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If you are not yet familiar with the batch metadata editing process for ScholarWorks, please consult the training documentation created by David Walker.
Field #1: Title (
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December 2021-
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January 2022)
Overview
In 2020-2021, the MWG identified the need for additional clarity regarding capitalization practices for the Title field, which formerly advised users to capitalize the first word and any proper nouns, as shown in the screenshot below.
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Download the .zip file for your campus. Contact David if you don’t have that URL.
There is a separate CSV file within the .zip file for each data model/work form, of which we currently have four: dataset, educational resource, publication, and thesis. If your campus will be cleaning up Title metadata for more than just ETDs, you will need to complete the following clean up steps for each CSV separately.
For each CSV file, download it and save it locally. Then delete all fields (columns) except for id (column A) and title (column I).
Add a new column C (you can name it “title_revised” for now), and in cell C2, type =PROPER(B2) and press enter/return on your keyboard. This will convert the all caps text in B2 to title case.
Then fill the formula down the entire column. Please consult Excel’s documentation for additional guidance with that.
Then copy the output of that formula and paste it as values in a new column (you can name that one “title_revised2” for now).
Please save your file at this point to avoid losing your work.
As noted above, this formula will capitalize the first letter of all words and lower case the rest, so spot checking will likely be required to identify those words that should be all caps (e.g., acronyms) and identify words that should not be capitalized (e.g., a, an, of, at).
You may want to consider using find and replace to automate this process a bit, working from the title-revised2 column. For example, you could replace all instances of “Of “ Of “ with “of “ of “ as shown in the screenshot to the right. Just be sure to include a space before and after the word in order to avoid replacing longer words that simply begin/end with the same letters, and also be sure to . You will want to search “By Columns” and check the “Match case” option.
Once the spot checking is completed, delete the original title column and the “title_revised” column. Then rename the “title_revised2” column “title”.
That’s it! Be sure to save the CSV again, and you can send the file back to David. He will take it from there and give you the opportunity for a “sanity check” before finalizing the changes.
Field #2: Creator, Advisor, Committee Members (February 2022-March 2022)
Overview
In 2020-2021, the MWG discussed feedback from ScholarWorks project managers regarding the need for more inclusive help text for the Creator field, which advised that names be entered “with the last name first,” followed by a comma and the first name and middle name or initial, if applicable. The help text also included Anglocentric examples, as shown in the screenshot below.
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This led to further investigation into best practices for inclusive naming conventions, which centered on the fact that the terms “first name” and “last name” are not, in themselves, inclusive. Ultimately, the MWG recommended that any reference to those terms be removed from the help text and that names no longer be inverted, to avoid confusion. The group recommend that the help text be changed to “Enter the author’s name exactly as it appears on the title page of the work.”
San Francisco State University implemented this change on their Qualtrics self submission form for theses and dissertations in the spring of 2021 and found that the reference to “the title page” created confusion, so they adapted the help text as follows and incorporated an example (thanks to Devone Rodrigues for his help with this!): “Enter the author’s name exactly as it appears on the work (e.g., Jerome C. Baxter).”
Further testing of the revised help text at San Francisco State has yielded very straightforward self submissions, free of errors, so the MWG recommended that it be implemented for the Creator, Advisor, and Committee Member fields. This change should also be reflected in future updates to the help text for fields intended for names in other work forms.
[Need to add a screenshot of the new help text, once updated]
Clean-up Recommendations (Optional)
The MWG has not identified clean up of existing Creator, Advisor, and Committee Member metadata that includes inverted names (i.e., entered in Last, First M. format) as a requirement. However, campuses are welcome to undertake this clean up, and a recommended method is detailed below. This method will also work for any other fields that contain names (e.g., Contributor, Editor).
Download the .zip file for your campus. Contact David if you don’t have that URL.
There is a separate CSV file within the .zip file for each data model/work form, of which we currently have four: dataset, educational resource, publication, and thesis. If your campus will be cleaning up metadata for more than just ETDs, you will need to complete the following clean up steps for each CSV separately.
For each CSV file, download it and save it locally. Then delete all fields (columns) except for id (column A) and those name-based fields you intend to clean up, such as creator (column AY), advisor (AR) and committee_member (AS).
Add two new columns to the right of each field/column that you intend to clean up and then name those new columns as follows: [original field name]_revised and [original field name]_revised2.
Select what is now cell C2 (the first blank cell in the first of the _revised columns you’ve added), then click on the formula bar, and copy and paste the following function: =RIGHT(B2,LEN(B2)-SEARCH(",",B2)-1)&" "&LEFT(B2,SEARCH(",",B2)-1) and press enter/return on your keyboard.
Then fill the formula down the entire column. Please consult Excel’s documentation for additional guidance with that.
Then copy the output of that formula and paste it as values in what is now column D (i.e., your _revised2 column for that field).
Please save your file at this point to avoid losing your work.
Working from what is now Column D, spot check the output of the formula for error. If you find any errors, please correct these within Column D.
Particular attention should be paid to names that include suffixes or more than one comma, as these will probably need to be corrected manually.
If you come across “#VALUE!,” that should mean that the original name in Column B was already in the correct order. In a case like that, select the D cell containing “#VALUE!,” press your backspace/delete key, and then copy the name from the corresponding cell in Column B and paste it into the D cell.
Once the spot checking is completed, delete Columns B and C. Then remove “revised2” from the heading of what was Column D (now Column B).
Repeat the above steps as necessary for additional fields, changing the reference points in the formula as needed to refer to the correct column.
When finished, be sure to save the CSV again, and then send the file back to David. He will take it from there and give you the opportunity for a “sanity check” before finalizing the changes.