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Getting started for Academic Edition users

Last Updated: Jun 19, 2017 08:58AM CEST

Only Academic Edition-specific issues will be discussed in this section.
Please follow
this link for the basic Getting Started guide. I will also refer to our User Manual.

Please note that this page is still under construction. If you have any suggestions or if you need any assistance, please contact me at filip.sanca@memsource.com.

 

How do I get started?

If you have activated your Academic Edition but do not know how to begin teaching with it, you are in the right place. Memsource Academic Edition offers three different approaches. Chose the one that suits you best.

Chose
approach A) if you want your students to be independent and learn how to create projects, TMs, and TBs. This will also mean less work for you.

Chose
approach B) if you want to have more control over what your students do and do not want to risk them cheating. This will mean more work for you, however, and your students will not be able to learn the project management features of Memsource.

Chose
approach C) to create a simulated translation agency within your department. This way, you can give your students a taste of what the real business looks like.

Approach A)

At the beginning of the academic year log into your account and…
  1. Create a PM account for each of your students. (Users > NewIf you want your students to create a password themselves, do not fill in the password fields and use the Email Login function*. 
    *You can also import a list of students from an Excel file using the
    Batch Import feature.
    Create a PM account
  2. Go to the editing window of each of the accounts (Users > Chose Student > Edit) and select the values in accordance with this picture. Your students will only be able to access their own projects, TMs and TBs.
  3. Send (or tell) students their login details.
  4. Tell your students to create their own projects (Create New > Project). They can change the settings using this guide but I recommend not changing them. I recommend naming these projects using the following format: “Project [Student’s Name]” for easier orientation. These projects will be your students’ personal folders.
    Create Project
  5. Tell your students to create their TMs and TBs (Create New > Translation Memory / Term Base).* I recommend naming them using the following format: “TM [Student’s Name]” and “TB [Student’s name]” for easier orientation. This will be their own resource that no one else will touch.
  • *If you have prepared the TM and/or TB for your students, send it to them via e-mail and tell them to import these into the TM/TB they have just created (Translation Memories / Term Bases > Chose TM/TB > Import). Advanced: Detailed guides about importing TMs and TBs.
  1. Tell your students to attach their TMs and TBs to the projects they have created. (Projects > Chose Project > Translation Memories / Term Bases - Select
  • The preparations are now complete.
  1. Once you have the assignment for your students, you can easily create a job for each of them inside their project (Projects > Chose Project > JobsNew). Unfortunately, you have to create these one by one. Alternatively, you can send the file to your students via e-mail and they can create it themselves. You do not have to change the File Import Settings, but you can do so (advanced) using this guide.
  2. You, as the administrator, will be able to monitor your students’ progress. Once they have finished their assignment, they should simply change the status of the job to Completed by linguist. (Projects > Chose Project > Chose Job > Edit > Completed by linguist)
  3. Now you can download the finished files from your students’ projects. (Projects > Chose Project > Chose Job > Download)
Note: In this case, students HAVE TO create their own projects, TMs, and TBs, because they will only see what they created themselves.

Note: Students CANNOT have a shared TM and TB, because only the first student to finish the task would actually have to translate it. Everybody else would have his translations suggested automatically and would not have to do anything.

Note: You can add as many Jobs to a project as you want. With every job, students’ TMs and TBs will grow and they will be able to benefit from what they have translated earlier. They will not be able to benefit, however, from what their colleagues have translated.

 

Approach B)

