Guidance notes for using the asset management prototype (v1.3)

Transcription

1 Guidance notes for using the asset management prototype (v1.3) R. John Robertson 06 May 2005 Contents General notes... 1 Create new learning material entry... 2 Create new college publication entry... 3 Title... 3 Location... 3 Select committee or board... 3 Date of meeting... 3 Item type... 3 Embargo date... 3 Technical and preservation description... 4 File type... 4 Retention period... 4 Bibliographic Description... 5 Author s name... 5 Keywords about the item... 5 Bibliographic description... 5 Educational Description... 6 Unit code... 6 Superclass... 6 Programme... 6 Educational description... 8 Curricular area... 8 Edit the entire record... 9 General notes Purpose This system is intended to manage and increase access to College resources (administrative publications, learning materials, quality management documents). The prototype is testing information creation, drawing together college practice, and getting feedback on the proposed system. Location of prototype: Log-in: Password: Entering data Enter text without formatting. 1

2 Create new learning material entry Title Provide the title as it is given in the document. Change the capitalisation - only capitalise first word of the title, and personal names, corporate names, and proper nouns. Subtitles should be separated from the title using a colon (':'). Location The prototype doesn t move any files so this information isn t used. Enter your computer s name. Status For learning materials choices are: approved by PPG additional to PPG All administrative documents are automatically approved 2

3 Create new college publication entry Title Provide the title as it is given in the document. Change the capitalisation - only capitalise first word of the title, and personal names, corporate names, and proper nouns. Subtitles should be separated from the title using a colon (':'). Location The prototype doesn t move any files so this information isn t used. Enter your computer s name. Select committee or board For administrative documents: Select the committee or board which produced the asset Date of meeting Enter the date of the meeting. Item type Available choices: Not assigned Agenda Minutes Terms of reference Embargo date The date at which the document becomes public only applies to SMT and OMT minutes. 3

4 Technical and preservation description File type The format of the file you would be uploading the choices are: PDF adobe acrobat pdfs PPS Powerpoint shows HTML web pages DOC word documents Retention period This is the length of time in years that the document should be retained/ the point at which keeping the document will be reviewed. It is derived from the John Wheatley College Document Retention Schedule. 4

5 Bibliographic Description Author s name If personal author- last name first For learning materials produced by the college enter: John Wheatley College For external learning materials enter the name of the authoring body. For college publications enter the name of college followed by name of the board or committee. E.g. John Wheatley College.Board of Management Keywords about the item Enter a few words that sum up the subject of the item. Use lowercase, separate words and phrases with commas. Bibliographic description Enter a brief description about what the asset is. The description should be a concise, keyword - intensive description of the object. If the [asset] has an abstract or table of contents, that information may be included here. The description should include a statement of the type of material it is e.g. electronic resource 5

6 Educational Description Unit code The SQA code for the unit associated with the asset Superclass The code assigned to a group of units by SQA (for use by the quality team) Programme Please enter the appropriate programme associated with the asset. The list is grouped by curricular area. Access to Humanities Adult Literacies & Learning Introductory Training in Adult Literacies Learning Professional Development Award in Learning Centre Operations Art & Design Foundation Art Portfolio Preparation NQ Art Design and New Media Business Administration ILM Introductory Certificate in Team Leading NQ Administration & Information Technology 6

7 HNC Administration & Information Technology Care Access to Nursing Gateway to HNC Social Care HNC Social Care Child Care & Education Introduction to Working with Children NQ in Child Care & Education * HNC in Child Care & Education * Computing & Multi Media PC Build, Maintenance and Support - A+ (Subject to Approval) Cisco Certified Networking Associate (CCNA) (Subject to Approval) Internet and Computing Core Certification (IC 3 ) (Subject to Approval) PC Passport ECDL Computing Access NQ Computing Getting Started NQ Computing NQ Multimedia NQ PC Build, Maintenance & Support HNC Computing Construction Slating Painting Joinery Brickwork Hairdressing & Beauty Culture Access 3 Hairdressing Assistants NQ Hairdressing 1 st Year NQ Hairdressing 2 nd Year NQ Beauty Culture Hospitality & Catering Foundation Catering General Catering Professional Cookery Photography NQ Photography Sound Engineering & Electronics PC Maintenance & Repair NQ Music Technology and Sound Engineering HNC Music Technology & Sound Engineering Supported Learning Bridges Lifeskills 7

8 Lifestart Options Working with Others (Access 2 & 3) Educational description Briefly describe educational approach and intended use of the asset. This element describes potential educational uses of a resource. For example "use as an introduction to the topic". Curricular area Available choices: Access to Humanities Adult Literacies & Learning Art & Design Business Administration Care Child Care & Education Computing & Multi Media Construction Hairdressing & Beauty Culture Hospitality & Catering Photography Sound Engineering & Electronics Supported Learning Miscellaneous 8

9 Edit the entire record Retrieve all records 9