbol this means entering an ampersand symbol followed by the pound sign followed by the number 169 followed by a semicolon.

Cataloging NSF, EPA, NOAA or other government announcement? Do this

  • Enter agency names as a contributor with the role of sponsor and spell out the agency and department names in the institutional name and department fields.

Workshop example description

  • An example workshop for the AS-1 Seismograph Workshop is 'Workshop participants will learn to set up, calibrate, operate and troubleshoot an AS-1 seismograph as well as share its data. Participants will also be exposed to classroom activities that make use of the data. Most attendees are expected to be part of the IRIS Seismographs in Schools Network.' The information that this workshop occurs in Seattle, WA at the Northwest Regional National Science Teachers Association conference should not be put in the description field because this information should be entered in the location and keyword fields.

Job example description

  • Include major job duties.
  • Do not include necessary job qualifications since these often change.
  • An example job announcement is 'EarthScope is inviting applications for the job position of Education and Outreach Manager. The successful candidate will be responsible for coordinating the development of a high-profile education program for EarthScope that emphasizes the integrated nature of the project and the importance of EarthScope's research initiatives.' Again, the fact that this job occurs in Washington, DC should be entered in the location field.

Learning or research opportunity example description

  • An example learning or research opportunity for the EstuaryLive web site is: 'EstuaryLive is hosting a two days fun-filled live, web-based interactive field trip to the Rachel Carson Reserve. The event is free but participants are asked to sign up ahead of time. Following the local EstuaryLive will be the National Estuaries Day celebration with live sessions from around the United States. This is a great opportunity to see and compare estuaries around the country.' The information that this event occurs in Beaufort, North Carolina should not be put in the description field because this information belongs in the location field. The fact the the opportunity tries to address the North Carolina science standards should be entered in the keyword field.

Grant or proposal example description

  • A grant or proposal example for the Environmental Protection Agency is: 'The Environmental Protection Agency (EPA)'s Office of Environmental Education sponsors a grant program to support environmental education projects that enhance the public's awareness, knowledge, and skills to help people make informed decisions that affect environmental quality. Most grants for this program receive less than $15,000.'

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Diversity

xpath - /news-oppsRecord/diversities/diversity
Framework version - 1.0.00

Definition - issues of accessibility, language, learning strategies, underrepresentation or urban and rural that the news, event or opportunity seeks to address
Obligation - required metadata if parent tag is present
Minimum occurrences - 1
Maximum occurrences - unbounded
Data types - string
Domain - controlled vocabulary
Domain example - Accessibility

Controlled vocabulary information

  • Number of levels - 1
  • Level 1 is Diversity - issues of accessibility, language, learning strategies, underrepresentation or urban and rural that the news, event or opportunity seeks to address

Term and definitions

  • Accessibility - includes visually challenged, hearing impaired, cognitively challenged, mobility challenged or limited availability of, or inadequate computer or internet technology
  • Language - includes multilingual, English as a second language (ESL), non-english-speaking
  • Learning strategy - includes learning style, learning pathways, ways of knowing
  • Underrepresentation - includes ethnicity, gender or socioeconomic populations with disproportionate representation in stem (science, technology, mathematics, engineering) disciplines
  • Population density - includes issues particular to urban or rural areas or island dwellers

Cataloging best practices

Things to do

  • Choose at least one diversity term.

Things to avoid

  • Don't choose more than 1-2 issues. Most items are adequately described by one to perhaps two appropriate issues.

Accessibility example

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Diversity list

xpath - /news-oppsRecord/diversities
Framework version - 1.0.00

Definition - a list indicating diversity issues addressed by the event, news or opportunity
Obligation - optional
Minimum occurrences - 1
Maximum occurrences - 1
Child elements - diversity
Data types - complex
Domain - the child elements are the domain
Domain example - <diversity>

Cataloging best practices

Things to do

  • If using this field, complete at least one diversity subfield.

Top

Email - (when describing a person)

xpath - /news-oppsRecord/contributors/contributor/person/email
Framework version - 1.0.00

Definition - the primary email address of a person
Obligation - required
Minimum occurrences - 1
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - name@something.org
Other occurrences in framework - true

Notes

  • The field also occurs with the following XPATH: /news-oppsRecord/contributors/contributor/organization/email

Cataloging best practices

Things to do

  • Enter email addresses in the following format: name@something.org
  • When copying email addresses from web sites, double check them for accuracy and remove trailing periods.

Things to avoid

  • Do not use this field if the information is unknown or suspect.

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Email - (when describing an organization)

xpath - /news-oppsRecord/contributors/contributor/organization/email
Framework version - 1.0.00

Definition - the organization's or department's email address
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - name@something.org
Other occurrences in framework - true

Notes

  • The field also occurs with the following XPATH: /news-oppsRecord/contributors/contributor/person/email

Cataloging best practices

Things to do

  • Enter email addresses in the following format: name@something.org
  • When copying email addresses from web sites, double check them for accuracy and remove trailing periods.

Things to avoid

  • Do not use this field if the information is unknown or suspect.

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Email - alternate

xpath - /news-oppsRecord/contributors/contributor/person/emailAlt
Framework version - 1.0.00

Definition - the alternate email address of a person
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - name@something.org

Cataloging best practices

Things to do

  • Enter email addresses in the following format: name@something.org
  • When copying email addresses from web sites, double check them for accuracy and remove trailing periods.

Things to avoid

  • Do not use this field if the information is unknown or suspect.

