World Archives Project: Arizona, Select School Census Records (Part 2)

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This collection contains school census records for various counties in Arizona.

Project Overview

View Keying Standards
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Project Instructions The images in this collection are typically handwritten in pre-printed or hand-drawn tables. Images will vary in style, though the information being keyed should be consistent. Key the name of the child, his or her birth date and age where present and the name of the child's parent(s) or guardian(s). On some images, the name of the school, district number and event date should also be keyed.

Be aware of the context of the record while keying. For example, some parents/guardians will have multiple children listed.

Key the image from top to bottom and from the left of the image to the right side.

Project Form Types and Field Helps
Census
Report Page
Cover page, Section header, etc.
Image with no data
Target

Census

Choose the 'Census' form type for images with primary names to key.

Census Keying Instructions

Header Level Fields

Name of School

Key the name of the school as seen on the image.

Census Form Type: When present, name of school may be found in the header of the image typically after the words "Census Returns for," "Of the Public School in," or something similar. Sometimes the name of the school will not follow any keywords, but should still be keyed.

District Number

Key the district number as seen on the image.

When present, district number may be found to the right of the words "School District No." or just "District No."

Event Month

Key the month as an abbreviation from the event date using the dictionary provided for assistance. If there are multiple dates, key the latest.

Census Form Type: When present, event date may be found in the header of the image typically after the words "for the school year ending," "for the year," "for the month ending," or something similar. Sometimes the date will not follow any keywords, but should still be keyed.

Event Day

Key the day in its numerical form from the event date. If there are multiple dates, key the latest.

Census Form Type: When present, event date may be found in the header of the image typically after the words "for the school year ending," "for the year," "for the month ending," or something similar. Sometimes the date will not follow any keywords, but should still be keyed.

Event Year

Key the year in its numerical form from the event date. If there are multiple dates, key the latest.

Census Form Type: When present, event date may be found in the header of the image typically after the words "for the school year ending," "for the year," "for the month ending," or something similar. Sometimes the date will not follow any keywords, but should still be keyed.

Record Level Fields

Given

Key the first name or initial and any middle names of the primary person as seen on the record using the dictionary provided for assistance. Initials should be keyed with a space between them.

Name may be found in the column labeled "Name," "Names of Pupils," "Names of Children" or something similar.

Surname

Key the surname as seen on the record using the dictionary provided for assistance.

Name may be found in the column labeled "Name," "Names of Pupils," "Names of Children" or something similar. Sometimes the surname of the child will not match the name of the parent/gaurdian. If only the given name of the child is listed, key the parent's surname into the child's surname field.

Age

Key the age as seen at the time the record was recorded. If present, age may be found next to the word "Age" or "Aged."

Valid ages include numeric digits between "0" and "120" or certain acceptable fractions for ages displayed in months only. If an age includes years, months, and/or days key only the years. For example, "10 years, 7 months" would be keyed as "10". If an age includes both a year and a fraction, key only the year. For example, "3 3/12" would be keyed as "3". If an age appears only in months, key age as a fraction. For example, "7 Months" would be keyed as "7/12" and "18 Months" would be keyed as "18/12". If an age is expressed in weeks, days, or hours, "0" (zero) should be keyed as the age. For example, "3 weeks" would be keyed as "0" and "8 weeks" would be keyed as "0".

Birth Year

Key the year in its numerical form from the birth date. Birth date may be found in the column labeled or near the words "Date of Birth."

Birth Month

Key the month as an abbreviation from the birth date using the dictionary provided for assistance. Birth date may be found in the column labeled or near the words "Date of Birth."

Birth Day

Key the day in its numerical form from the birth date. Birth date may be found in the column labeled or near the words "Date of Birth."

Parent Prefix 1

Key any titles before the given name, such as "Dr," "Mr," or "Mrs," of the 1st parent of the primary person as seen on the record using the dictionary provided for assistance. Only prefix values should be keyed into the prefix field.

Parent Given 1

Key the first name or initial and any middle names of the 1st parent of the primary person as seen on the record using the dictionary provided for assistance. Initials should be keyed with a space between them.

When present, the 1st parent name may be found in the column labeled "Names of Parents or Guardians" or something similar. If there is only one parent listed, key the parent into the 1st parent field. When two parents are listed, key the first parent listed on the image into the 1st parent field and the 2nd parent listed into the 2nd parent field.

Parent Surname 1

Key the surname of the 1st parent of the primary person as seen on the record using the dictionary provided for assistance.

When present, the 1st parent name may be found in the column labeled "Names of Parents or Guardians" or something similar. If there is only one parent listed, key the parent into the 1st parent field. When two parents are listed, key the first parent listed on the image into the 1st parent field and the 2nd parent listed into the 2nd parent field.

Parent Prefix 2

Key any titles before the given name, such as "Dr," "Mr," or "Mrs," of the 2nd parent of the primary person as seen on the record using the dictionary provided for assistance. Only prefix values should be keyed into the prefix field.

Parent Given 2

Key the first name or initial and any middle names of the 2nd parent of the primary person as seen on the record using the dictionary provided for assistance. Initials should be keyed with a space between them.

When present, the 2nd parent name may be found in the column labeled "Names of Parents or Guardians" or something similar. If there is only one parent listed, key the parent into the 1st parent field. When two parents are listed, key the first parent listed on the image into the 1st parent field and the 2nd parent listed into the 2nd parent field.

Parent Surname 2

Key the surname of the 2nd parent of the primary person as seen on the record using the dictionary provided for assistance.

When present, the 2nd parent name may be found in the column labeled "Names of Parents or Guardians" or something similar. If there is only one parent listed, key the parent into the 1st parent field. When two parents are listed, key the first parent listed on the image into the 1st parent field and the 2nd parent listed into the 2nd parent field.

Census Image Samples

Report Page

Choose the 'Report Page' form type for images with the word "Report of School Census Marshal" in bold lettering and NO primary names to key. We are keying event date, school name and district number form these images.