entry-guidelines

name	entry-guidelines
description	General quality standards for all je-dict-1 dictionary entries. Use when creating or revising any entry type.

Dictionary Entry Quality Guidelines

When creating or revising dictionary entries for je-dict-1, follow these quality standards:

CRITICAL: Write Each Entry Individually

DO NOT use Python scripts or automation to mass-produce entries.

Each dictionary entry must be written individually by hand, using:

• Your own linguistic knowledge
• The guidelines in this skill and related skills (verb-entry, adjective-entry, particle-entry, other-entries, vocabulary-notes)
• Careful consideration of each word's unique characteristics

Why this matters:

• Each word has nuances that require individual attention
• Examples must be natural and contextually appropriate
• Notes should address learner-specific challenges for that word
• Mass-produced entries lack the quality and depth learners need

The correct workflow:

1. Select a word from candidate_words.json or user request
2. Research/consider the word's usage, collocations, and common patterns
3. Write the entry JSON directly using the Write tool
4. Validate: python3 build/validate.py
5. Repeat for each entry

After finishing all entries for a session:

python3 build/validate.py                    # Validate all entries
python3 build/add_conjugations.py            # Add conjugation to any new verbs
python3 build/add_adjective_conjugations.py  # Add conjugation to any new i-adjectives
python3 build/update_indexes.py              # Update indexes and sync candidates
python3 build/build_flat.py                  # Rebuild website (REQUIRED for GitHub Pages)
git add entries/ docs/ *.json PROJECT_STATUS.md
git commit -m "Add N new dictionary entries"
git push

Recent Changes rotation: PROJECT_STATUS.md keeps only the 5 most recent change entries. When adding a new entry to the "Recent Changes" section, move the oldest one to PROJECT_STATUS-archive.md. The build_flat.py step is critical - without it, new entries won't appear on the live site. The build uses an atomic process (builds to temp directory, then swaps) to prevent broken states if the build fails.

Never create scripts that generate entry content programmatically.

Before Creating a New Entry

IMPORTANT: Always check if an entry already exists before creating a new one.

Duplicate Definition

A word is a duplicate ONLY if BOTH the headword AND reading match exactly.

• Homophones (same reading, different headword) are NOT duplicates and should have separate entries
  • Example: 線香 (せんこう) and 先行 (せんこう) are different words
  • Example: 橋/箸/端 (all はし) are different words
• Homographs (same headword, different reading) are NOT duplicates and should have separate entries
  • Example: 行く (いく) and 行く (ゆく) are different readings
  • Example: 明日 (あした) and 明日 (あす) are different readings

Duplicate Check Process

1. Run the duplicate check script:

   python3 build/check_duplicate.py "食べる" "たべる"
   

   • If it says "OK: ... is not in the dictionary or candidates" → Safe to create entry
   • If it says "DUPLICATE: ..." → SKIP this word, do NOT create a duplicate
   • Informational notes about homophones/homographs do NOT block entry creation — BUT you must evaluate them (see step 2)

2. If homophones are reported, check for spelling variants: The script reports entries with the same reading but different headwords. Most are genuine homophones (different words), but some may be spelling variants of the same word (e.g., a kana-only form alongside a kanji form). Before creating the entry, verify:

   • Does an existing entry with the same reading cover the same meaning?
   • Is the new headword just a different way to write the same word (kana vs kanji, alternative kanji)?
   • If YES: do NOT create a new entry. Instead, consider updating the existing entry's notes to mention the alternative spelling.
   • If NO (genuinely different word): proceed with entry creation.

   See the consolidate-entries skill for the full decision framework.

3. Batch checking (optional, to plan which candidates to work on):

   python3 build/check_duplicate.py --batch "食べる:たべる" "飲む:のむ" "書く:かく"
   

4. If the word was in candidate_words.json: It will be automatically removed when you run python3 build/update_indexes.py after creating the entry.

5. Only create new entries for words that pass the duplicate check AND the variant check.

This prevents duplicate entries and wasted effort on entries that must later be deleted or merged.

