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ART 5500: Undergraduate Professional Practices: Step 3: Describing & Uploading Your Items

Describe & Upload Items to Portfolio

Now that you have created your Portfolio in Omeka and prepared your files, you will need to describe and add these files to your Portfolio following these steps:

  1. Click the "Items" tab in the left-hand navigation bar.
  2. Click the green "Add an Item" button.
  3. Under the "Dublin Core" tab:
    1. In the "Creator (Artist)" field you will enter your self-identification (e.g., artist, designer, art historian, etc.) followed by a colon (:) and first and last name formatted in Bold (to do this check the "Use HTML" box below). Example, "Artist: John Smith"
    2. In the "Title (Title of the Artwork or PDFs)" field enter a title for your item. Click the "Use HTML" checkbox below this field and select the "italics" icon to put your title into italics.
    3. Ignore the rest of the fields visible on this page.
  4. Under the "Item Type Metadata" tab:
    1. Select the proper item type and enter the required metadata. Note: Please add only one file at a time.
      • Art History Papers: Add 3 graded papers from art history classes with feedback and grades from the Professor. Enter the filename of your file in the "Identifier" field (See guidelines for filenaming,
      • Artwork: Add 20 JPEG images that document your work. Enter the four-digit year of creation in the "Date" field. Select the "Medium" from the drop-down list. Enter the H x W x D dimensions in the "Physical Dimensions" field. Enter the filename of your file in the "Identifier" field (See guidelines for filenaming, In the "Art Credit Line" field enter your credit line following the guidelines in the "Art Credit Line" Section below.
      • Artwork Critical Analysis: A Written description and analysis of a major artwork from (RAFFMA). This paper must describe the work of art in terms of materials, formal qualities, and conceptual underpinnings of the work. Your argument must present a cohesive thesis that provides a framework to better understand the work you choose. Enter the filename of your file in the "Identifier" field (See guidelines for filenaming,
      • Checklist: A verbal and visual list of the works in your portfolio. Includes Thumbnail image + Title, Date, Dimensions, Medium and other pertinent information for each work in your portfolio. Enter the filename of your file in the "Identifier" field (See guidelines for filenaming,
      • CV: A chronology of your educational, Artistic, Scholarly and Employment experience. Remove any personally identifiable information (e.g., address, email, phone number) from your CV before uploading it. Enter the filename of your file in the "Identifier" field (See guidelines for filenaming,
      • Signature/Cover Sheet: A PDF signature page with all completed signatures. Enter the filename of your file in the "Identifier" field (See guidelines for filenaming,
      • Written and Visual Documentation of Your Art Projects: Add 3 files that document the process of your art projects, from inception to completion. This will include, but not be limited to, Sketches, Initial Concepts or Problems to be Solved, + Research Notes, Research Influences, Sources, from the beginning of the project, through your execution of first drafts, rejections, transformations, and corrections, to the final results. This is to be presented in a narrative format or words and images. This may be written in any number of ways including traditional paper, PowerPoint presentation or video  Enter the filename of your file in the "Identifier" field (See guidelines for filenaming,
      • Thumbnail Summary: Thumbnail images of your artwork including a brief descriptive summary of each saved as a single PDF.
      • Coursework: Any additional textual document needed for your portfolio saved as a PDF.
  5. Under the "Files" tab:
    1. Click the "Choose File" button and locate the file on your computer. Note: The maximum file size is 128 MB.
    2. On the right-hand side select your Collection Title (your first and last name) from the "Collection" drop-down list. DO NOT add any items to another students collection.
    3. Click the green "Add Item" button on the right-hand side.
  6. Congratulations! Your item has now been added to your Portfolio. Follow Steps 1-5 to add additional items to your collection.

Please Do Not:

  • Add items to any Collection other than your own
  • Add any Tags to your items

How to Properly List Artwork Dimensions

Fine art is listed as Height x Width x Depth in inches or centimeters. Paintings are measured by height first, followed by width. Sculptures and three-dimensional installations are measured by height, width, and depth.

Art Credit Line

A credit line is what you include alongside your art whenever and wherever it is shown (Yes, even on social media).


Artist’s Name
Title of Work in Italics,
Year of creation
Medium, (technique if applicable) (please use Getty's Art & Architecture Thesaurus for proper vocabulary terms)
Dimensions (H x W x D)


Patricia Miller
A Piece of Me
Acrylic paint, plywood
20" x 15.5" x 2”

AAT is a three letter acronym that in the authority world refers to the "Art & Architecture Thesaurus". It is recommended to use Getty's Art & Architecture Thesaurus for proper vocabulary terms.

Order and Re-order Items

For Fall 2022 the VRC will complete this step. Email them at

Items should be displayed in Omeka in the following order:

  1. Artwork
  2. Cover sheet
  3. CV
  4. Papers, coursework, and other documentation
  5. Checklist
  6. Sign-off sheet

Steps to re-order items after they have been added (if necessary):

  1. Click the "Collections" tab in the left-hand navigation bar.
  2.  Click the title of your Collection.
  3. Scroll to the "item Order" section at the bottom of the page.
  4. Click the "Order items in this collection" link.
  5. Drag and drop items into the desired order.
  6. Changes are saved automatically.