At the beginning of the academic year log into your account and…
  1. Create a Linguist account for each of your students. (Users > NewIf you want your students to create a password themselves, do not fill in the password fields and use the Email Login function*.
    *You can also import a list of students from an Excel file using the Batch Import feature.
  2. Create a project for each of your students (Create New > Project). You can change the settings using this guide, but I recommend not changing them.* I recommend naming these projects using the following format: “Project [Student’s Name]” for easier orientation. These projects will be your students’ personal folders.#
  • *Advanced: If you want to change them and want to apply all the settings to all the projects, you might find Project Templates (Scenario 1) useful.
  • #You do not assign the projects to specific students now, so using the naming format is very useful.
  1. Create a TM and a TB for each of your students (Create New > Translation Memory / Term Base).* I recommend naming them using the following format: “TM [Student’s Name]” and “TB [Student’s name]” for easier orientation. These will be their own resources that no one else will touch.
  • *If you have prepared the TM and/or TB for your students, import these into the TM/TB you have just created (Translation Memories / Term Bases > Chose TM/TB > Import).
  • Advanced: Detailed guides about importing TMs and TBs.
  1. Attach the students’ TMs and TBs to the corresponding projects you have created, for example, Peter’s TM and TB to Peter’s Project. (Projects > Chose Project > Translation Memories / Term Bases - Select).
  • The preparations are now complete.
  1. Once you have an assignment for your students, you can easily create a job for each of them inside their project (Projects > Chose Project > JobsNew). Unfortunately, you have to create these one by one. You do not have to change the File Import Settings, but you can do so (advanced) using this guide.
  2. You, as the administrator, will be able to monitor your students’ progress. Once they have finished their assignment, they should simply change the status of the job to Completed by linguist. (Projects > Chose Project > Chose Job > Edit > Completed by linguist)
  3. Now you can download the finished files from your students’ Projects. (Projects > Chose Project > Chose Job > Download)
Note: Students CANNOT have a shared TM and TB, because only the first student to finish the task would actually have to translate it. Everybody else would have his translations suggested automatically and would not have to do anything. They also CANNOT have a shared project, because only one of them would be able to accept the job.

Note: You can add as many Jobs to a project as you want. With every job, students’ TMs and TBs will grow so they will be able to benefit from what they have translated earlier. They will be able, however, to benefit from what their colleagues have translated.


Note: For the repetitive creation of accounts, projects, TMs, and TBs, macro recording software like TinyTask can be helpful.

General tip: Advanced. If you have more lecturers in your translation department and want them to only manage their own groups of students, you can create a PM account for them with the settings described in point 2), Approach A). After this, they can create their own groups of accounts using Approach A) or B) inside their own PM account. In this case, I recommend Approach B). If they opt for Approach A), the account administrator will have to give them the right to View projects created by other users, i. e. their students in this case. (Users > Edit)
 

Approach C)

Advanced

This approach is specific because it does not follow the common educational setup. On the other hand, it allows you to create a realistic environment that closely resembles the hierarchy of real translation agencies.
  1. Log into your account.
  2. Create Project Manager accounts for those you want to manage projects. These can be either lecturers or students that are already familiar with the basic functionality of Memsource.*
    * To create more separated “departments” within your license, you can use the
    Business Units feature. This way, some Projects, TMs, and TBs can be made visible only to users within the selected Business Unit.
  1. Using the Workflow feature, create different steps of the translation process that will fit your needs. Translation, Revision, and Client Revision are pre-defined. If you do not want to have more steps in your translation process, skip this step.
  2. You or the Project Managers create user accounts for translators, reviewers, etc. One user can have all the roles at the same time. Both students and lecturers can have these roles.
The preparations are now complete. From now on, your license can work as a simulated agency.
  1. You or the Project Managers can create Projects, TMs, and TBs.
  2. These can be assigned to respective users – translators, reviewers, etc.
  3. Once you or the Project Managers upload and assign a Job to be done (file[s] to be translated), the whole translation process will launch automatically. Users will be notified by e-mail that there is work to be done.*
    *For example, the reviewers will only be notified once the translation is finished and is ready for revision.

Tip: You can work in any language pair that your colleagues and students speak. For example, if you have pairs of students that speak the same foreign language, you can make them a translator–reviewer pair and let different pairs translate the same source text to various target languages.

Tip: Why not swap the roles sometimes? The accounts you create do not have to be assigned to specific names – you can let your students try different roles.

Tip: Use the deadlines to let your students know when the assignment should be finished.

Note: It is highly recommended that the same text is not translated more than once in the same language combination as it will already be saved in the TM and no translation will have to be done.

Note: You as an Administrator will be able to monitor all the processes that will be going on within the license.

Note: Lecturers from the Maastricht School of Translation and Interpreting have founded a network of such simulated agencies. Should this be of interest to you, feel free to visit
their website.

I thank Mr Joop Bindels from the Maastricht School of Translation and Interpreting and Ms Maria Fernandez Parra from the Swansea University for sharing with me details about how they set up these simulated agencies.

 

Common problems 

 

The Linguist account does not offer full interface. I want my students to learn how to create projects, TMs, and TBs.
 

Do: Create PM accounts for your students. You can then tell them to set up their own project and create their own TM and TB.

Don’t: Create free Personal Edition licenses for your students, because they will not be able to benefit from all of the Memsource features and they won’t be able to store their past projects.
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