Verb Conjugation (REQUIRED for all verb entries)

All verb entries must include a conjugation field with the full set of conjugated forms hard-coded in the JSON. See the verb-conjugations skill for the complete specification.

After creating verb entries, run python3 build/add_conjugations.py to automatically generate and write the conjugation data. Or include the full conjugation field directly when writing the entry JSON.

I-Adjective Conjugation (REQUIRED for all i-adjective entries)

All i-adjective entries must include a conjugation field with 6 conjugated forms (Present, Past, て form, Adverbial, Conditional ば, Conditional たら). See the verb-conjugations skill for the JSON structure (same format, type is "i-adjective" or "ii" for いい compounds).

After creating i-adjective entries, run python3 build/add_adjective_conjugations.py to automatically generate and write the conjugation data. Or include the full conjugation field directly when writing the entry JSON.

Na-adjectives do NOT have a conjugation field. Their conjugation is shown in the notes field instead.

Content Guidelines

1. Explain before exemplifying - Definition first, then examples
2. One meaning = one example minimum - Every sense needs illustration
3. Show grammatical connections - Always demonstrate how words connect
4. Prefer natural Japanese - Avoid textbook stiffness
5. Highlight non-obvious distinctions - Focus on what learners cannot infer from English
6. All explanations in English - Definitions, explanations, usage notes, etymology, and cultural context must be written in English. Japanese text should only appear in example phrases, collocations, patterns, and headwords — never as explanatory prose. This is a bilingual learner's dictionary, not a monolingual one.
7. Concise, not maximally thorough - Each field has a job. gloss is for scanning (≤8 words, semicolons), definitions[i].explanation carries the longer description (~150–400 chars), notes adds usage and collocations in 2–3 focused sections. Per-field length budgets live in prompts/newentries.md under "Length targets" — defer to those numbers. Bloated entries (long parenthetical glosses, six-section notes, redundant "COMMON COMPOUNDS" + "COMMON COLLOCATIONS" pairs) are a quality regression, not a quality improvement.

Consistency Guidelines

1. Consistent depth across similar entries - Match the shape of recent reference entries (e.g. entries/27000/27261_motenashi.json, entries/27000/27364_komentarii.json); don't over-explain one verb while under-explaining another, and don't introduce a much denser style than neighboring entries
2. Consistent structure within entry types - All verbs should use the same section headers, but a section is only included when it has something to say
3. Consistent terminology - Use same labels throughout (USAGE NOTES, not sometimes Notes)

Example Sentence Guidelines

See the example-sentences skill for complete guidelines on:

• Minimum example counts per tier (5 for basic/core, 3 for general)
• Progressive length requirements
• Vocabulary restrictions by tier
• Quality standards and formatting

Key Requirements Summary

1. Minimum counts: Basic/core tiers need 5 examples per sense; general tier needs 3
2. Progressive length: Examples should get longer from first to last
3. Vocabulary restrictions: Basic tier examples must use tier-appropriate vocabulary
4. Always include sense_numbers: Every example must specify which definition sense(s) it illustrates

Sense Numbers Requirement

Every example sentence must have a sense_numbers field that links it to the definition(s) it illustrates:

"examples": [
  {
    "id": "00001_word_ex1",
    "japanese": "...",
    "english": "...",
    "sense_numbers": [1]
  }
]

Rules:

• Single-sense entries: Use [1] for all examples
• Multi-sense entries: Each example must specify which sense(s) it demonstrates
• Examples illustrating multiple senses: Use [1, 2] format
• Must reference valid senses: Numbers must match sense_number values in definitions

The validation script checks that all examples in multi-sense entries have valid sense_numbers.

Furigana Requirements (CRITICAL)

All kanji MUST have furigana in ALL fields, including notes.