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Keyword

xpath - /news-oppsRecord/keywords/keyword
Framework version - 1.0.00

Definition - a word or short phrase that describes the news, event or opportunity
Obligation - required metadata if parent tag is present
Minimum occurrences - 1
Maximum occurrences - unbounded
Data types - string
Domain - free text
Domain example - earthquakes

Cataloging best practices

Things to do

  • Use words or short phrases from the resource.
  • Use words or short phrases to express ideas and concepts not expressed in other fields
  • Each keyword or short phrase should focus on a single topic like plate tectonics or phases of the moon
  • Keywords can also include overarching conference names if the new, event or opportunity occurs of interest is occurring as part of a larger conference or workshop.

Things to avoid

  • Do not repeat words from the description or other fields.

Examples

  • Keywords for a AS-1 Seismograph Workshop that occurs at the Northwest Regional NSTA would be 'Northwest Regional National Science Teachers Association (NSTA)' while the title would be AS-1 Seismograph Workshop.
  • For reports or proceedings, create keywords about major concepts covered like global warming or ocean salinity

Multiple keywords? Do this.

  • For each new keyword concept, make a separate entry.

Want to use special characters like ©, é, ñ or ê? Do this:

  • Enter special characters and symbols using their entity references numbers. For the copyright symbol this means entering an ampersand symbol followed by the pound sign followed by the number 169 followed by a semicolon.

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Keyword list

xpath - /news-oppsRecord/keywords
Framework version - 1.0.00

Definition - a list of words or short phrases that describe the event, news or opportunity
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Child elements - keyword
Data types - complex
Domain - the child elements
Domain example - <keyword/>

Cataloging best practices

Things to do

  • If using this field, complete at least one keyword subfield.

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Language

xpath - /news-oppsRecord/language
Framework version - 1.0.00

Definition - the language of the news, event or opportunity resource and the language of its corresponding metadata record
Obligation - required
Minimum occurrences - 1
Maximum occurrences - 1
Attributes - meta, resource
Data types - complex
Domain - the attributes of resource and meta
Domain example - none

Notes

  • No values except in the attributes.

Cataloging best practices

Things to do

  • Complete the subfields of resource language and metadata language.

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Language - metadata

xpath - /news-oppsRecord/language/@meta
Framework version - 1.0.00

Definition - the language of the news, event or opportunity metadata record expressed generally as a two-letter abbreviation
Obligation - required
Minimum occurrences - 1
Maximum occurrences - 1
Data types - language
Domain - ISO Code for two-letter language abbreviations
Domain example - en-us, es, fr

Notes

  • This field is defined as xsd:language.
  • Since W3C controls xsd:language, value enforcement is part of the XML specification.
  • This field is an attribute on the language field.

Controlled vocabulary information

  • Number of levels - 1
  • Level 1 is Language - language as a two-letter abbreviation

Term and definitions

  • en - English
  • en-us - U.S. English
  • fr - French
  • es - Spanish
  • ru - Russian
  • de - German
  • ja - Japanese
  • zh - Chinese

Cataloging best practices

Things to do

  • Select one language term.

Top

Language - resource

xpath - /news-oppsRecord/language/@resource
Framework version - 1.0.00

Definition - the language of the news, event or opportunity resource expressed generally as a two-letter abbreviation
Obligation - required
Minimum occurrences - 1
Maximum occurrences - 1
Data types - language
Domain - ISO Code for two-letter language abbreviations
Domain example - en-us, es, fr

Notes

  • This field is defined as xsd:language.
  • Since W3C controls xsd:language, value enforcement is part of the XML specification.
  • This field is an attribute on the language field.

Controlled vocabulary information

  • Number of levels - 1
  • Level 1 is Language - language as a two-letter abbreviation

Term and definitions

  • en - English
  • en-us - U.S. English
  • fr - French
  • es - Spanish
  • ru - Russian
  • de - German
  • ja - Japanese
  • zh - Chinese

Cataloging best practices

Things to do

  • Select one language term.

Top

Location

xpath - /news-oppsRecord/locations/location
Framework version - 1.0.00

Definition - the US or Mexican state, Canadian province or world country (and possibly the city within the country or state) in which the event, news, or opportunity occurs
Obligation - required metadata if parent tag is present
Minimum occurrences - 1
Maximum occurrences - unbounded
Attributes - city
Data types - string
Domain - two-letter country codes that are capitalized from ISO-3166; two-letter country code of US and the two letter state abbreviation from the US Postal Service and the US Internal Revenue Service (IRS)
Domain example - US-AK for Alaska, United States; RU for Russian Federation

Notes

  • The URL for ISO-3166 is: http://www.iso.ch/iso/en/prods-services/iso3166ma/02iso-3166-code-lists/list-en1.html
  • The URL for the US Postal Service identifiers is: http://www.fact-index.com/u/us/us_postal_abbreviations.html
  • The URL for the US Internal Revenue Service identifiers is: http://www.irs.gov/irm/part9/ch09s04.html

Controlled vocabulary information

  • Number of levels - 1
  • Level 1 is Location - the US or Mexican state, Canadian province or world country (and possibly the city within the country or state) in which the event, news, or opportunity occurs

