Clear and concise definitions ensure correct interpretation and use of data terms or metrics, particularly for complex or ambiguous concepts. This document outlines the process and standards for glossary terms and data definitions housed within the Ohio State Data Catalog.
When to Write a Definition:
- Standard reporting terms should be defined for report consumers.
- Define terms that may be unfamiliar or confused with similar terms.
- Content published in the Data Catalog requires descriptions and definitions.
Types of Definitions:
- Institutional level
- These definitions apply to the entire Ohio State community. They are published on the Data Governance webpage and in the data catalog.
- Glossary terms
- These define a term and give context for its use in a unit or a program. They are published in the data catalog and in the specific policy, etc. where they apply.
- Data descriptions
- These definitions apply to dashboards, columns, tables, and datasets.
- Which do you need?
- Consider the reason for the definition and your audience.
- Consider the scope of your project. Is it for a specific reason or team? Or for the broader community?
- Reach out to your Data Steward or the Data Governance team for help.
Definition Standards:
- Definitions must be clear, concise, and use plain language without jargon.
- Quality definitions prioritize clarity and simplicity, making them understandable to anyone from any university unit.
- Terms for institutional level definitions must be unique (no duplicates). Modified terms, such as types of students, can be allowed with approval.
- Relationships, such as metric calculations related to data elements, should be described.
- Metric definitions should have two components: the metric calculation and a plain English definition that non-analysts can easily understand.
- Example: Admit Rate is defined as “Percentage of completed applicants who are offered admission. Calculated by dividing the number of admitted students by the number of completed applications.”
- Consider your audience. Is this term only being used within your team? Or does the broader community need to understand it?
Roles and Responsibilities:
- Subject Matter Expert: Drafts definitions of glossary terms and data elements.
- Data Governance Program Office: Reviews definitions to ensure they meet standards.
- Primary Domain Steward: Reviews and approves or rejects definitions.
- Data Governance Council: Final arbiter for conflicts regarding definitions.
Approval Process:
- Domain-Specific Definitions
- Select/identify the terms
- Contact your Data Steward or the Data Governance team
- Approved definitions are posted
- Institutional Level Definitions
- See the "Process for Posting Definitions" information as shared on the Institutional Definition Initiatives page.
Additional Guidance:
- Terms:
- Choose a term that is unique and identifiable to distinguish from other terms.
- Use simple, common language to promote understanding by the widest audience.
- Express the term as singular rather than plural.
- Use Title Case by capitalizing the first letter of each word in the term.
- Don't begin a term with "A", "An" or "The."
- Do not add extra spaces to make a term unique.
- Don't use numbers or special characters unless absolutely necessary.
- Definitions:
- Use simple, common language and avoid technical jargon to promote understanding by the widest audience.
- Use complete sentences and standard grammar.
- Express each definition as singular rather than plural.
- Be specific, accurate, precise and concise.
- Express what the definition is rather than what it isn't.
- Provide a complete definition, including all relevant context and information.
- For metrics, provide the calculation and also a plain English definition of the calculation’s meaning.
- Don't use the term itself in the definition.
- Don't use numbers or special characters unless absolutely necessary.
- Don't use abbreviations if possible. If necessary, include once in parentheses after the first use of a full term.
- Do not include examples, procedural, usage, or rationale information in the definition. Such information can be placed in the Summary or Notes sections.