Format: {漢字|かんじ}

This applies to:

• Headwords
• Example sentences
• Notes field (idioms, collocations, cultural notes, etc.)
• All explanatory text

Common mistakes to avoid:

✗ WRONG: 暖簾に腕押し
✓ RIGHT: {暖簾|のれん}に{腕押|うでお}し

✗ WRONG: 安堵の息をつく
✓ RIGHT: {安堵|あんど}の{息|いき}をつく

✗ WRONG: Sometimes written as 家鴨
✓ RIGHT: Sometimes written as {家鴨|あひる}

Use compound readings for jukugo: {友達|ともだち} not {友|とも}{達|だち}

Verify before finalizing:

python3 build/verify_furigana.py <entry_id>

Entry Structure

Every entry must include:

• id: Format {5-digit-number}_{romaji} (e.g., 00396_taberu). See Romaji/ID Format below for critical rules.
• headword: With furigana notation
• reading: Hiragana only (see Reading Format below)
• romaji: Must match the full reading, concatenated without internal underscores
• part_of_speech: Consistent terminology
• gloss: Brief English equivalent — 3–8 words, semicolon-separated. Not a definition. No parenthetical mini-definitions, etymology, numbered clauses, or sentences. The longer description belongs in definitions[i].explanation.
  • Negative-polarity items (words or senses used only with negatives — めったに, ちっとも, 必ずしも, しか, the way/method sense of 仕様, etc.): append the marker (with negative) to the gloss, and render the English with (not) … where that reads naturally — e.g. rarely, seldom (with negative), (not) properly; (not) satisfactorily (with negative), (no) way, means (with negative). If only one sense is negative-only, mark that sense's gloss (and the corresponding part of the top-level gloss), and say so in the explanation.
• definitions: Array with sense_number, gloss (3–10 words), and explanation (1–3 sentences, ~150–400 chars)
• examples: Meet the per-sense minimum from the example-sentences skill (3 for general tier, 5 for basic/core). Exceeding the minimum by 0–1 is fine; exceeding by more is rarely warranted.
• notes: Usage notes, grammar patterns, common mistakes (see vocabulary-notes skill for formatting requirements and length budgets)
• schema_version: Set to "2.0" for all new entries (top-level field, optional for existing entries)
• metadata: Including vocabulary_tier (always "general" for new entries), created, modified timestamps

Reading Format (CRITICAL)

All readings MUST be in hiragana, never katakana.

This applies to ALL entries, including:

• Loanwords (katakana headwords like スキー, ストレージ)
• Abbreviations (DM, PC, etc.)
• Any word regardless of how the headword is written

Examples:

✓ CORRECT:
  headword: "スキー"
  reading: "すきー"

✓ CORRECT:
  headword: "DM"
  reading: "でぃーえむ"

✗ WRONG:
  headword: "スキー"
  reading: "スキー"  ← Katakana readings cause duplicates!

Why this matters:

• Katakana readings cause duplicate entries (same word with two different reading formats)
• The dictionary uses readings for indexing and deduplication
• Consistent hiragana readings ensure proper sorting and lookup

Note: The long vowel mark ー is acceptable in hiragana readings (e.g., すきー, すとれーじ) since there is no hiragana equivalent.

The validation script (validate.py) will report errors for entries with katakana readings.

Romaji/ID Format (CRITICAL)

The entry ID and romaji field must follow this format. The schema regex is: ^[0-9]{5}_[a-z]+(_[a-z]+)?$

Rules:

1. Concatenate the full reading into the romaji — do NOT split at word boundaries with underscores
2. At most one underscore after the 5-digit number (i.e., at most two lowercase segments)
3. The romaji must match the full reading — the validator checks this

Correct examples:

• 21022_ketteisuru ← 決定する (けっていする) — suru concatenated
• 06899_kaowodasu ← 顔を出す (かおをだす) — particles concatenated
• 21019_shitekina ← 私的な (してきな) — na concatenated
• 21409_moushiwakearimasen ← 申し訳ありません (もうしわけありません)

Wrong examples:

• 21391_kasoku_suru ← splits "suru" as a second segment (use kasokusuru)
• 21399_koe_wo_dasu ← three segments after the number (use koewodasu)
• 21410_fushizen_na ← splits "na" as a second segment (use fushizenna)

File Placement (CRITICAL)

Entries MUST be placed in the correct numeric range directory.