Term and definitions

  • AD - Andorra
  • AE - United Arab Emirates
  • AF - Afghanistan
  • AG - Antigua and Barbuda
  • AI - Anguilla
  • AL - Albania
  • AM - Armenia
  • AN - Netherlands Antilles
  • AO - Angola
  • AQ - Antarctica
  • AR - Argentina
  • AS - American Samoa
  • AT - Austria
  • AU - Australia
  • AW - Aruba
  • AX - Åland Islands
  • AZ - Azerbaijan
  • BA - Bosnia and Hercegovenia
  • BB - Barbados
  • BD - Bangladesh
  • BE - Belgium
  • BF - Burkina Faso
  • BG - Bulgaria
  • BH - Bahrain
  • BI - Burundi
  • BJ - Benin
  • BM - Bermuda
  • BN - Brunei Darussalam
  • BO - Bolivia
  • BR - Brazil
  • BS - Bahamas
  • BT - Bhutan
  • BV - Bouvet Island
  • BW - Botswana
  • BY - Belarus
  • BZ - Belize
  • CA - Canada
  • CA-AB - Alberta, Canada
  • CA-BC - British Columbia, Canada
  • CA-MB - Manitoba, Canada
  • CA-NB - New Brunswick, Canada
  • CA-NL - Newfoundland and Labrador, Canada
  • CA-NS - Nova Scotia, Canada
  • CA-NT - Northwest Territories, Canada
  • CA-NU - Nunavut, Canada
  • CA-ON - Ontario, Canada
  • CA-PE - Prince Edward Island, Canada
  • CA-QC - Québec, Canada
  • CA-SK - Saskatchewan, Canada
  • CA-YT - Yukon Territory, Canada
  • CC - Cocos (Keeling) Islands
  • CD - The Democratic Republic of the Congo (Zaire)
  • CF - Central African Republic
  • CG - Congo
  • CH - Switzerland
  • CI - Côte d'Ivoire (Ivory Coast)
  • CK - Cook Islands
  • CL - Chile
  • CM - Cameroon
  • CN - China
  • CO - Colombia
  • CR - Costa Rica
  • CS - Serbia and Montenegro
  • CU - Cuba
  • CV - Cape Verde Islands
  • CX - Christmas Island
  • CY - Cyprus
  • CZ - Czech Republic
  • DE - Germany
  • DJ - Djibouti
  • DK - Denmark
  • DM - Dominica
  • DO - Dominican Republic
  • DZ - Algeria
  • EC - Ecuador
  • EE - Estonia
  • EG - Egypt
  • EH - Western Sahara
  • ER - Eretria
  • ES - Spain
  • ET - Ethiopia
  • FI - Finland
  • FJ - Fiji
  • FK - Falkland Islands
  • FM - Federated States of Micronesia
  • FO - Faroe Islands
  • FR - France
  • GA - Gabon
  • GB - United Kingdom
  • GD - Grenada
  • GE - Georgia
  • GF - French Guiana
  • GH - Ghana
  • GI - Gibraltar
  • GL - Greenland
  • GM - Gambia
  • GN - Guinea
  • GP - Guadeloupe
  • GQ - Equatorial Guinea
  • GR - Greece
  • GS - South Georgia and the South Sandwich Islands
  • GT - Guatemala
  • GU - Guam
  • GW - Guinea-Bissau
  • GY - Guyana
  • HK - Hong Kong
  • HM - Heard Island and McDonald Islands
  • HN - Honduras
  • HR - Croatia
  • HT - Haiti
  • HU - Hungary
  • ID - Indonesia
  • IE - Ireland (does not include Northern Ireland)
  • IL - Israel
  • IN - India
  • IO - British Indian Ocean Territory
  • IQ - Iraq
  • IR - Iran
  • IS - Iceland
  • IT - Italy (includes Sicily and Sardinia)
  • JM - Jamaica
  • JO - Jordan
  • JP - Japan
  • JT - Johnston Island
  • KE - Kenya
  • KG - Kyrgyzstan
  • KH - Cambodia
  • KI - Kiribati
  • KM - Comoros
  • KN - Saint Kitts and Nevis
  • KP - Democratic People's Republic of Korea (North Korea)
  • KR - Republic of Korea (South Korea)
  • KW - Kuwait
  • KY - Cayman Islands
  • KZ - Kazakhstan
  • LA - Lao People's Democratic Republic (Laos)
  • LB - Lebanon
  • LC - Saint Lucia
  • LI - Liechtenstein
  • LK - Sri Lanka
  • LR - Liberia
  • LS - Lesotho
  • LT - Lithuania
  • LU - Luxembourg
  • LV - Latvia
  • LY - Libya (Libyan Arab Jamahiriya)
  • MA - Morocco
  • MC - Monaco
  • MD - Moldova
  • MG - Madagascar
  • MH - Marshall Islands
  • MI - Midway Islands
  • MK - Macedonia
  • ML - Mali
  • MM - Myanmar
  • MN - Mongolia
  • MO - Macao
  • MP - Northern Mariana Islands
  • MQ - Martinique
  • MR - Mauritania
  • MS - Montserrat
  • MT - Malta
  • MU - Mauritius
  • MV - Maldives
  • MW - Malawi
  • MX - Mexico
  • MX-AG - Aguascalientes, Mexico
  • MX-BA - Baja California North, Mexico
  • MX-BJ - Baja California South, Mexico
  • MX-CE - Campeche, Mexico
  • MX-CH - Chihuahua, Mexico
  • MX-CI - Chiapas, Mexico
  • MX-CL - Colima, Mexico
  • MX-CU - Coahuila, Mexico
  • MX-DF - Distrito Federal Mexico, Mexico
  • MX-DO - Durango, Mexico
  • MX-GR - Guerrero, Mexico
  • MX-GU - Guanajuato, Mexico
  • MX-HL - Hidalgo, Mexico
  • MX-JL - Jalisco, Mexico
  • MX-MC - Michoacan, Mexico
  • MX-MR - Morelos, Mexico
  • MX-MX - Mexico State, Mexico
