C:\fakepath\confolio usage

Metaschool: Towards Teacher
No 141942-LLP-1-2008-1-GR-
Competence on Metadata and Online
COMENIUS-CMP
Resources

Confolio Tool Usage Guide
and
Good Metadata Practices
for Content Providers

No 141942-LLP-1-2008-1- Metaschool: Towards Teacher
GR-COMENIUS-CMP Competence on Metadata and
Online Resources

Table of Contents

1. Getting started with Confolio ................................................................................... 3
1.1. Logging in............................................................................................................. 3
1.2. Choosing your organization’s folder .................................................................... 4
1.3. Creating folders – checking the annotated LOs.................................................... 6
2. Content Resources ..................................................................................................... 8
2.1. Case A: Uploading a content file .......................................................................... 8
2.1.1 How to complete the “Upload file” dialog box .............................................. 8
2.1.2 How to complete the “Metadata Editing” dialog box..................................... 9
2.1.3 Storing the Metadata ..................................................................................... 19
2.2. Case B: Uploading a URL to a content file ........................................................ 19
2.3. How to complete the “Upload file” dialog box .............................................. 20

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1.Getting started with Confolio
1.1. Logging in
To log in to the Organic.Edunet Repository Tool you open a Firefox Browser (it does not
support other browsers for the time being) and you type in the address
http:oe.confolio.org. You login using the option on the top right of your screen by
typing the username and password that was sent to you by e-mail.

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Figure 1.1: The Confolio homepage and the login area.

NOTE: The present screenshots and any other following screenshots taken from the
Repository Tool may become outdated after changes in the implementation of Confolio.
If such is the case, please contact the developing team for clarifications.

1.2. Choosing your organization’s folder
After logging in you should see the contents of the Overview portfolio, which basically
consists of links to the portfolios of all content providers. Please click on the link with the
abbreviation of your organization; you will then be forwarded to your organization's
portfolio. Check the Figures 1.2 & 1.3 below to see how the overview looks like.

Figure 1.2: Available partner portfolios

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Figure 1.3: Folders of AUA

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1.3. Creating folders – checking the annotated LOs
In Figure 1.4 you can see how a folder should look like. If this is the folder you will store
your annotations in, then you do not need to do anything. In case you need to create a
different folder to store the annotated LOs, then you should choose the “Folder” button to
create a new folder.

Figure 1.4: Folder in confolio – “New Folder” button

Inside your organization's portfolio you see a few buttons for creating resources. They are
located at the bottom of the user interface. The two most important ones are “File...” for
uploading files, and “Link...” for the creation of references to already existing resources
on the Internet. The respective processes are presented in the present chapter as well as to
the next one.

When a folder is selected, it expands,
thus revealing the permitted actions that
can be performed on the specific folder.
Each folder can be edited (change name,
Figure 1.5: Possible operations on a folder and other metadata), removed, copied
and cut in order to be pasted somewhere
else. Also, on each folder the user can
apply accessibility restrictions to certain
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users.

When you click edit, a new dialog box will appear containing all the folder details. Please
ignore the other options and only use the field “Title” in case you need to change the
folder’s name (Figure 1.6).

Figure 1.6: Renaming a folder

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2.Content Resources
2.1. Case A: Uploading a content file
The following steps – instructions consider the uploading/annotation of physical learning
objects that you have as an electronic file on your hard drive and not LOs that are
accessible in some URL on the internet. This procedure is explained further on.

Figure 2.1: The “Upload file” dialog box

2.3.1 How to complete the “Upload file” dialog box

1. Click the Browse button to locate the file in your hard drive
2. Choose the Format type of the file from the pull down menu
3. Choose the Type of the LO from the pull down menu
4. Give a title to the LO you are uploading in the Title field
5. Provide a brief description of the LO you are uploading in the Description field
6. You do NOT need to change the access rights values.
7. Click the Finish button on the bottom right to continue to the next screen.

In Figure 2.2 you can see the “Upload file” dialog box, filled with the metadata of and
academic article on Pest Incest Management for Organic Crops. As you can see, the

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Description field will automatically expand as you insert text, so do not hesitate to
provide a comprehensive description of the LO.

Figure 2.2: The “Upload file” dialog box filled

2.3.2 How to complete the “Metadata Editing” dialog box
1.3.2.1 Mandatory Elements

1.3.2.1.1 Title

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Figure 2.3: The “Title” element

As you can see, the Title element can take multiple values according to the language of
the title. As a mandatory element, it must take at least one description in any of the
consortium languages, preferably English. Using the “+” and “-” buttons you can add or
remove descriptions in multiple languages.

