[Glossary ] Clarify terminology for product use

[SamHyler]

Dependency

https://github.com/hackforla/expunge-assist/issues/999 waiting on results from UXR in this issue. Update from UXR: issue 999 completed in March 2024. UXR Glossary linked in resources.

Dependency is related to the 3 key terms linked in the Research Plan of 999. The glossary created by this issue can be updated with those 3 terms when 999 is done.

Overview

Create a glossary of terms with their definitions. The glossary should clarify terminology around expungement and the related legal space, and potentially other complex language that can help the user navigate the site. The glossary should address terms that are on our site, the terms that they could be confused with (for example, the difference between expungement and record clearance, and why and when to use one or the other), and any potential terms that we may use in the future. It can include relevant contextual information.

There are currently 3 needs potentially identified for this issue, previously 2 needs. The first (Content) need was the original idea for the glossary from discussions with Bonnie.

1. Content needs to create a glossary of user facing language for all legal terms used on the site and information about why to use which term and when. It will be used in, for example, tool tips. It should be written as ready-to-go modular copy.
2. Research needs some kind of repository of information for legal information around expungement for internal purposes and to educate crossfunctional teams. ? Addressed in this separate issue https://github.com/hackforla/expunge-assist/issues/1214 Suggestion that this issue come before glossary work
3. Research needs a partner-facing glossary of terms for the wiki ?

Content is working with Dev to discuss building tool tips and other relevant features for the future site

Action Items

• [ ] Establish collaboration between Content, UXR, and any other potential teams, identify needs, create a plan for working
• [ ] Identify relevant terminology to include in the glossary together based on each team's knowledge base and needs
• [ ] Discuss and decide together on how to create useful glossary documentation for the various teams' needs and where it should be stored for future use
• [ ] Create a space to house the glossary that will be useful to all relevant teams after discussion (i.e. doc, figma page, figjam, sheet, or other tool)
• [ ] Clarify legal terminology relevant for our website. Write a description for each
• [ ] Save and compile sources and any useful links found along the way in the same doc at the end. Indicate if any are useful resources to potentially refer the users of our site onwards for more info
• [ ] Recommend how to use terms and when/where on the website - UXR & Content
• [ ] Content task: Update writing guidelines with instructions around terminology (how/when to use, this not that, etc.)
• [ ] Content task: Create follow up issue to check product for consistency and make a list of changes needed

Resources/Instructions

Use resources available: website, Figma, FigJam, google doc, Content Writing Guidelines

Create a space to house the glossary that will be useful to all relevant teams after discussion. Template to get started with brainstorming the glossary. Final format not decided.

Previous relevant docs to refer to:

Here is the UXR Glossary updated in March 2024.

This and this doc were created as content glossaries. Both are archived. Refer to the terms that are useful, and create a new workspace on the appropriate platform to start work again in 2024.

Refer also to this document to see previous work done in the expungement space.

For reference only, explorations on some parts of terminology under [Concept exploration](Concept exploration)

For extra context and project tracking - see related issue, now closed #598

[SamHyler]

Here are a few resources @cynphonic and @ana-lobos: FAQs (see links at the bottom to some legal) https://docs.google.com/document/d/1O3y2oE_5VdEYDcwdjtdrlPq0d-Rcu_igmzPBcbjli-E/edit CFA clear my record: https://docs.google.com/presentation/d/14pKBNmwnB9_S7EiL6baiLzlLF3vnvmpg7JDi0ntrpCE/edit#slide=id.gaecf300319_1_0 and: https://codeforamerica.org/programs/criminal-justice/automatic-record-clearance/

[SamHyler]

Came up in the UXR meeting: Some other terms that may or may not be related to personal statement/declaration letter/etc. is: rehabilitation letter, certificate of rehabilitation and pardon. Worth it to dig into - may not be the same thing at all but just putting this here to be sorted.

[SamHyler]

@ana-lobos @cynphonic thanks for all the work on this so far! Can you update the Github issue with the link to the proposed document when it's ready? Go ahead and leave the two docs linked as a paper trail but make it clear which one is for use.

[cynphonic]

@SamHyler Hi Sam, Ana and I discussed this in our meeting on Friday, and we wanted to stick with using the two documents that are already linked to this github issue. It's been edited to add a few terms that we want UXR to look into and/or discuss with a lawyer to double check all of the terminology we have listed. We have also included links to helpful resources we found.

[ana-lobos]

Hi @SamHyler! As Irene mentioned, we've kept both of them. I've added a bit more info as to which issue is which for clarity.

[SamHyler]

Thanks @cynphonic and @ana-lobos , sorry I misunderstood from the last UXR when Ana spoke about it. Thank you both for your work on this issue! We can discuss in Content at the next meeting.

[ValeriyaMetla]

@SamHyler @jbsteinhardt I just left some comments. I also had a look at the glossary and a lot of terms I can clarify. I was teaching corrections for several years, terms like "probation" and few others. I will give it a read sometime soon.

[SamHyler]

What still needs to be done to close this issue:

• Documents need to be cleaned up, titled properly, and put into appropriate folders on google drive. There are three documents, one, two, and three for the glossary.

• There are two github issues that need to be cleaned up: the icebox one and the working issue. Link all the documents in each github issue and label them appropriately (in the resources section at the bottom), i.e. which document is for what purpose or what’s in each document?

• Rename the glossary document in the content folder, instead of “copy of expungement terminology” label it something so that someone could know what it is if they go looking. Write for each document a header with information like title, overview or description, date completed. Consider what’s unchecked in the boxes on the github issue and add that to the overview, for example.

-Fix comments left in each document. I.e. explain what the highlights mean, make explicit. Clean up document by deleting or filling in definitions that are missing (one document has several hanging terms), add overview sections, etc.

• Put all docs in appropriate folders in Google Drive

This helps those in the future understand the purpose and content of each doc/issue.

[SamHyler]

a lot of this is being worked on through the content terminology research https://github.com/hackforla/expunge-assist/issues/999, and can be clarified after completion. this issue in connection to the glossary should be modified. likely better to create an internal glossary for the specific terms we will use in the content guidelines - i.e. use this - not that, with explanation

[SamHyler]

Further work can be looked at in this issue after: https://github.com/hackforla/expunge-assist/issues/598 (but is also independent from this work in some senses)

[sylvia-nam]

Here's the latest UXR Glossary

[SamHyler]

adding draft label based on need for revision, roadmapping, and new priorities

[SamHyler]

Added some revisions to create more clarity on this issue. There was a 3rd potential need identified, I will finish updating the issue with this soon, as well as finalize the issue before it's ready to be worked on and finished.

[emmathrash]

For extra context and project tracking - see related issue, now closed #598