  • MX-NA - Nayarit, Mexico
  • MX-NL - Nuevo Leon, Mexico
  • MX-OA - Oaxaca, Mexico
  • MX-PE - Puebla, Mexico
  • MX-QR - Quintana Roo, Mexico
  • MX-QU - Queretaro, Mexico
  • MX-SI - Sinaloa, Mexico
  • MX-SL - San Luis Potosi, Mexico
  • MX-SO - Sonora, Mexico
  • MX-TA - Tamaulipas, Mexico
  • MX-TB - Tabasco, Mexico
  • MX-TL - Tlaxcala, Mexico
  • MX-VC - Veracruz, Mexico
  • MX-YU - Yucatan, Mexico
  • MX-ZA - Zacatecas, Mexico
  • MY - Malaysia
  • MZ - Mozambique
  • NA - Namibia
  • NC - New Caledonia
  • NE - Niger
  • NF - Norfolk Island
  • NG - Nigeria
  • NI - Nicaragua
  • NL - Netherlands (Holland)
  • NO - Norway
  • NP - Nepal
  • NR - Nauru
  • NU - Niue
  • NZ - New Zealand
  • OM - Oman
  • PA - Panama
  • PE - Peru
  • PF - French Polynesia
  • PG - Papua New Guinea
  • PH - Philippines
  • PK - Pakistan
  • PL - Poland
  • PM - Saint Pierre and Miquelon
  • PN - Pitcairn
  • PR - Puerto Rico
  • PS - Palestinian Territory, Occupied
  • PT - Portugal
  • PW - Palau
  • PY - Paraguay
  • QA - Qatar
  • RE - Réunion
  • RO - Romania
  • RU - Russian Federation
  • RW - Rwanda
  • SA - Saudi Arabia
  • SB - Solomon Islands
  • SC - Seychelles
  • SD - Sudan
  • SE - Sweden
  • SG - Singapore
  • SH - Saint Helena
  • SI - Slovenia
  • SJ - Svalbard and Jan Mayen
  • SK - Slovakia
  • SL - Sierra Leone
  • SM - San Marino
  • SN - Senegal
  • SO - Somalia
  • SR - Suriname
  • ST - Sao Tome and Principe
  • SV - El Salvador
  • SY - Syria (Syrian Arab Republic)
  • SZ - Swaziland
  • TC - Turks and Caicos Islands
  • TD - Chad
  • TF - French Southern Territories
  • TG - Togo
  • TH - Thailand
  • TJ - Tajikistan
  • TK - Tokelau
  • TL - Timor-Leste
  • TM - Turkmenistan
  • TN - Tunisia
  • TO - Tonga
  • TR - Turkey
  • TT - Trinidad and Tobago
  • TV - Tuvalu
  • TW - Taiwan, Republic of China
  • TZ - Tanzania, United Republic of
  • UA - Ukraine
  • UG - Uganda
  • UM - United States Minor Outlying Islands
  • US - United States of America
  • US-AK - Alaska, United States
  • US-AL - Alabama, United States
  • US-AR - Arkansas, United States
  • US-AZ - Arizona, United States
  • US-CA - California, United States
  • US-CO - Colorado, United States
  • US-CT - Connecticut, United States
  • US-DC - District of Columbia, United States
  • US-DE - Delaware, United States
  • US-FL - Florida, United States
  • US-GA - Georgia, United States
  • US-HI - Hawaii, United States
  • US-IA - Iowa, United States
  • US-ID - Idaho, United States
  • US-IL - Illinois, United States
  • US-IN - Indiana, United States
  • US-KS - Kansas, United States
  • US-KY - Kentucky, United States
  • US-LA - Louisiana, United States
  • US-MA - Massachusetts, United States
  • US-MD - Maryland, United States
  • US-ME - Maine, United States
  • US-MI - Michigan, United States
  • US-MN - Minnesota, United States
  • US-MO - Missouri, United States
  • US-MS - Mississippi, United States
  • US-MT - Montana, United States
  • US-NC - North Carolina, United States
  • US-ND - North Dakota, Unites States
  • US-NE - Nebraska, United States
  • US-NH - New Hampshire, United States
  • US-NJ - New Jersey, United States
  • US-NM - New Mexico, United States
  • US-NV - Nevada, United States
  • US-NY - New York, United States
  • US-OH - Ohio, United States
  • US-OK - Oklahoma, United States
  • US-OR - Oregon, United States
  • US-PA - Pennsylvania, United States
  • US-RI - Rhode Island, United States
  • US-SC - South Carolina, United States
  • US-SD - South Dakota, United States
  • US-TN - Tennessee, United States
  • US-TX - Texas, United States
  • US-UT - Utah, United States
  • US-VA - Virginia, United States
  • US-VT - Vermont, United States
  • US-WA - Washington, United States
  • US-WI - Wisconsin, United States
  • US-WV - West Virginia, United States
  • US-WY - Wyoming, United States
  • UY - Uruguay
  • UZ - Uzbekistan
  • VA - Vatican City
  • VC - Saint Vincent and the Grenadines
  • VE - Venezuela
  • VG - Virgin Islands, British
  • VI - Virgin Islands, U.S.
  • VN - Vietnam
  • VU - Vanuatu
  • WF - Wallis and Futuna
  • WK - Wake Island
  • WS - Samoa
  • XX - Unknown
  • YE - Yemen
  • YT - Mayotte
  • ZA - South Africa
  • ZM - Zambia
  • ZW - Zimbabwe

