Re-Indexing a Syllabus Item

As a Syllabus @ Yale admin, you can remediate and change syllabus document keyword metadata to ensure the proper information is associated with each syllabus document, which assists in accurate and improved searching of syllabi by the Yale community. Admins can only remediate and edit the metadata of syllabus items located in their school’s specific document types. 

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Automatically Fill-In Missing Keyword Metadata

Edit Individual Keyword Metadata Fields

Missing Keyword Metadata

Many of the older syllabus files brought over to Syllabus @ Yale do not have complete Keyword metadata ascribed to them. Syllabus documents are missing data such as:

  • Course Name
  • Course Subject
  • Course Number
  • Course Section
  • Instructor

Using the Re-Indexing functionality can pull this information in automatically and complete these fields to complete the syllabus record, or can be manually typed in. 

Automatically Fill-In Missing Keyword Metadata

  1. Locate the syllabus document you want to re-index to edit / add keyword metadata to. 
    1. Missing information in the Document Name is often a clear indication that a syllabus document has missing keyword metadata that should be remediated.
  2. Click the “Edit” button and select “Re-Index” from the menu that opens.
    1. Take note of the document’s current Academic Term and CRN assigned.
  3. In the pop-up window that opens, click the Key Icon to launch the Keyset Lookup.
See description for steps.
  1. Input the CRN (Course Reference Number) in the appropriate text field and identify the Academic Term from the drop-down.
    1. CRNs are reused over time so it is vital that you also identify the Academic Term to limit the number of results returned.
  2. Click the “Find” button.
  3. See the results on the right-hand side. Scroll across to see the course listing data. Click to highlight the correct course listing.
    1. Click the “View Reference Document” button to load the syllabus item you are working on to confirm any information you may need to check such as Instructor Name.
  4. When ready, click the “Select” button.
See description for steps.
  1. The Keyset Lookup box will close and the Re-Index box will be populated with all of the updated course listing information. Click the “Re-Index” button in this window to save and update the Syllabus document keyword metadata.
  2. The page will reload and the Document Name will update automatically with the newly added information.

Edit Individual Keyword Metadata Fields

  1. Find the syllabus document you need to remediate / edit. 
  2. Click the “Edit” button then the “Re-Index” option from the menu that opens.
  3. In the pop-up that opens edit the Keyword fields to add/edit/delete the relevant information that needs to change.
  4. When done, click the “Re-Index” button to save your changes.
See description for steps.

Need Help?

If you need assistance with Syllabus @ Yale, please reach out to us via email.

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