FY06 NIRS Data Dictionary: PRODUCTS Chapter 4: Products Dataset Overview of the Products Dataset The Product Dataset is intended to capture information on various materials produced and disseminated by network. NIRS allows Centers to manage information on the products they develop and/or disseminate. The products may be linked to specific activities and trainees. Products may include: Refereed journal articles Non-refereed publications Books Book chapters Audio/Visual Materials, Software, Web Portals/Sites Educational Modules Doctoral Dissertations and Master’s Theses Periodicals Public awareness materials Product records are intended to capture information on the title, author, date of publication, publisher, and the fiscal year in which it is being reported. The records also have fields for providing a brief description, indicating alternative formats, ordering, and cost information. The basic descriptive information provided when creating a new product record may be edited at any time. The Product dataset links with the Activity dataset to capture product dissemination information. To capture dissemination information in NIRS, first an activity record must be created and then a new or existing product must to be linked through the Information Dissemination core function option. After a product is linked to an Activity record, dissemination data entry fields will appear in the Product record. Note: Dissemination data entry fields do not display in Product records that are not linked to an Activity record. Once the Product and Activity records are linked, the dissemination data entry fields may be accessed for editing or updating through either the Product or Activity records. For a discrete dissemination activity (i.e., reporting a time-specific event at which certain products are distributed), a Center might chose to create an Activity record, link all applicable products, and supply the total number of products disseminated all at one time. For on-going dissemination activities (i.e., tracking periodic requests for a particular product in stock over an entire NIRS reporting period), a Center might chose to create an Activity record, link the Product record, and then edit the Product record with new dissemination information each time that product is distributed. Beginning in FY06, products produced by trainees can be linked to their Trainee Year Records. Working in the Products Dataset Creating Product Records To create a new Product Record, click on the Add button that is located on the Welcome screen or on any of the Project Search, List/Edit, and View screens. Clicking on the Add button will provide a blank product data entry form. Enter all of the data and click on the Save button. Listing Records The Activity List/Edit screen displays each Product Record in the current fiscal year in alphabetical order by title. The list of products can be sorted by the date the records were added by clicking on “Date Added,” by the date the records were last edited by clicking on “Edited,” and in reverse alphabetical order by clicking on “Title.” Page 35 FY06 NIRS Data Dictionary: PRODUCTS The “List” function displays only those Product Records for the current fiscal year. To display other Product Records in another year or multiple years, use the “Search” function. Searching Records The Product Search screen displays options by which the Activity dataset may be searched. The fiscal year pull down menu may be used to select records from a particular year, or all Product Records may be searched if “All Years” is selected from this menu. Saving Past Product Records into a New Fiscal Year (the “Save As” Function) Many products are available for dissemination over multiple years, however NIRS requires a separate Product Record for each year. To create a new FY Product Record for a multiyear project, first find the product using the “List/Edit” or “Search” functions. Second, click on the “View” button to display the Product Record. Third, click on the Save As button in the upper right corner of the screen. A Product Record entry form, pre-filled with the product information, will be displayed. Modify this form as necessary for the current fiscal year and click Save. Viewing Records To view a Product Record, begin on the List/Edit screen. Click on the View button beside the intended record. Editing Records To edit a Product Record, begin to the List/Edit screen. Click on the Edit button beside the intended record. Once all changes have been made to the record, click Save. Deleting Records The Del button is used to delete records. Click on the Del button to delete a Product Record. Fiscal Year Numeric Automatically Defined Field. The FY for all data is July 1 to June 30. The FY is automatically assigned when the Product Record is created. A product that is published or disseminated any time within a FY should be reported in that FY. Program Type Check All That Apply Required Field. Select all that apply. If the product involves both LEND and UCEDD funding, faculty, staff, or other resources, check both of the boxes. Title of Product or Publication Text/Numeric Required field. Provide the formal title of the product, article, or book chapter. Up to 150 characters may be entered in the title field. Only one product can be reported per Product record. Name of Publication Text/Numeric If appropriate, provide the name of the journal, newsletter, or book in which the item above was published. Date of Publication Text/Numeric For published products, supply the date of publication. For non- or self-published products (e.g, CD, handbook, monograph), supply the date of completion. Use the mm/yyyy format; if the month of publication/completion is not known or applicable, supply the year in the yyyy format (e.g., 2006) Publisher Text/Numeric Supply the name of the publisher, if applicable. For non- or self-published products, supply