Cataloging best practices

Things to do

  • Select at least one location term.
  • If the US or Mexican state or Canadian province is known, use the US-, CA- or MX- abbreviations that include state and province information (e.g. US-AK, MX-VC or CA-BC).
  • If the US or Mexican state or Canadian province is unknown, use the singular US, CA or MX abbreviations that do not include state and province information (e.g. US, MX or CA).

Things to avoid

  • Do not enter city information. Use the city field instead.

Multiple locations? Do this.

  • For each different location, make a separate entry.

Top

Location list

xpath - /news-oppsRecord/locations
Framework version - 1.0.00

Definition - a list of US or Mexican states, Canadian provinces or world countries (and possibly cities) in which the event, news or opportunity occurs
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Child elements - location
Data types - complex
Domain - the child elements are the domain
Domain example - <location>

Cataloging best practices

Things to do

  • If using this field, complete at least one location subfield.

Top

Name - first

xpath - /news-oppsRecord/contributors/contributor/person/nameFirst
Framework version - 1.0.00

Definition - the first name of a person
Obligation - required metadata if parent tag is present
Minimum occurrences - 1
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - Jane, J.

Cataloging best practices

Things to do

  • Enter complete names, if possible.
  • If only an initial is known, add a period.

Things to avoid

  • Do not enter last or family names.

Examples

  • Anne
  • A.

Want to use special characters like ©, é, ñ or ê? Do this:

  • Enter special characters and symbols using their entity references numbers. For the copyright symbol this means entering an ampersand symbol followed by the pound sign followed by the number 169 followed by a semicolon.

Top

Name - last

xpath - /news-oppsRecord/contributors/contributor/person/nameLast
Framework version - 1.0.00

Definition - the last or family name of a person
Obligation - required metadata if parent tag is present
Minimum occurrences - 1
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - Doe

Cataloging best practices

Things to do

  • Enter complete names.

Things to avoid

  • Do not use just an initial for the last name.

No last name? Do this:

  • If the last name is unknown, do not enter the person as a contributor. If possible, enter an organization as the contributor instead.

Want to use special characters like ©, é, ñ or ê? Do this:

  • Enter special characters and symbols using their entity references numbers. For the copyright symbol this means entering an ampersand symbol followed by the pound sign followed by the number 169 followed by a semicolon.

Top

Name - middle

xpath - /news-oppsRecord/contributors/contributor/person/nameMiddle
Framework version - 1.0.00

Definition - the middle name of a person
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - Anne, A.

Cataloging best practices

Things to do

  • Enter complete names, if possible.
  • If only an initial is known, add a period.

Things to avoid

  • Do not enter last or family names.

Examples

  • Anne
  • A.

Want to use special characters like ©, é, ñ or ê? Do this:

  • Enter special characters and symbols using their entity references numbers. For the copyright symbol this means entering an ampersand symbol followed by the pound sign followed by the number 169 followed by a semicolon.

Top

Name title

xpath - /news-oppsRecord/contributors/contributor/person/nameTitle
Framework version - 1.0.00

Definition - the form of address for an individual
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Data types - string
Domain - controlled vocabulary
Domain example - Dr, Prof, Mr

Controlled vocabulary information

  • Number of levels - 1
  • Level 1 is Name title - the form of address for an individual

Term and definitions

  • Dr - Self-explanatory
  • Miss - Self-explanatory
  • Mr - Self-explanatory
  • Mrs - Self-explanatory
  • Ms - Self-explanatory
  • Prof - Self-explanatory

Cataloging best practices

Things to do

  • Choose a form of address from the term list.

Top

News/opps record

xpath - /news-oppsRecord
Framework version - 1.0.00

Definition - the root element of the news and opportunity metadata record
Obligation - required
Minimum occurrences - 1
Maximum occurrences - 1
Child elements - recordID, language, title, description, announcementURL, announcements, topics, keywords, audiences, diversities, locations, archiveDate, recordCreationDate, otherDates, contributors
Data types - complex
Domain - the children elements are the domain
Domain example - <title>, <description>

Cataloging best practices

Things to do

  • Complete the subfields of record ID, language, title, description, announcement URL, announcements, topics, audiences, archive date, record creation date and contributors. These are required fields in order to make a complete record.

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Organization

xpath - /news-oppsRecord/contributors/contributor/organization
Framework version - 1.0.00

Definition - information about an institution, namely the name and email address if known but may also include department, position and URL
Obligation - choice
Minimum occurrences - 1 or 0
Maximum occurrences - 1
Child elements - instName, instDept, instPosition, url, email, contanctID
Data types - complex
Domain - the child elements
Domain example - <instName>, <email>

Notes

  • Organization is part of a choice. That is, a child element of either organization or person is required as part of the contributor element.
  • The required fields for organization are instName (Organization name - (when describing an organization)).

Cataloging best practices

Things to do

  • Complete at least the subfields of name and email

Top

Organization name - (when describing a person)

xpath - /news-oppsRecord/contributors/contributor/person/instName
Framework version - 1.0.00

Definition - an organization's formal name
Obligation - required metadata if parent tag is present
Minimum occurrences - 1
Maximum occurrences - 1
Data types - string
Domain - controlled vocabulary with optional free text
Domain example - American Geophysical Union (AGU), Rolling Meadows High School, Digital Library for Earth System Education (DLESE) Program Center (DPC), The Weather Channel
Other occurrences in framework - true

Notes

  • Because this field has a controlled vocbulary with optional free text, this means the terms and definition listed are only suggestions for content. Any organizational name can be entered.
  • The field also occurs with the following XPATH: /news-oppsRecord/contributors/contributor/organization/instName

Controlled vocabulary information

  • Number of levels - 1
  • Level 1 is Institutional name - an organization's formal name

Term and definitions

  • American Geophysical Union (AGU) - Self-explanatory.
  • Digital Library for Earth System Education (DLESE) - Self-explanatory.
  • Geological Society of America (GSA) - Self-explanatory.
  • Incoporated Research Institutions for Seismology (IRIS) - Self-explanatory.
  • National Aeronautics and Space Administration (NASA) - Self-explanatory.
  • National Association of Geoscience Teachers (NAGT) - Self-explanatory.
  • National Oceanic and Atmospheric Administration (NOAA) - Self-explanatory.
  • National Science Digital Library (NSDL) - Self-explanatory.
  • National Science Foundation (NSF) - Self-explanatory.
  • National Science Teachers Association (NSTA) - Self-explanatory.
  • University Corporation for Atmospheric Research (UCAR) - Self-explanatory.

