4.6 How to Check in your finished proof

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4.6  How to Check in your finished proof

Back to:  4. Proofread a Book


              1)  Before check in
                   A.  "Check in" overview
                   B.  The file must be in the format:  RTF
                   C.  Metadata overview

              2)  The Check in process
                   A.  Go to your My Checked Out Books page
                   B.  Browse to the file on your computer
                   C.  The Comments box for Proofreaders
                   D.  The spell checker
                   E.  Verifying and / or correcting the metadata


SPECIAL NOTE

To check in your finished proof, please DO NOT use the "Submit a Book" link in the upper left of your My Checked Out Books page.  That link is for use by someone who has scanned a book, not for someone who has proofread a book.  Thank you!


1)  Before check in

      A.  "Check in" overview

            Check in (= upload) your finished proof for approval by a Bookshare Administrator!

            1.  Go through a series of screens in the "Check in" process.

            2.  If a Bookshare administrator confirms the proofreading quality, your book will be added to
                 the collection!

            3.  You'll receive an email letting you know that this book was either:
                 -  added to the Bookshare library, or
                 -  returned to the Checkout List where you may check it out to complete editing.


      B.  The file must be in the format:  RTF

            When uploading your finished proof to Bookshare, the file must be in the format:  RTF.


      C.  Metadata overview

           »  For Bookshare Proofreaders, metadata is data about a book, not the contents of the book itself.

           »  Usually, the metadata will already have been entered by the Submitter (the person who
               scanned the book).  Now, the responsibility passes to you to verify that the information in
               these screens matches that found in the book itself.  If necessary, please make corrections
               and enter any optional information which the submitter might not have entered.

           »  Have the book's metadata handy before you upload as, during upload, you'll be prompted to
               verify and/or correct it.  You may wish to copy this metadata into a separate file on your
               computer.  (Also copy the filename of this book, especially if you will be proofreading more
               than one book at a time.)

           »  Read what to enter into each metadata field, and how, in the chapter titled:

               5.  The Metadata


2)  The Check in process

      A.  Go to your My Checked Out Books page

            1.  Log in, using the email address you provided when you signed up.

            2.  On the left side of your Task Bar, select Volunteer Home.

            3.  On the left of the Volunteer Home page, under In This Section, select My Checked Out Books.


       B.  Browse to the file on your computer

            NOTE:
            If you click the Back button in the following screens, you will not lose data you have already entered.

            1.  If you have more than one book checked out, find the line with the book you wish to Check in.

            2.  In the Action column, click Check in.

4.6 1_Screenshot of My Checked Out Books with a book TITLE underlined and the CHECK IN link highlighted.



            3.  Click Browse and navigate to the folder where you've stored the file on your computer.  Be
                 sure this is the file you have edited.

                 Special Note for users of screen readers
                 The "Browse" button immediately follows the "Select the updated file" field and may or may not
                 be spoken by a screen reader.  Once the "Browse" button has been activated a standard
                 file dialogue will appear, and after the file has been selected and the dialogue closed, the
                 complete path of the file to be uploaded will appear in the "Select the updated file" field.


4.6 2_Screenshot of a Book Checkin screen with the BROWSE button highlighted.



            4.  Select the file of the book you have edited.

            5.  Click Open.

4.6 3_Screenshot of the File Upload window with the file selected and the OPEN button highlighted.



For more information on how to fill out the metadata fields, either:
*  Go to the beginning of Chapter  5. The metadata

    or

*  Click the headings below that are links, to be taken to that specific section of Chapter 5.


It may be helpful to have a separate window open to Chapter 5.  Windows users can open a new window while also keeping this window open, by doing a  Control + Click  on the link above.


       C.  The Comments box for Proofreaders

             1.  Enter any comments that an Administrator might need to know when they review your proof.

                  For example, if the copyright page is at the back of the book instead of the front, or if the
                  ISBN is on the back cover but not inside the book, please mention this here.

                  Note:  It is not necessary to pass along comments made by the submitter.  The
                            administrator will have access to the book's entire history during Administrative
                            Approval.


             2.  Click Continue.

4.6 4_Screenshot of a Book Checkin page with the file selected and the CONTINUE button highlighted.


       D.  The spell checker

             A spell check has been run and the results are now reported at the top of this screen.
             Proper nouns, acronyms and jargon are counted as misspellings.

             Clicking on the link "unique misspelled words" gives details of what the spell check found.

             To read a piece in Chapter 2 contributed by Bookshare volunteer Christina Nixon, follow
             this link:
             The Bookshare spellchecker


             Click Continue.

4.6 5a_Screenshot of a Book Checkin page with the summary results of the spell checker. The CONTINUE button highlighted.


       E.  Verifying and / or correcting the metadata

            SPECIAL NOTE
            If you ARE a new proofreader, please:              begin with step 1, below
            If you are NOT a new proofreader, please:        begin with step 2, below


            1.  Please rename the book by adding "HOLD FOR RICK" to the beginning of the book title.
                 This tags the book and really helps us!

