Instructions for the registration of metadata records

Introduction and general recommendations

The following instructions are meant to help you provide the required metadata records for:

  • The project

  • Your organization, and

  • The resources you will provide to the ELG catalogue.

You will find general information on how to register metadata records and examples in Chapter 3. This section includes instructions adapted to the requirements of the Open Call projects.

More specifically, we include below a step-by-step process with tips that will make the registration of your metadata records easier. These take into account

  • specific metadata elements required only for Open Call projects

  • registration of resources that are in the process of being created and, thus, their descriptions are in-complete

  • creating links between organization, project and Language Resources/Technologies, which, in ELG, is supported via retrieval mechanisms of previously added and published records.

As a general recommendation, before creating the metadata records, have a look at the examples, as they show in the ELG catalogue, to see what is expected from you. You can check out the entries for Open Call I projects through the hyperlinks from the dedicated page for Open Call 1 projects.

You can describe all items with the ELG interactive editor or create metadata files in XML format using the templates we provide at the ELG GitLab repository and upload them at the platform. If you want, you can copy the XML templates locally, change the name of the organization/project/resource with the name of your own organization/project/resource, upload it at ELG, and continue its editing with the interactive editor.

When you finish editing your record(s), you must submit them for publication, according to the ELG publication lifecycle; once you do, we will be notified, check the records and publish them or contact you if edits are required.

Step-by-step instructions

Step 1 – Register/Sign in as a provider

First, register/sign in at and request for the provider role, if you don’t already have such rights. All members of a project team can become providers and add metadata records. But each metadata record can be curated by only one person. So, for organizations and projects, you must select one person that will describe them.

Step 2 – Describe your organization

Describe your organization first.

If the organization has a division, describe first the parent organization, submit it for publication and wait. Once it is published, you will receive an automatic email notification and you can then proceed to add the division(s) in the same way. In this way, when you fill in the value of the metadata element “division of”, your parent organization will be included in the lookup field and the appropriate link will be created.

Step 3 – Describe your project

Describe the project, making sure you add the funding-related metadata elements with the following values:

  • Funding type: EU funds

  • Funder: European Commission

  • Funding country: Europe

  • Cost: the total budget of the project

  • Funding scheme category: European Language Grid Open Call

  • Related call: ELG Open Call II

  • Status: approved

Please, submit it for publication and wait. Once it is published, you will receive an automatic email notification and you can then proceed to the next steps.

Step 4 – Describe your Language Technology service or data resource

Normally, you would contribute

  • a service (in the format of a docker image according to the ELG technical specifications) together with its description (metadata record); however, the dockerization and integration will be done through the course of your project

  • a data resource (corpus, lexical/conceptual resource, language description) in the form of a physical file with its description (metadata record); again, the creation and packaging of the file will be done during the project.

For now, you must only provide a description of each resource/service. However, in order to be published, all records must comply with the ELG minimal schema. This includes elements, such as licence, where the docker image must be downloaded from, size of the physical file, etc. that you may not know yet. These elements are not displayed for resources marked as “Work in Progress” (see, for example, an Open Call 1 resource).

For this reason, depending on your choice for entering the records, follow the following tips:

  • the XML templates provided at GitLab include some “dummy” values that will ensure their import into the platform without problems. When you upload the files, make sure you check the “Work in progress” box

  • if you use the interactive editor, fill in the values of the elements with any values you prefer, but check the “Work in progress” box.

Specific requirements for metadata elements on services/resources:

  • add both the European Language Grid project and your Open Call project as funding projects; if you have already published the project (see Step 3 above), this will be included in the lookup field for the “funding project” metadata element.

  • add your organization as “resource provider”.

When you have finished the dockerization of the service(s) and/or packaging of the resource(s), and you are ready to proceed to the next step, you will notify us so that we give you the rights to and update it with the proper information.