The path follows this pattern: entries/{range}/{entry_id}.json

The range directory is determined by the numeric portion of the entry ID, rounded down to the nearest 500:

• IDs 00000-00499 → entries/00000/
• IDs 00500-00999 → entries/00500/
• IDs 01000-01499 → entries/01000/
• etc.

Examples

• Entry 00396_taberu → entries/00000/00396_taberu.json
• Entry 00538_aruku → entries/00500/00538_aruku.json
• Entry 01186_mukau → entries/01000/01186_mukau.json
• Entry 06237_fumikiru → entries/06000/06237_fumikiru.json

How to Get the Correct Path

ALWAYS run this command to determine the correct path before writing:

python3 build/get_entry_path.py <reading> <entry_id>

Example:

python3 build/get_entry_path.py ふみきる 06237_fumikiru
# Output: entries/06000/06237_fumikiru.json

python3 build/get_entry_path.py こうりつてき 06240_kouritsuteki
# Output: entries/06000/06240_kouritsuteki.json

The validate.py script checks for directory mismatches and will report errors.

Metadata Timestamps

CRITICAL: Timestamps MUST be actual current UTC time. The website converts UTC to JST (+9 hours) for display. Incorrect timestamps will show as wrong dates/times (often appearing hours or days in the future).

How to Get the Correct Timestamp

ALWAYS run this command to get the current UTC timestamp before writing each entry:

python3 build/get_timestamp.py

This outputs the current UTC time, e.g.: 2026-01-12T10:45:30Z

Copy this exact output into both created and modified fields (for new entries) or just modified (for revisions).

Why This Matters

• The Z suffix means UTC (not local time, not JST)
• The build script adds 9 hours to convert to JST for display
• If you write 16:00:00Z when actual UTC is 10:00, it displays as 01:00 JST next day (wrong!)
• If you write 10:00:00Z when actual UTC is 10:00, it displays as 19:00 JST same day (correct!)

Common Mistakes to Avoid

1. DO NOT guess or estimate the timestamp
2. DO NOT use your perception of current time - always run the script
3. DO NOT use round hours like 12:00:00Z or 15:00:00Z (these are almost certainly wrong)
4. DO NOT copy timestamps from other entries
5. DO NOT write JST time with a Z suffix (this causes 9-hour errors)

Validation

Run python3 build/validate.py to check for:

• Future timestamps (timestamp more than 24 hours ahead of current UTC time)
• Suspiciously round timestamps (exactly :00:00 seconds, likely not from the script)

Note: The validator allows a 24-hour grace period for timestamps to accommodate CI/CD clock drift.

Vocabulary Tier Policy

All new entries must be assigned to the "general" tier.

As of January 2026, the vocabulary tier realignment is complete:

• Basic tier (795 entries): Fixed - contains foundational vocabulary
• Core tier (1,998 entries): Fixed - contains essential adult communication vocabulary
• General tier (4,566+ entries): All other vocabulary, including all new entries

Do NOT assign new entries to basic or core tiers unless explicitly instructed by the user. The basic and core tiers have been curated to meet specific word count targets and maintain semantic group integrity.

In metadata.vocabulary_tier, always use "general":

"metadata": {
  "vocabulary_tier": "general",
  "created": "...",
  "modified": "..."
}

Metadata Tags (REQUIRED)

All entries must have properly structured tags in metadata.tags. This enables search, filtering, and export functionality.

Required Tag Categories

"metadata": {
  "vocabulary_tier": "general",
  "tags": {
    "pos": ["noun"],                    // REQUIRED: Part of speech (array)
    "formality": "neutral",             // REQUIRED: formal/neutral/informal/vulgar
    "politeness": "plain",              // REQUIRED: honorific/humble/polite/plain
    "semantic": ["food"]                // REQUIRED: Semantic category (array)
  },
  "created": "...",
  "modified": "..."
}

Part of Speech (pos)