Cataloging best practices

Things to do

  • Select one of the institutions from the term list or enter an appropriate institutional name.
  • Spell out acronyms.
  • The institutional name should be a formal name of an organization or entity and not a person or a position.
  • If the organization contains .com as part of its name, include the .com part in the name of the organization.

Things to avoid

  • Do not enter departmental information. Use the department field instead.

Examples

  • American Geophysical Union (AGU)
  • Digital Library for Earth System Education (DLESE)
  • Digital Library for Earth System Education (DLESE) Program Center (DPC)
  • Accuweather
  • Rolling Meadows High School
  • The Weather Channel
  • earthscience.com

Top

Organization name - (when describing an organization)

xpath - /news-oppsRecord/contributors/contributor/organization/instName
Framework version - 1.0.00

Definition - an organization's formal name
Obligation - required metadata if parent tag is present
Minimum occurrences - 1
Maximum occurrences - 1
Data types - string
Domain - controlled vocabulary with optional free text
Domain example - American Geophysical Union (AGU), Rolling Meadows High School, Digital Library for Earth System Education (DLESE) Program Center (DPC), The Weather Channel
Other occurrences in framework - true

Notes

  • Because this field has a controlled vocbulary with optional free text, this means the terms and definition listed are only suggestions for content. Any organizational name can be entered.
  • The field also occurs with the following XPATH: /news-oppsRecord/contributors/contributor/person/instName

Controlled vocabulary information

  • Number of levels - 1
  • Level 1 is Institutional name - an organization's formal name

Term and definitions

  • American Geophysical Union (AGU) - Self-explanatory.
  • Digital Library for Earth System Education (DLESE) - Self-explanatory.
  • Geological Society of America (GSA) - Self-explanatory.
  • Incoporated Research Institutions for Seismology (IRIS) - Self-explanatory.
  • National Aeronautics and Space Administration (NASA) - Self-explanatory.
  • National Association of Geoscience Teachers (NAGT) - Self-explanatory.
  • National Oceanic and Atmospheric Administration (NOAA) - Self-explanatory.
  • National Science Digital Library (NSDL) - Self-explanatory.
  • National Science Foundation (NSF) - Self-explanatory.
  • National Science Teachers Association (NSTA) - Self-explanatory.
  • University Corporation for Atmospheric Research (UCAR) - Self-explanatory.

Cataloging best practices

Things to do

  • Select one of the institutions from the term list or enter an appropriate institutional name.
  • Spell out acronyms.
  • The institutional name should be a formal name of an organization or entity and not a person or a position.
  • If the organization contains .com as part of its name, include the .com part in the name of the organization.

Things to avoid

  • Do not enter departmental information. Use the department field instead.

Examples

  • American Geophysical Union (AGU)
  • Digital Library for Earth System Education (DLESE)
  • Digital Library for Earth System Education (DLESE) Program Center (DPC)
  • Accuweather
  • Rolling Meadows High School
  • The Weather Channel
  • earthscience.com

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Person

xpath - /news-oppsRecord/contributors/contributor/person
Framework version - 1.0.00

Definition - information about a person, namely their name, affiliation and email address but may also include department and position
Obligation - choice
Minimum occurrences - 1 or 0
Maximum occurrences - 1
Child elements - nameTitle, nameFirst, nameMiddle, nameLast, instName, instDept, instPosition, email, emailAlt, contactID
Data types - complex
Domain - the child elements
Domain example - <nameLast>, <nameFirst>, <instName>

Notes

  • Person is part of a choice. That is, a child element of either organization or person is required as part of the contributor element.
  • The required fields for person are nameFirst (Name -first), nameLast (Name - last), instName (Organization name - (when describing a person)), email (Email - (when describing a person)).

Cataloging best practices

Things to do

  • Complete at least the subfields of first name, last name, organization name, and email.

Things to avoid

  • Do not include webmasters as contributors.

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Position - (when describing a person)

xpath - /news-oppsRecord/contributors/contributor/person/instPosition
Framework version - 1.0.00

Definition - the employment, organizational or functional position of the person who can be contacted about the news, event or opportunity
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - Outreach coordinator, Instructional designer, Librarian, DLESE (Digital Library for Earth System education) steering committee member, NSF (National Science Foundation) reviewer
Other occurrences in framework - true

Notes

  • The field also occurs with the following XPATH: /news-oppsRecord/contributors/contributor/organization/instPosition

Cataloging best practices

Things to do

  • Use a word or short phrase to identify the job position.
  • Capitalize first words (Outreach coordinator).
  • Spell out acronyms (WCM is Warning Coordination Meteorologist).

Things to avoid

  • Do not use the name of a person.