                 Example
                 For a book with the title:
                 "Hold for Larry L.: Access to Medical Knowledge: Libraries, Digitization and the Public Good"

                 Please rename the actual title of the book, so that it now becomes:
                 "HOLD FOR RICK Access to Medical Knowledge: Libraries, Digitization and the Public Good"

                 Click the link below for a screenshot illustrating how to do this.
                 Screenshot of metadata page. HOLD FOR RICK has been added to beginning of book Title

                 After the book has been QC'd, we will of course remove the staff's name from the book title
                 so that it again becomes:  "Access To Medical Knowledge..."


            2.  Proofread the metadata and make any necessary edits or insertions

                 (Again, the headings below are links that take one to that specific section of Chapter 5.)

                 (1)  ISBN

                 -  If the original book had an ISBN number, that number must be entered here.
                 -  However, the ISBN number is optional since older books and even some new ones do not
                    contain an ISBN.


                 (2)  Title

                 -  Should be in the same language as the content of the book,
                 -  Should not be in all caps,
                 -  Should not be in all lowercase.


                 -  For books with a Subtitle in addition to the Title, please use this format:
                          Example
                          The Witness: An Inner Sanctum Mystery

                          Title: Subtitle
                          Title  +  colon  +  1 space  +  Subtitle


                 -  If the book is part of a series, please add the series name and if available, the series
                    number to the title.  A recommended format is:
                          Example
                          The Hidden (Animorphs #39)

                          Title (Series name #Series number)
                          Title  +  1 space  +  open parens  +  Series name  +  1 space  +  # (a pound sign)  +
                          Series number  +  close parens


                 (3)  Author(s)

                 -  Put the first name first and the last name last:
                          Example
                          Wrong:        London, Jack
                          Right:         Jack London

                 -  Separate multiple authors by placing a comma between the names, not "and", nor "&", nor "/".
                          Example
                          Wrong:        Joe Morton and Frank Shaw
                          Right:         Joe Morton, Frank Shaw

                 -  Drop all titles, honorifics, occupations, degrees, etc.
                          Example
                          Wrong:        Dr. Frank Jones III
                          Right:         Frank Jones

                 -  Put a space between initials.
                          Example
                          Wrong:        H.H. Hall
                          Right:         H. H. Hall


                 (4)  Language

                 Verify that the Submitter has selected the correct language for this book.


                 (5)  Text Quality

                 Based on an automated tool, Bookshare.org will give the book a rating of:
                 *  Excellent or above.  The scan contains an average of less than one error (junk characters
                    or other scanning errors) per page.

                    or
                 *  Good or above.  The scan contains an average of two or less errors per page.

                 This automated rating may be overridden by the proofreader if necessary, but one can almost
                 always leave this setting as one finds it.


                 (6)  Copyright Holder

                 -  The Copyright Holder and Copyright Date are often on the back of the title page.
                 -  If more than one Copyright Holder exists, use the Copyright Holder and Copyright Date for
                    the text of the book (other sections such as the Preface or Introduction, for example, may
                    have a separate Copyright Holder).


                 (7)  Copyright Date

                 If there is more than one Copyright Date for the text of the book, use the most recent date.


                 (8)  Publisher

                 -  Can be either the Imprint or the Publisher.
                 -  Can be either a subsidiary company or the parent company.


                 (9)  Brief Synopsis

                 *  A Brief Synopsis is required.
                 -  If the Submitter has not entered a Brief Synopsis, please enter one now.
                 -  If the Submitter has entered a Brief Synopsis, check to see that there are no obvious
                    spelling or grammar errors, and correct any that are found.


                 (10)  Complete Synopsis

                 *  If an ISBN is not available, the Complete Synopsis is required.
                 *  If an ISBN is available, the Complete Synopsis is optional.

                 -  If the Submitter has entered a Complete Synopsis, check to see that there are no obvious
                    spelling or grammar errors, and correct any that are found.


                 (11)  Number of pages

                 Often this number will not include pages in the Front Matter, but the exact number of pages is
                 not critical.


                 (12)  Adult Content

                 -  Based on an automated tool, the book will be rated regarding its adult content.
                 -  If the tool determines that a book does contain adult content, and you feel it is in error,
                    then please provide your reason for overriding it in the Comments field found at the bottom
                    of the form.
                 -  Be aware that the book could contain scanning errors overlooked during proofreading which
                    are causing the book to deserve the Adult rating, and the book may need to be cleaned
                    up more before it is uploaded.
                 -  See the section titled Adult Content for more information.


                 (13)  Categories

                 -  Verify that the Submitter has chosen all categories that pertain to this book.
                 -  The Proofreader may check or uncheck categories where appropriate.
                 -  When possible, we strongly recommend making 1 of the 4 choices of Categories be either:
                    Literature and Fiction  or  Nonfiction.



            3.  Click Check in book.


4.6 6b_Screenshot of a Book Checkin page showing all of the main METADATA ENTRY page.  The button CHECK IN BOOK is highlighted at the bottom of the page.



                 »  You've been taken back to your My Checked Out Books page.
                 »  At the top of the screen is a confirmation message that the upload was successful.
                 »  The link to the book that you just checked in has been removed from your My Checked
                     Out Books page.

4.6 7_Screenshot of My Checked Out Books. Highlighted is a THANK YOU message for checking in your book.


To the next Section:  4.7 After Check in



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