This is a guide to cataloging resources for the Adventist Learning Community. You can refer back to this if you ever need a reminder of how to do any of the tasks involved in cataloging. Generally, the Office Manager will assign projects for you to catalog. When you have received your project, follow the next steps.
There will be additional instruction if you are working remotely.
- Account Access
Make sure the Office Manager or Senior Video editor get you access to the following:
- The NAS – where ALC-produced video projects are stored.
- If you are working remotely: You will need to obtain remote access.
- The 06 Master List 1 & 2 spreadsheets on Google drive – where you will record information about the project you are cataloging.
- Vimeo.com – the video hosting service we use.
- You can create your own account and the Office Manager or Senior Video Editor can give you access to our videos.
- Also create your account on www.adventistlearningcommunity.com.
- Locating the Project
Before you can access video projects, you will need an account setup (per step #1). Then you can proceed to the ALC_Edit folder on the NAS and search for the project. If you are in the office, your computer should have access in File Explorer. If you are remote, you will need to use the method that the Office Manager or Senior Video Editor has designated for you.
The completed videos that you will be cataloging are in the Output subfolder, if ALC edited the project.
If you are working remotely, you will need to download the videos to your local computer in order to view them and upload them later.
Sometimes you may be sent a project directly or asked to download it from another website. In this case, access it as directed and ask the Office Manager where on the NAS to save it before proceeding.
- Setting Up the Project
Make sure you have access to the Google Doc 06 Master List 2 (see the Office Manager for this). Find where your project belongs alphabetically and create a new sheet at the appropriate place. Then copy & paste the Header Row from another sheet so you know the information that needs to be recorded.
- Checking the Resources & Recording information
Watch through each video, check for:
- Appropriate ALC intro – check with the office manager for this.
- If it is our usual Department/Ministry to ALC, make sure there is sound with the intro.
- A splash screen with the correct (and correctly spelled) information (Presentation Name, Presenter Name and any other necessary info).
- Lower thirds sometime near the beginning with the correct logo and name/info.
- There is nothing said/shown during the presentation that strikes you as inappropriate/offensive.
- There are no glaring editing errors, such as the video being abruptly cut off, long periods of time with just a black screen, audio issues, etc.
NOTE: If you have questions, please ask!
While you are doing this, you should go ahead and fill out the information for each video in the Master List 2 Spreadsheet.
- Downloaded: In the first row and under the heading, note whether the videos you are cataloging are in English or Spanish. Then you can either mark that you have put the videos on Vimeo in this column. Or, if there is an issue – you can note that in this column.
- Name/Title: Put the title of the presentation.
- Description: Each video should have a description that lets a viewer know what to expect. Just a short paragraph is fine.
- Key Words: Any key words (at least 3) you may suggest as pertinent search terms for the content of the presentation. No need to be overly specific.
- There should be one Core Quality (for Pastors) or Teacher Standard per resource (Core Qualities: Evangelism, Character, Relationship, Scholarship, Leadership, Management or Worship) (Teacher Standards: Philosophy and Mission, Curriculum, Instruction, Assessment, School Environment, Professional Learning, Communication and Collaboration, School Improvement, or Leadership).
- These are a little fuzzy, just do your best. If you have a question about Pastoral Core Qualities, check with the Office Manager or their Assistant, if you are cataloging Education resources, check with the Associate Director for Education.
- Length: This is the length of the video.
- The Audience/User pertains to the user categories on ALC: Pastors/Chaplains, Teachers, Administrators/Staff, and/or Members/Seekers.
- Creator: Your name, the cataloger!
- Added to Series: Mark this when you have added each resource to the series on ALC, if needed.
- A series will be necessary for most resources when there is more than one in a set.
Next you are ready to upload any videos that do not have errors/questionable material to Vimeo!
- Uploading Videos on Vimeo
Open the folder labeled Output in the project folder on the NAS per Step #1. Then go to www.vimeo.com. Make sure you are in Adam Fenner’s team account. (See upper left hand corner, there is a dropdown to select Adam Fenner, once you have been given access).
If this is a new project, select the 
Put the project name in the Name field and click Create.
After you click create, it will take you to your new, empty folder. You can then upload the videos by selecting them in the output folder (either from the NAS or, if working remotely, from your local drive) and dragging them into your folder in Vimeo.
You will see a box come up on the lower right-hand side of the window letting you know that videos are uploading. Please make sure everything uploads correctly and completely. When the videos are uploaded, but still transcoding, you will see multicolored bars as the thumbnail. Please make sure that this completes. You will know this by the thumbnail image changing to an image from the actual video. You will need to refresh the page to check. The rate of upload can vary based upon internet speed and size and number of the video files.
If anything remains with the multicolored bars for an unusually long time, open it and see if you have an error message. If so, you may need to re-upload the video as follows:
- Click on the video
- Click on the small arrow next to the video title at the top of the page
- Click “Replace Video”
- Select the correct file
Once you have put all the videos on Vimeo, you are ready to create resources on ALC!
- Creating Resources on the ALC website
To create the resources on ALC, go to www.adventistlearningcommunity.com and login to your account.
Go to the Dashboard
On the menu on the left-hand side, click Resources.
On the next screen, click CREATE RESOURCE to (surprise!) create a new resource!
Then fill in the fields, which are mostly the same as the ones in the Master List spreadsheet. You can just copy and paste for most of them. However, you may need to type them in directly for some fields. Here is pertinent info for certain fields:
- Title: Regardless of the video’s name in the output folder, if you are cataloging on event (like a conference), the Title should follow this format: Event Name Year – Presenter/Speaker – Presentation Title. (ex: Church Planters BootCamp 2019 – Steve Leddy – Our Call to Multiply).
- Reference Image: Take a screenshot of the video (preferably the splash screen if there is one) and put that in for the reference image. If there is no splash screen, use a good screen shot from the video. Try to avoid a seriously unflattering photo of the speaker.
- Sponsoring Organization: Ask the Office Manager for this information.
- High Ed Society Resource checkbox: Ask if this is applicable. If it is, there will be more fields. See Cataloging Guide for Higher Ed Resources
- Tags: These are the keywords from the spreadsheet. You may need to type these in individual rather than copy & paste.
- Audience, Core Quality, and Teacher Standards are in your spreadsheet info, just check the appropriate boxes. Remember to check only 1 either of Core Quality or Teacher Standard per resource.
- Status: Published
- Type: Usually this will be “External Video” and you will link as follows:
- Find the video on Vimeo
- Click the link symbol
- The link should copy automatically, or you can click the blue “Copy” button
- Paste the link into the URL space in the resource on ALC.
- Then click
- Do this for all of the videos.
Again, if you are told that this will be part of the Higher Ed Society resources, you will need to see the Cataloger Guide for that.
Next up is creating a series for these individual resources.
- Create a Series
Go to the Resources section on the Dashboard on ALC and click on All Series.
Then Click Create Series (see the bottom right of the above picture)
Here are some notes regarding the fields:
- Series Title: If it is an event, include the Event Name and Date
- Description: Write a brief description that incorporates the whole series of videos.
- Series Image: Use sponsoring org/event logo, if available. If not, find something appropriate from pexels.com, pixabay.com or unsplash.com.
- Sponsoring Org, Audience, Core Quality/Teacher Standard: same as what was used in the individual resources.
- Status: Make it a draft until you are finished filling it with resources and filling in the information. Once you are done, change to Published.
- Resources: Click Add resource and search for each of the resources that belong in this series by name, click OK.
- Make sure you save before exiting.
- Other
- Check in with the Office Manager if there is anything else that should be done with the resources/series. If not, you are done!