Examples

  • Outreach coordinator
  • Warning Coordination Meteorologist
  • DLESE (Digital Library for Earth System education) steering committee member
  • NSF (National Science Foundation) reviewer
  • Librarian
  • Instructional designer

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Position - (when describing an organization)

xpath - /news-oppsRecord/contributors/contributor/organization/instPosition
Framework version - 1.0.00

Definition - a job or functional position in the organization that can be contacted about the news, event or opportunity
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - Outreach coordinator, Librarian, DLESE (Digital Library for Earth System education) collections committee chair
Other occurrences in framework - true

Notes

  • The field also occurs with the following XPATH: /news-oppsRecord/contributors/contributor/person/instPosition

Cataloging best practices

Things to do

  • Use a word or short phrase to identify the job position.
  • Capitalize first words (Outreach coordinator).
  • Spell out acronyms (e.g. WCM is Warning Coordination Meteorologist).

Things to avoid

  • Do not use the name of a person.

Examples

  • Outreach coordinator
  • Warning Coordination Meteorologist
  • DLESE (Digital Library for Earth System education) collections committee chair
  • Librarian
  • Instructional designer

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Record ID

xpath - /news-oppsRecord/recordID
Framework version - 1.0.00

Definition - the record identification number
Obligation - required
Minimum occurrences - 1
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - DLESE-000-000-000-123

Notes

  • These are the metadata record identification numbers.

Cataloging best practices

Things to do

  • Use automated means to generate record ID numbers.
  • If using a DLESE cataloging tool, record ID number generate automatically.
  • Use unique text strings.

Things to avoid

  • If using a DLESE cataloging tool, do not change automatically generated record ID numbers.
  • Do not repeat record ID numbers with a collection.
  • Generally avoid spaces, apostrophes, quotes, slashes, less than or greater than signs, question marks, equal signs or URLs as part of record ID numbers.
  • If using a DLESE cataloging tool, do not use spaces, apostrophes, quotes, slashes, less than or greater than signs, question marks, equal signs or URLs as part of record ID numbers.
  • Do not use just numbers; rather include a text label with a string of numbers. See examples below.

Examples

  • DLESE-000-000-000-123
  • ABC-000-000-000-123

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Role

xpath - /news-oppsRecord/contributors/contributor/@role
Framework version - 1.0.00

Definition - the function of a person or organization in regards to creating, providing, supporting, hosting or cataloging the news, event or opportunity
Obligation - required metadata if parent tag is present
Minimum occurrences - 1
Maximum occurrences - 1
Data types - string
Domain - controlled vocabulary
Domain example - Publisher

Notes

  • This field is an attribute on the contributor field.

Controlled vocabulary information

  • Number of levels - 1
  • Level 1 is Role - the function of a person or organization in regards to creating, providing, supporting, hosting or cataloging the news, event or opportunity

Term and definitions

  • Author - a person or organization who creates content
  • Cataloger - a person or organization who catalogs
  • Contact - a person or organization who can provide more information
  • Editor - a person or organization who performs quality control on metadata records
  • Newsfeed - the RSS channel making the content accessible
  • Publisher - a person or organization who makes content accessible
  • Sponsor - a person or organization who hosts or supports news, events or opportunities
  • Validator - a person or organization who accessions metadata records into a collection

Cataloging best practices

Things to do

  • Determine a role for each contributor and then select the appropriate role term.
  • If a person or organization fits more than a single role, complete contributor information again for each different role term needed.
  • Use the role term Cataloger if compiling (cataloging) the information about the news, event or opportunity

Things to avoid

  • Do not use the role terms of Editor or Validator unless you are part of a cataloging team that is creating a collection.

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Share

xpath - /news-oppsRecord/contributors/contributor/@share
Framework version - 1.0.00

Definition - a boolean value that indicates whether a contributor's name and email address is displayed on DLESE user interfaces
Obligation - required metadata if parent tag is present
Minimum occurrences - 1
Maximum occurrences - 1
Data types - boolean
Domain - controlled vocabulary
Domain example - false

Notes

  • This field is an attribute of the contributor field.

Controlled vocabulary information

  • Number of levels - 1
  • Level 1 is Share - a boolean value that indicates whether a contributor's name is displayed on DLESE user interfaces

Term and definitions

  • true - yes, the name and email address of the contributor will be displayed on DLESE user interfaces
  • false - no, the name and the email address of the contributor will not be displayed on DLESE user interfaces

Cataloging best practices

Things to do

  • Choose True to indicate that it is okay to display a contributor's name and possibly email address on DLESE user interfaces.
  • Choose False to indicate that it is not okay to display a contributor's information on DLESE user interfaces.
  • Choose False for contributors with the role of cataloger.

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Source

xpath - /news-oppsRecord/contributors/contributor/source
Framework version - 1.0.00

Definition - the RSS channel from which the news item came
Obligation - choice
Minimum occurrences - 1 or 0
Maximum occurrences - 1
Attributes - url
Data types - complex
Domain - free text
Domain example - USGS Earthquakes

Cataloging best practices

Things to do

  • Use this field only if describing contributions from an RSS channel.

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Title

xpath - /news-oppsRecord/title
Framework version - 1.0.00

Definition - the name of the news, event or opportunity
Obligation - required
Minimum occurrences - 1
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - POW! The Planning of Wetlands Workshop

Cataloging best practices

Things to do

  • Make titles short and concise for easy reading and scanning.
  • Titles displayed on screen to the user are preferred over titles in a browser's title bar.
  • If a title is long, check to see if the entire title is necessary. Edit if necessary.
  • Capitalize the words of the title excluding prepositions, articles and pronouns.
  • If a title has an acronym, use the acronym but spell out acronyms (except for government agencies) in the description field. Enter government agency acronyms as a contributor with the role of sponsor and spell out the agency name in the institutional name field.