the Center name or another appropriate entity’s name. Up to 50 characters may be entered in the publisher field. Page 36 FY06 NIRS Data Dictionary: PRODUCTS Author(s) Text/Numeric Supply the name(s) of the author(s) of the product, separated by commas. Up to 150 characters may be entered in the author(s) field. Author name(s) may be listed APA style (i.e., Smith, J.) or use the full first name (i.e., Smith, Johanna). Type of Material Check one Required field. Select the type of material from the available choices. Only one product may be captured per product record. Note: the format (print or electronic) of a publication is irrelevant to the product type. Once a product type option is selected and a “number disseminated” has been provided, that product type cannot be unselected (either before or after you save the record) unless the “number disseminated” is removed or listed as zero in all versions of that product record (i.e., if the Product record is linked to multiple Activity records, a value of zero (or no value) must be indicated in the quantities disseminated box in each record of that product). Product Types Refereed journal articles Scholarly articles that have been accepted for print or electronic publication in a scholarly journal that uses a blind reviewing strategy and external reviewers. Includes Scholarly articles accepted for publication in refereed journals Non-refereed publications Materials prepared without a blind reviewing strategy for print or electronic publication that offers (a) an account, description or explanation of a single thing or class of things; (b) reference information on a particular topic; or (c) basic, technical, analytical, investigative, or evaluative information. Monographs Research, consultancy, or technical reports Guides Handbooks Whitepapers Commissioned evaluative or investigative reports Books or Book chapters Books or book chapters that are (a) written solely by the identified author(s), (b) scholarly, (c) bound, and (d) offered for sale. Textbooks aimed at a university audience Research monographs published by university departments or presses Books published by privatelyfunded companies or university departments/ presses Professional books Textbooks aimed at a university audience Research monographs published by university departments or presses Books published by privatelyfunded companies or university departments/ presses Book chapters Book chapters that are (a) written solely by the identified author(s), (b) scholarly, (c) bound, and (d) offered for sale. Excludes Editorials, book reviews, and other non-scholarly articles accepted for publication in refereed journals Publications included in “Nonrefereed publications” or “Periodicals” Grant or contract progress reports Publications included in “Periodicals” Publications included in “Public Awareness Materials” Editorials, book reviews, and other non-scholarly articles accepted for publication in nonrefereed publications Creative works such as novels Commissioned evaluative or investigative reports Research, consultancy, or technical reports Textbooks that are aimed at secondary, primary or preschool students Creative works such as novels Commissioned evaluative or investigative reports Research, consultancy, or technical reports Textbooks that are aimed at secondary, primary or preschool students Page 37 FY06 NIRS Data Dictionary: PRODUCTS Audio/Visual Materials, Software, Web Portals/Sites A/V: Materials initially prepared to present information in an audible and/or pictorial form. Software: Organized collections of computer data and instructions. Web Portal: a website or service that offers a broad array of resources and services, such as forums, search engines, databases, etc. Educational Modules Written educational units designed to drive instruction by identifying the (a) skills and concepts to be taught, (b) teaching strategies to be used, and (c) evaluation methods to be used to measure student achievement. Doctoral Dissertations and Master’s Theses The required final paper prepared by a candidate for an academic institution’s master or doctoral degree. Periodicals Materials prepared for print or electronic publications that are not refereed and are issued at either fixed intervals or on an occasional basis. Public awareness materials Print or electronic materials prepared to increase public awareness on a topic or topics. Professional books CDs, DVDs, videotapes, or audiotapes Software (system or application) Web Portals/Sites Web pages Alternate format versions (Braille, audiotape, etc.) of a product Conference presentations PowerPoint slides Poster presentations Radio/television interviews Curricula, courses, or training programs Distance, asynchronous, or web-based modules Textbooks that are aimed at secondary, primary or preschool students Dissertations and theses accepted by relevant Committees Conference presentations Poster presentations PowerPoint slides Articles or editorials published in newspapers, newsletters, or magazines Issue briefs Publications included in “Nonrefereed publications” Brochures Pamphlets Radio/television interviews Press Releases Publications included in “Periodicals” Undergraduate or honors theses Prospectuses, IRB approvals, or interim drafts of dissertations or theses Note: Beginning with the FY06 reporting period no information will be collected in the Products Dataset on the: Editing of a journal, book, or book chapter, Development or delivery of: Grant Proposals Poster Presentations Conference Presentations Web pages (see Audio/Visual Materials, Software, Web Portals/Sites above) Grant or Contract Progress Reports “Other” These editing/developing efforts may be captured in the Activities dataset. Quantities Disseminated for Activity Numeric Required field. Supply the number of products disseminated in the appropriate field. These fields will not appear