Valid values: noun, verb-godan, verb-ichidan, verb-suru, verb-kuru, verb-irregular, adjective-i, adjective-na, adjective-no, adjective-taru, adverb, particle, conjunction, interjection, pronoun, counter, prefix, suffix, expression, pre-noun-adjectival, number, onomatopoeia, auxiliary

• Use arrays for multi-function words: ["noun", "verb-suru"]
• The array should list the most common/primary POS first

Formality

• formal: Used in formal/written contexts (敬語, 硬い表現)
• neutral: Standard usage appropriate for most contexts (default)
• informal: Casual/colloquial usage (くだけた表現)
• vulgar: Strong/offensive language (use sparingly)

Politeness (Keigo Classification)

• honorific: 尊敬語 - Elevates the subject (いらっしゃる, おっしゃる)
• humble: 謙譲語 - Lowers the speaker (申す, 参る)
• polite: 丁寧語 - General polite forms (です/ます base forms)
• plain: 普通体 - Plain/dictionary forms (default for most entries)

Semantic Categories

Choose the most appropriate category(ies) for the word's meaning. The closed taxonomy lives in VALID_SEMANTIC in build/validate_tags.py (authoritative; expanded 2026-06-11 with established-by-usage categories). Use only tags from this list — anything else produces an "Unknown semantic tag" warning and gets flagged by cross-model review:

Specific categories (use when applicable):

• Time: time-day-of-week, time-month, time-season, time-period, time-general
• Nature: animal-mammal, animal-bird, animal-fish, animal-insect, animal-general, plant-tree, plant-flower, plant-general, weather, geography, nature
• Human: body-part, body-internal, family, person, occupation, personality, appearance
• Objects: food, clothing, building, transportation, tool, furniture, electronics, money
• Abstract: emotion, color, number, direction, size, quantity, abstract, change, evaluation
• Actions: movement, communication, cognition, existence, creation, consumption
• Social life: greeting, education, work, leisure, daily-life, shopping, travel, cooking
• Fields & topics: business, economics, finance, law, politics, society, culture, religion, history, science, technology, health, language, media, music, art, entertainment, sports, military
• Special: proverb, idiom

Fallback categories (when no specific category fits):

• general: For nouns without a specific semantic category
• action: For verbs not fitting other action categories
• descriptive: For adjectives, adverbs, and mimetic manner/quality words
• grammatical: For particles and conjunctions
• expression: For fixed expressions and interjections
• onomatopoeia: For mimetic words

Conventions: internal organs use body-internal; external anatomy uses body-part; health is for conditions/procedures, not anatomy. Common near-misses: use time-general (not time), person (not people), society (not social), health (not medical/medicine — medical is a domain tag), transportation (not transport), animal-general (not animals), economics (not economy).

Optional Tag Categories

"tags": {
  // ... required tags above ...
  "transitivity": "transitive",     // For verbs: transitive/intransitive/both
  "style": ["spoken"],              // written/spoken/literary/archaic/slang
  "domain": ["business"]            // business/academic/technical/legal/medical/etc.
}

• transitivity: Required for verbs - indicates if verb takes a direct object
• style: Use when word is strongly associated with a medium
• domain: Use when word is specialized/technical

Tag Selection Tips

1. Be specific when possible: Use food not general for 寿司
2. Multiple tags allowed: 朝ご飯 can be ["food", "time-period"]
3. Match the primary meaning: Tag based on the word's core meaning
4. Check similar entries: Ensure consistency with related words

Quality Checklist

Before finalizing any entry, verify:

• File placed in correct directory (use python3 build/get_entry_path.py <reading> <entry_id>)
• All kanji have furigana (headword, examples, AND notes)
• Verify: python3 build/verify_furigana.py <entry_id> shows "✓ OK"
• Tags are complete: pos, formality, politeness, semantic all present
• Examples progress from simple to complex
• At least one collocation or fixed phrase is shown
• Grammar patterns are explicitly demonstrated
• Notes cover common learner mistakes
• Notes are properly formatted (see vocabulary-notes skill)
• Depth matches similar entries in the dictionary
• All examples have valid sense_numbers
• Run python3 build/validate.py to catch any directory or other errors