Things to avoid

  • Do not use verbs like seeks a Program Director at XYZ or participates in XYZ.
  • Do not include the name of institutions like ABC Inc. seeks a Program Director. Put institution information in the contributor fields.
  • Do not include the name of locations like ABC Inc. seeks a Program Director in Greenwich, Connecticut. Put place information in the location fields.
  • Avoid the use of subtitles. But if absolutely necessary, specify subtitles but do not use the word "subtitle"; rather separate the subtitle from the title with a colon.
  • Do not include subpage names in title. This makes title too long.
  • Do not include phrases like "by Joe Smith" in title.
  • Do not include phrases like "Welcome to the " in title. These can usually be omitted.

Examples

  • If a title is long like 'Hands-On: Developing Active Learning Modules On the Human Dimensions Of Global Change: Project Overview and Module Summaries: An Invitation' amend it to be shorter like 'Developing Modules On the Human Dimensions Of Global Change.'
  • A subtitle example is How the Earth Works Course: Dynamic Planet.

No title? Do this

  • If the news, event or opportunity does not display an appropriate title on screen for the user, create a title to describe the overall content of the resource.

Want to use special characters like ©, é, ñ or ê? Do this:

  • Enter special characters and symbols using their entity references numbers. For the copyright symbol this means entering an ampersand symbol followed by the pound sign followed by the number 169 followed by a semicolon.

Cataloging NSF, EPA, NOAA or other government announcements? Do this

  • At the end of the title, include the identifier and number like NSF-058.

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Topic

xpath - /news-oppsRecord/topics/topic
Framework version - 1.0.00

Definition - a broad subject area that the news, event or opportunity is about
Obligation - required
Minimum occurrences - 1
Maximum occurrences - unbounded
Data types - string
Domain - controlled vocabulary
Domain example - Education

Controlled vocabulary information

  • Number of levels - 1
  • Level 1 is Topic - a broad subject area that the news, event or opportunity is about

Term and definitions

  • Earth system science - the study of processes, states, cycles and interactions among the atmosphere, biosphere, geosphere, hydrosphere and space from a global to local perspective, across time scales and using physical and chemical laws; includes Earth data, history, philosophy and policy issues related to Earth system science
  • Education - the study of methods of teaching, learning and pedagogy or the provision of a structured learning environment at all educational levels, both formal and informal; may also include educational data
  • Engineering - the application of science and mathematics by which properties of matter and the sources of energy in nature are made useful to people
  • General interest - noteworthy information appropriate for any community members; generally is not specific to science, engineering, mathematics, technology, education or research
  • General science - the study of processes, states, cycles and interactions not related to Earth system science; often includes chemistry, data, physics or biology; includes history, philosophy and policy issues related to general science
  • Mathematics - the science of numbers, their operations, interrelations, combinations, generalizations and abstractions
  • Research - the investigation of relevant topics, problems, issues or events in order to advance knowledge of a field
  • Technology - the study or use of information processes or knowledge through technical means; often includes computer science, information science, measuring devices, image processing, tool use, interfaces

Cataloging best practices

Things to do

  • Choose at least one topic term.
  • For faculty positions (e.g. assistant professor in an atmospheric science department), check to see if both Education and Research are applicable topics.

Things to avoid

  • Don't choose more than 1-2 topics. Most items are adequately described by one to perhaps two appropriate topics.

More information about using the General interest term

  • If the item seems to fit many topic areas, choose General interest as the topic area.

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Topic list

xpath - /news-oppsRecord/topics
Framework version - 1.0.00

Definition - a list of categorizations for the event, news or opportunity by broad discipline areas
Obligation - required
Minimum occurrences - 1
Maximum occurrences - 1
Child elements - topic
Data types - complex
Domain - the child elements
Domain example - <topic/>

Cataloging best practices

Things to do

  • Complete at least one topic subfield.

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URL - announcement

xpath - /news-oppsRecord/announcementURL
Framework version - 1.0.00

Definition - a URL at which more information about the event, news or opportunity is located
Obligation - required
Minimum occurrences - 1
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - http://www.estuarylive.org

Cataloging best practices

Things to do

  • Enter the URL which provides the most specific information about the news, event, or opportunity.
  • Begin URLs with the proper Internet scheme like http://
  • URLs with ampersands, percent 20's, equal signs, underscores and question marks are fine.

Things to avoid

  • Generally, avoid URLs with spaces.

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URL - organization

xpath - /news-oppsRecord/contributors/contributor/organization/url
Framework version - 1.0.00

Definition - the organizational or departmental web address
Obligation - optional
Minimum occurrences - 0
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - http://geology.uaa.alaska.edu/
Other occurrences in framework - true

Notes

  • The field also occurs with the following XPATH: /news-oppsRecord/contributors/contributor/source/@url

Cataloging best practices

Things to do

  • Enter the URL which provides the most specific information about the organization.
  • Begin URLs with the proper Internet scheme like http://
  • URLs with ampersands, percent 20's, equal signs, underscores and question marks are fine.

Things to avoid

  • Generally, avoid URLs with spaces.

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URL - source

xpath - /news-oppsRecord/contributors/contributor/source/@url
Framework version - 1.0.00

Definition - the URL that provides the XML of the RSS channel
Obligation - required metadata if parent tag is present
Minimum occurrences - 1
Maximum occurrences - 1
Data types - string
Domain - free text
Domain example - http://geology.uaa.alaska.edu/

Notes

  • This field is an attribute on the source field.

Cataloging best practices

Things to do

  • Enter the URL which provides the most specific information about the RSS channel.
  • Begin URLs with the proper Internet scheme like http://
  • URLs with ampersands, percent 20's, equal signs, underscores and question marks are fine.

Things to avoid

  • Generally, avoid URLs with spaces.

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Last updated: 2006-09-21
Maintained by: Katy Ginger (support@dlese.org), DLESE Metadata