Ann presented the new submission form and asked for feedback – is it clear? Does it need more instruction?

Suggestions:

• Change the “Notes” and “Subjects” labels to singular (“Note”, “Subject”), to match the rest of the labels
• Include concise instruction at the top about in general, copy the text from the OCLC record
• Include language somewhere – top, or next to Submission button? – about the submission process
• Form could be intimidating if you’re not well-established; could there be more introduction and welcoming language?
• On confirmation page, instead of, or in addition to gmail address, include the name and email of an individual?
• I think no; someone pointed out SPAM, and people change; maybe language about contact the Editor with immediate concerns?
• Don’t show duplicate fields but have a button to expand for additional text boxes if needed?
• Hover boxes over field labels for explanations, or explanatory viewable text ala https://request.folger.edu/Aeon.dll?Action=10&Form=79
• [via email after the meeting]: The sidebar text reading “All fields are keyword indexed; search terms are automatically truncated. Type word(s) in any order; the default Boolean operator is 'AND'. Example: The search  afric catalog  in the Keywords box will retrieve all records that contain both 'africa' or 'african' and 'catalog' or 'catalogs' or 'catalogue' or 'catalogues' anywhere in the record; the same search in the Titles box will look for any of the words in the Title field only.”
  Can you highlight or put into italics the search terms?  afric catalog  
  I think it would be more readable if the two terms or set out in some way.
• [From Ann]: change heading at top to say more than just "Submit"

Questions:

• What was the reasoning behind only 2 author fields? Can/Should we add a third?
• Do we want editors in the author field? If so, should change label to “Author/Editor”
• The first author field is required – is this problematic? What if there is no author?
• test what happens when try to submit, update instructions
• If submit without author, form requires something to be filled in; recommend updating instructions to say if no author, write none, or make Author field optional?
• test what happens on back end
• On back end, erase "none" from author field and save; form has no trouble saving/publishing with no author
• Do submitters get any confirmation of their submission? A confirmation page, yes, but an email?
• Is an automated way possible?
• No email currently
• Do submitters get notification that their submission has been published? Is there an automated way to do this?
• To lessen the load of writing back to every submitter, could there be a check box for people to check if they do want feedback/notifications?
• Where would this checkbox go in the back end? How would we track it?
• Is it possible to print your submissions for your records (if no confirmation email)?
• Yes; need to include instructions?

The same notes reorganized for Kelli:

Simple changes:

• On the sidebar instructions for searching (which appear on every page), the text currently reads “All fields are keyword indexed; search terms are automatically truncated. Type word(s) in any order; the default Boolean operator is 'AND'. Example: The search  afric catalog  in the Keywords box will retrieve all records that contain both 'africa' or 'african' and 'catalog' or 'catalogs' or 'catalogue' or 'catalogues' anywhere in the record; the same search in the Titles box will look for any of the words in the Title field only.” Please change to: “All fields are keyword indexed; search terms are automatically truncated. Type word(s) in any order; the default Boolean operator is 'AND'. Example: The search afric catalog will retrieve all records that contain both 'africa' or 'african' and 'catalog' or 'catalogs' or 'catalogue' or 'catalogues' anywhere in the record.”
  If italics are not possible, could put “afric catalog” in quotes as follows: …”The search “afric catalog” (without the quotation marks!) will retrieve…”

On the submission form:

• Change heading at top from “Submit” to “Submit a proposal”
• Change the labels “Notes” and “Subjects” to “Note” and “Subject”
• Change labels “Author” to “Author/Editor”
• Did for the first, but not the second
• Change opening text from “Fields marked with an asterisk are required. The rest are optional but encouraged.” to “Thank you for submitting a new citation form proposal! We appreciate your contribution to Standard Citation Forms.

          Fields marked with an asterisk are required; the rest are optional but encouraged. Separate multiple Authors, Notes, Subjects, etc. into separate fields. In general, copy the text           from the OCLC record you are referencing for the resource in question.”

• Before the “Submit for Review” button, have text reading “If you would like a copy of your submission, please print or take a screenshot of this screen before clicking “Submit for Review”.”
• On the Confirmation Page, change “Thank you for your submission.  A member of the SCF Editorial Team will review it before publishing.  Please contact us at scf.editorial.team@gmail.com with any questions or concerns, or use the Contact Us form.” To “Thank you for your submission! A member of the Standard Citation Forms Editorial Team will review it before publishing. Please contact us at scf.editorial.team@gmail.com with any questions or concerns, or use the Contact Us form. For time-sensitive concerns, please contact the Editor.”

Questions: Updated with Kelli's answers as of 12/4/2018

• There was some brainstorming about how to include more instruction on the form, and how to make it look a little less intimidating. Ideas included:
• Don’t show duplicate fields (such as all of the Subject fields) but have a “+” button to expand for additional text boxes if needed
• This would not be easy to implement with our current setup.
• Have hover text over field labels for further instructions, or explanatory viewable text as here: https://request.folger.edu/Aeon.dll?Action=10&Form=79

                    At the very least we need some instruction next to the Author field since it is required, stating that if there is no Author/Editor, write “none”.

                    If hover text is not possible, could we have some explanatory text with each field, maybe under the labels?

• I can easily add explanatory text to each field. For accessibility purposes, this is the best option (better than hover text).
• Would it be possible to add a third Author/Editor field and have it map to the Author index? I seem to recall that there were some issues when we added the second field, but maybe we solved those and adding a third will be fine?
• Can do! I will need to add it to the PHP scripting that runs the author index.
• Is there any automated way to send a confirmation email with a copy of the submission? Or could the confirmation page include a copy of the submission with instructions for printing/taking a screen shot there?
• We can include instructions on the confirmation page. The system will not email a confirmation unless we enable the login feature for submissions, which didn’t work very well.
•  Is there any automated way to send a notification once a submission has been published?
• We can send a notification to the SCF gmail account and to the email of the editor who published the submission, but not to the person who submitted it (for the same reasons as above).
•  If no automated way for notifications, could there be a check box for people to check if they want feedback/notifications? Where would this information go in the back end and how would we track it?
• There could be a checkbox for that. The editor who publishes the submission would have to check whether it appears in the back end (or in the confirmation email that they are sent from the system), and then they could forward it to the listed email if needed. I don’t think that would be hard to do.