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1.3.2.1.2 Language
Again, the Language element (Figure 2.4) can take multiple values since the languages of
the LO can be multiple. For example, a document that maps agricultural terms from
English to Greek and Spanish. In the case of annotating the learning resources of your
organization, most probably, the language will be your native one. This is not the case
when it comes to public resources that are mainly available in English.

Figure 2.4: The “Language” element

1.3.2.1.3 Description
The Description element (Figure 2.5) can take multiple descriptions in different
languages. You can add/remove descriptions with the use of the “+” and “-” buttons.

Figure 2.5: The “Description” element

1.3.2.1.4 Copyrights and Other Restrictions
As far as copyrights are concerned, the only thing that the content annotators have to
provide is whether or not there are copyrights and other restrictions on the LO. If the
value is “Yes” then the field with the description of the copyrights should also be filled.

Figure 2.6: The “Copyrights and Other Restrictions” element
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1.3.2.1.5 Creative Commons Licenses

1.3.2.2
Figure 2.7: The Creative Commons values drop down list

If the resource is already characterized with a creative commons license, the user can
indicate this by selecting one of the values above. If the user is the owner/author of the
resource these values can also be used to indicate the intellectual property rights that
apply to this resource.

1.3.2.3

1.3.2.4 Recommended Elements

1.3.2.4.1 Keyword
In the Keyword element you are supposed to provide with a couple (or more) keywords
that describe the LO and can be used in the case of an advanced search. If you need to
insert more than one keywords, please use the the “+” and “-” buttons to add more
keywords. DO NOT write all the keywords in one field (e.g. separated by commas) as
this feature is NOT supported. So, if you need to provide three keywords, your dialog box
should look like
Figure 2.7.

Figure 2.8: An example for the “Keyword” element (Three keywords are provided here)

1.3.2.4.2 Structure
The element Structure defines the structure of the LO.
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Figure 2.9: Screenshot of the “Structure” element

1.3.2.4.3

1.3.2.4.4 Contribution
The element “Contribution” stores data about the entities (i.e., people, organizations) that
have contributed to the state of the LO during its life cycle (e.g., creation, edits,
publication). This element can store multiple contributors of an LO. For example, a
content provider may upload a specific LO without providing extensive details about it.
Some days later, another contribution can be made by the author of the LO that
complements the previous description with details such as typical age range, intended end
user role, etc.

Figure 2.10: Screenshot of the “Contribution” element

1.3.2.4.5 Format
The Format element is used to store the exact format of the LO. In the final
implementation of the Confolio tool, this field will be controlled by a pull-down menu
with the most common format types along with the option for the user to describe the
format if it is not in the proposed list. For the time being, you do not need to change
anything to the Format field.

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1.3.2.4.6 Intended End User Role
Intended End User Role is intended to indicate the role of principal user(s) for which this
learning object was designed. Note that you can add more user roles using the “+” and “-
” buttons.

Figure 2.11: Screenshot of the “Intended End User Role” element

1.3.2.4.7 Typical Age Range
Typical Age Range is intended to indicate the typical age of the user of the LO. There is
also the possibility of entering multiple age ranges. Nevertheless these age ranges should
not be overlapping for the same LO. For example, there is no reason to have an age range
of “18-21” and another one “20-25”. Either minimum or maximum value can be set to U
(undefined) meaning that then the range is extended in that way.

Figure 2.12: Screenshot of the “Typical Age Range” element

1.3.2.4.8 Context
Context indicates the principal environment within which the learning and use of this LO
is intended to take place.

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Figure 2.13: Screenshot of the “Context” element

1.3.2.4.9 Cost
Cost element is used to indicate if the use of the LO requires any payment.

Figure 2.14: Screenshot of the “Cost” element

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1.3.2.4.10 Ontology Term
The ontology terms that characterize each
LO can be retrieved from the
Organic.Edunet ontology. The user that
annotates the LO must browse through the
ontology terms using the “+” and “-” signs
until he finds the term that best fits the LO
described. In the example examined, the
LO has to do with Pest Control so we
concluded to the term “PestControl” that is
marked and by double clicking on it, we
selected it.

Figure 2.15: Screenshot of some Organic.Edunet
ontology terms

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The ontology terms can also be retrieved
by typing the desired term. This
functionality is designed for more
experienced users that are already
familiarized with the terms. While the user
types in letters, the system provides
suggestions for possible matches to the
ontology.

Figure 2.16: Alternative way of browsing through
Organic.Edunet ontology terms

1.3.2.4.11 Ontology Relationships

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The user can use the drop down list to
provide information on the type of the
relationship that exists between the
resource and the ontology term. For
example, the resource about the Insect Pest
Management on Organic Crops, “provides
data on” (relationship) PestControl
(ontology term).

