Input Guidelines for Describing Items in ScholarWorks@Towson

The purpose of this document is to provide explanations for each piece of information requested when describing your submission to ScholarWorks@Towson. It also provides input guidelines for some of the fields.

Author(s)

This field is used for the individual, or individuals, primarily responsible for creating the item. Although labeled "author" this field could also apply to illustrators, directors, composers, etc.

When entering a name, enter the last name in the text box for "Last name" and enter the first name, as well as any name suffixes in the text box for "First name(s)". Then click the "Add" button to add the name to the record.

When entering multiple names, type one name at a time in the text boxes, and then click "Add" for each name.

 

Contributor(s)

The Contributor(s) field is used for any individual, or individuals, who assisted in the creation of the item, but who was not primarily responsible for the item’s creation. Roles that a contributor could have played include editor, illustrator, narrator, actor, team member, etc.

When entering a name, enter the last name in the text box for "Last name" and enter the first name, as well as any name suffixes in the text box for "First name(s)". Then click the "Add" button to add the name to the record.

When entering multiple names, type one name at a time in the text boxes, and then click "Add" for each name.

 

Advisor(s)

Typically used for student-created items, the Advisor(s) field is used for the individual, or individuals, who advised or otherwise oversaw the work and creation of the item.

When entering a name, enter the last name in the text box for "Last name" and enter the first name, as well as any name suffixes in the text box for "First name(s)". Then click the "Add" button to add the name to the record.

When entering multiple names, type one name at a time in the text boxes, and then click "Add" for each name.

 

Title

The Title field is for the title of the item. Include any subtitles when entering the title.

Nore: The Title field is a required field.

 

Other Title(s)

The Other Title(s) field is used for any additional or alternative titles that a researcher might search for the item by.

When entering multiple titles, type one title at a time in the text boxes, and then click "Add" for each title.

 

Date of Issue

The Date of Issue field is used for the date when the item was first publically made available.

If the item was previously published, presented, or displayed prior to being added to ScholarWorks@Towson, enter the date when it was first published, presented, or displayed.

If the item has not been previously published, presented, or displayed, enter the date when it was created.

Enter as much of the date as is known. So, if only the year and the month are known enter only the year and the month. If only the year is known enter only the year.

If the previously published, presented, or displayed date or the creation date are unknown or uncertain, leave the Date of Issue field blank and enter an approximate date in the Description field.

 

Publisher

If the item has been published previously, enter the name of the publisher in the Publisher field.

 

Citation of Original Publication

If the item has been published previously, enter the bibliographic citation in the style most applicable to your discipline in the Citation of Original Publication field.

 

Series/Report

If the item was created as part of a series, enter the title of the series in the "Series Name" text box of the Series/Report field.

Enter the numbering for the item within the series, such as volume, issue, report and/or paper number, in the "Report or Paper Number" text box of the Series/Report field.

 

Department

The Department field is used the academic or administrative department for which the item was created. Use the Program field for items that were created for a particular program.

If the item can be considered to have been produced out of more than one department or program, contact scholarworks@towson.edu to discuss listing the item in more than one collection within the repository.

 

Program

The Program field is used for the academic or administrative program for which the item was created. Use the Department field for items that were created for a particular department.

If the item can be considered to have been produced out of more than one program or department, contact scholarworks@towson.edu to discuss listing the item in more than one collection within the repository.

 

Identifiers

The Identifier field is used for any standard identification number or code that may be associated with the item. Select the type of identifier from the dropdown menu, enter the identification number or code in the text box, and hit the "Add" button.

If the item has more than one standard identification number or code associated with it, multiple identification numbers or codes may be entered.

Possible identifier types are:

  • ISSN (International Standard Serial Number; used for periodicals, journals, other continuing resources)
  • ISMN (International Standard Music Number; used for music materials)
  • Gov’t Doc # (Government Document Number; used for government documents)
  • URI (Uniform Resource Identifier; used for identifying resources)
  • ISBN (International Standard Book Number; used for books)
  • DOI (Digital Object Identifier; used for digital objects. Typically journal articles)
  • Other (used for any identification system other than the ones listed)

 

External Link

If the item can be found at another location on the Internet, the External Link field is used for a URL (Uniform Resource Locator), or other link, to the item at that location.

 

Type

The Type field is used for a broad indication of what the item is.

The options for the Type field are:

  • Collection
  • Dataset
  • Event
  • Image
  • Interactive Resource
  • Moving Image
  • Physical Object
  • Service
  • Software
  • Sound
  • Still Image
  • Text

Choose the one option that is most applicable to the item.

Note: The Type field is a required field.

 

Format

The Format field is used to provide a more specific indication than the Type field of what the item is.

Some examples of terms that would be appropriate for the Format field include:

  • Journal article
  • Book review
  • Dissertation
  • Presentation
  • Score
  • Film
  • Audio clip
  • Oil Painting
  • HTML code

This is list is not exhaustive. You may be as specific or as general as you would like.

Best practice is to enter a term that matches the term that has been applied to other items in the repository of the same or similar format. Doing so ensures that the item will be listed in the search results of a search for that term.

 

Extent

The Extent field is used to indicate the length, duration, dimensions, file size, etc. of the item. Enter the numeric quantity of the extent as well as the unit of the extent.

Some examples of appropriate entries for the Extent field include:

  • 22 pages
  • 76 minutes
  • 5x7 inches
  • 210 KB

 

Language

The Language field is used to indicate the language in items that prominently feature a written, spoken, or illustrated language.

Select the one most appropriate or predominant language from the dropdown menu.

If the desired language does not appear in the dropdown menu, select "Other" and provide a note about the language in the Description field.

If the item does not feature a language, select "N/A".

 

Subject Keywords

The Subject Keywords field is used to enter terms or phrases to describe what the item is about.

To enter multiple keywords or phrases, type one keyword or phrase at a time in the textbox and then click the "Add" button. There is no limit on the number of subject keywords that may be entered.

Best practice is to enter a term or phrase that matches the term or phrase that has been applied to other items in the repository of the same or similar subject. Doing so ensures that the item will be listed in the search results of a search for that term or phrase.

 

Abstract

The Abstract field is used for the abstract, or other summary description, for the item.

 

Sponsors

The Sponsors field is used to list any sponsors, conference organizers, funding codes, etc. that may have been involved in the creation or support of the item or the research the item describes.

 

Description

The Description field is a "catch-all" field for any other description, notes, comments, or information about the item that would not be appropriate in any of the previous fields.