when creating a product record in the Product Dataset; however, once a product is linked to a dissemination activity record in the Activities Dataset, data entry boxes will display in the Product record. These fields may be edited from both the Products and Activities datasets. For Refereed journal articles, Non-refereed publications, Books, Book Chapters, and Periodicals, use the publisher’s Page 38 FY06 NIRS Data Dictionary: PRODUCTS circulation/distribution figures. For Educational Modules, Audio/Visual Materials, and Software: use actual dissemination numbers. For Doctoral Dissertations and Master’s Theses: use actual dissemination numbers. Some universities submit dissertations and/or theses to off-site electronic databases (like ERIC). Because Centers will not be able to determine how many times those documents are downloaded from such databases, count the posting of these documents as “one copy disseminated” for each database they are posted to. For Web Portals (not individual web pages): use the number of visits (not unique visitors) the portal received, as obtained through the portal’s tracking software. Brief Description & Special Features Text/Numeric Supply a brief description or abstract of no more than 500 characters. Information provided in this field is critical to the search features of the AUCD web-portal, NIRS Search, and other linked search engines. Information provided in this field will help individuals with disabilities, their families, service providers, and others gain a basic understanding of the project. Also, staff from AUCD, ADD, and MCHB may glean information about projects from this field for the purposes of providing formal and informal reports to a wide array of constituents ranging from consumers and families to federal officials and congressional members and staff. Any special features of the product that are not captured in other fields may be provided here as well. Note: NIRS does not have a spell/grammar-check function. Consider pasting descriptions in this field after spell checking in a word processing program. Target Audience Check All That Apply Select the appropriate target audience(s) for the product. Check all that apply. This field will be used to supply data to the FY06 MCH electronic handbook for LEND programs and will help us better serve the general public who search the public portions of NIRS for resources. Individuals with DD, Children with SHCN, or family members/caregivers Professionals/Paraprofessionals Trainees/Students Alternative Formats Check All That Apply Centers are assumed to supply products in alternate formats upon request. Check all that apply for the alternative format (s) in which a product was actually disseminated. In some cases, the alternative format may also be a product type (e.g., an alternative format might be a disk and the product may be offered as a CD). Alternative Formats Captioned Audio (cassette, audio file, etc.) Electronic (disc, CD, 508-compliant website) Braille Visual Format or Large Print Language other than English Ordering/Contact Information Supply the cost per unit in the appropriate field if applicable. Commas may not be used (i.e., use 2000, not 2,000), but decimal points may be used (i.e., 23.99 rather than rounding off to 24). Supply a contact person from the dropdown menu. Use the pull down menus to select the contact person and their contact information, or click on the “Add New Contact and Address” button. Clicking on the “Add New Contact and Address” button will present a contact entry form to collect this information. When the form is completed, click the Page 39 FY06 NIRS Data Dictionary: PRODUCTS “Save” button, This information will be automatically added to the dropdown menus for future use. The ability to add contacts or modify contact information is not currently restricted to users with an Admin level of access. Note: To edit the existing or add new contact information for a particular individual, first select the contact person from the pull down menu. Click the "Edit this Name & Address" button to edit the contact information. Click the “Save” button after modifying the record to return to the Project Record. Select the correct contact information for the project and resume completion of the product entry form. Product ID Numeric NIRS automatically assigns a Product ID number for all product records. This system-generated ID number is displayed in the top right-hand corner of the screen when viewing a product record, and may be helpful to Centers when running searches, reviewing reports, and developing custom reports. Added Date Date The database will automatically capture the date and time information was first inputted into a record. This information will not change. Instead, it will remain constant so that Centers will know when a record was first created. To search by a specific date in the "Added Date" field, define one search field as greater than or equal to the date you want (i.e., for the date 08/28/2005, enter '>= 8/28/2005') and then define a second search field as lesser than or equal to the subsequent date ('<= 8/29/2005'). Added By Text/Numeric NIRS automatically captures the identification code used to log on to the database by the individual who created the record. Updated Date Date NIRS automatically captures the date and time each time a record is updated. The most recent update date/time is displayed. Search Tip: To search by a specific date in the "Updated Date" field, for example to search for the date 08/28/2005, define one search field as greater than or equal to the date you want (in this case “>= 8/28/2005”) and then define a second search field as lesser than or equal to the subsequent date (“<= 8/29/2005”). Updated By Text/Numeric NIRS automatically captures the identification code used to log on to the database by the individual who last updated the record. Page 40