Figure 2.17: Relationships for the Organic.Edunet
ontology terms

2.3.3 Storing the Metadata

When you insert all the mandatory and recommended elements, you should choose the
“Done” option on the bottom of the metadata dialog box. By doing this, you
simultaneously store the metadata you inserted. If you wish, you can edit these metadata
afterwards and store any changes by clicking the same button again. Be careful because if
you click on “Cancel” the changes you make will be deleted!

2.2. Case B: Uploading a URL to a content file
In the case of a link to a web resource, please note that file you are annotating should be
already online either because the organization hosts its own content website (BMLFUW
case) or because the organization describes publicly available resources (Intute case).

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Figure 2.18: The “Link to web resource” dialog box

2.3. How to complete the “Upload file” dialog box
1. Click the Browse button to locate the file in your hard drive
2. Choose the Format type of the file from the pull down menu
3. Choose the Type of the LO from the pull down menu
4. Give a title to the LO you are uploading in the Title field
5. Provide a brief description of the LO you are uploading in the Description field
6. Click the Finish button on the bottom right to continue to the next screen.

In Figure 3.2 you can see the “Upload file” dialog box, filled with the metadata of and
academic article on Pest Incest Management for Organic Crops. As you can see, the
Description field will automatically expand as you insert text, so do not hesitate to
provide a comprehensive description of the LO.

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Figure 2.19: The “Link to web resource” dialog box filled

All the other metadata elements follow the same logic in the case of the “Link to a web
resource” as well.

Good Practices for Metadata Providers

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Title

Good Metadata Example

URL reference:
http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-085ed66f-b89e-
11de-922e-3b751303d8ec

Recommendation:
This title is long enough to provide an accurate idea of what this resource is about.
Judging also by the description, it seems that this title is the fitting one.

Poor Metadata Example(s)

URL reference: http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-
94d485af-b89f-11de-922e-3b751303d8ec

Recommendation:
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Please use more comprehensive and descriptive titles. This is not the book itself. If this
was the book, the title could have been “Old Hungarian Poultry”. Now, it should be:
Presentation of the Book: “Old Hungarian Poultry”, or sth like this. Also, the title itself
is not acceptable due to the digit “3” that is right after the word “Poultry”.

URL reference:
http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-38f7efdb-b89e-
11de-922e-3b751303d8ec

Recommendation:
The specific URL points to a collection of papers and posters presented in a conference
on climate change. The title is misleading as to the actual content of this resource.
-------------------------------------------------------------------------------------------------------

0baacd26-b89e-11de-922e-3b751303d8ec

Recommendation:

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Please use a more comprehensive title. For example the CRC acronym, can be refined as
Cooperative Research Centre just to provide the user with a way to understand what this
learning resource is about.

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RESOURCES WITH SIMILAR PROBLEMS:

1. http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-8cac0d27-
b89f-11de-922e-3b751303d8ec
2. http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-65ce1939-
b89f-11de-922e-3b751303d8ec
3. http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-bc9b03e1-
b89f-11de-922e-3b751303d8ec
4. http://portal.organicedunet.eu/index.php?option=com_content&view=article&id=
1361&Itemid=103
5. http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-f9f9768d-
b89f-11de-922e-3b751303d8ec

Description


6f086579-b8a1-11de-922e-3b751303d8ec


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94d485af-b89f-11de-922e-3b751303d8ec

Recommendation:
This learning resource is not just the presentation of the book. It also contains the book
cover and specific information on the chapters of the book. Such details should be
addressed also in the description element.

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URL reference:
http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-8478a221-b8a0-
11de-922e-3b751303d8ec

Recommendation:
This description is 566 words long. This makes it
useless for the user that will come across this
learning object. Shorter descriptions should be
provided. An ideal length should be no more than
60-70 words.

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1. http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-8cac0d27-
b89f-11de-922e-3b751303d8ec
b89f-11de-922e-3b751303d8ec
3. http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-f9f9768d-
b89f-11de-922e-3b751303d8ec
4. http://portal.organicedunet.eu/index.php?option=com_content&view=article&id=
1627:Importanta%20cerealelor%20si%20a%20pseudocerealelor%20in%20alimen
tatie&catid=1:latest-news&Itemid=103

Keyword


URL reference:
http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-7d95c242-b8a3-
11de-922e-3b751303d8ec


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URL reference:
http://portal.organicedunet.eu/index.php?option=com_content&view=article&id=3511:Al
bum:%20Organic%20Pigs%20In%20The%20Snow&catid=1:latest-news&Itemid=103

Belongs to the collection of: EULS

Recommendation:
While the title implies that there could be more keywords here, like “snow”, “pigs”,
“winter”, etc. only one is provided which is also too general and not that relevant to the
real content of the resource. The search engine will still work and will provide the results
if you search using “snow” as a term, but still, the keywords element cannot look like
that.

URL reference:
http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-8cac0d27-b89f-
11de-922e-3b751303d8ec

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Recommendation:
More keywords needed. Just one keyword is not enough, and even so, the keyword text
here is misleading. These keywords should be provided separately as “turkey” and
“poultry” along with some others, and not as one “turkey poultry”.

MOGERT
1. http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-89e3291f-
b89f-11de-922e-3b751303d8ec

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Coverage


URL reference:
http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-1c4dc38a-b8a0-
11de-922e-3b751303d8ec


URL reference:

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11de-922e-3b751303d8ec

Recommendation:
Are these turkeys located only in Hungary? If this is not some kind of a special breed, it
should not cover only Hungary. The language of the document is already declared in
another metadata element and has nothing to do with coverage. For example, a scientific
paper talking about the effects of pollution, even if it’s written in Greek, it covers the
whole world as far as its content is concerned.

URL reference:
http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-243ab9ab-b8a0-
11de-922e-3b751303d8ec

Recommendation:
Coverage should always be provided.


1. http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-fae52bc5-
b89e-11de-922e-3b751303d8ec

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Intended End User Role


URL reference:

Recommendation:
This learning resource, has all (or at least most) of the Educational Metadata filled out.
This, as you can see is a nice example of how these metadata can work. When finding
this resource, the user can get a quick look of the educational context in which this
learning resource can be used.


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URL reference:
11de-922e-3b751303d8ec

MOGERT
1. http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-8de5c5ab-
b89f-11de-922e-3b751303d8ec
2. http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-7e065b1d-
b89f-11de-922e-3b751303d8ec
Intute
3. http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-085ed66f-
b89e-11de-922e-3b751303d8ec
Miksike
b89f-11de-922e-3b751303d8ec

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Learning Resource Type


URL reference:
http://portal.organicedunet.eu/index.php?option=com_content&view=article&id=1361&I
temid=103


URL reference:

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Recommendation:
Is this an image? It is a powerpoint presentation (the type presentation is available in the
pull-down menu in Confolio). Nevertheless, our suggestion in cases that you have a
simple presentation with ONLY pictures and no text such as this one, would be to upload
the pictures separately, one by one and annotate them. In this case you also have more
learning objects. It also does not make any sense to present a series of photos as a single
powerpoint presentation if you are not adding text or video for example.

Context


URL reference:
http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-433acabb-b8a3-
11de-922e-3b751303d8ec


URL reference:
1. http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-7d95c242-
b8a3-11de-922e-3b751303d8ec
2. http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-81ba3ea9-
b8a3-11de-922e-3b751303d8ec

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Recommendation:
Since the age range is from 15 years old to undefined, it only makes sense that the
Educational context cannot be limited to higher education but should also consider high
school. Be very careful because in this sense, these two elements should not conflict.

Typical Age Range


URL reference:
http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-4473d92d-b89e-
11de-922e-3b751303d8ec

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URL reference:

Recommendation:
This is more of a problem in understanding, but why is it that simple pictures of pigs in
the snow with no scientific details on them cannot be used for children that are less than
10 years old? Couldn’t these pictures be used in the context of a primary class?

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Classification


URL reference:
11de-922e-3b751303d8ec


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0baacd26-b89e-11de-922e-3b751303d8ec

8cac0d27-b89f-11de-922e-3b751303d8ec

Recommendation:
Please use more classification terms for each resource. These terms should be more than
2-3 if possible.
-------------------------------------------------------------------------------------------------------

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URL reference:
http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-4473d92d-b89e-
11de-922e-3b751303d8ec

Recommendation:
From the description of this resource, some more classification terms can be inferred
when reading the thematic areas of this journal.
-------------------------------------------------------------------------------------------------------

MOGERT
1. http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-7e065b1d-
b89f-11de-922e-3b751303d8ec
2. http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-65ce1939-
b89f-11de-922e-3b751303d8ec
Miksike
b89f-11de-922e-3b751303d8ec

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Format


URL reference:
11de-922e-3b751303d8ec


URL reference:
http://portal.organicedunet.eu/index.php?option=com_metavi&loId=lo-f9f9768d-b89f-
11de-922e-3b751303d8ec

Recommendation:
Format does not match the path of the resource (i.e. format is XML while resource is
html).

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