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You should have a metadata record. If you only have a file such as PDF, but no metadata record, web search to find the metadata record. If you have a metadata record but not a file, use the metadata record to open the file if possible.

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  • When the item is out-of-scope, cross it off
  • When an item is available for free on the web, write "free" next to it.
  • When an item is on a Creative Commons License, write "CC license" next to it.

U.S. Federal Government Publication

  • If the publisher is the United States Government or an agency of the federal government, or if an author is an employee of the U.S. Federal Government and did the work as part of their job, the work can be added with both a file and a link.

ArXiv

  • If the item was submitted to ArXiv, ask the UMBC author(s) permission to add the item to ScholarWorks@UMBC. The license will be a screenshot of the author’s emailed permission. With the authors permission, both a file and a link to the file in ArXiv can be included. Without the authors permission, only a link to the document in ArXiv can be included.  If you've emailed the author for a file, note that on the list you're working from. Note that ArXiv is not a publisher, and items in it have not been published.

You still don't know how to handle:

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Creative Commons License

  • See if there is a creative commons license on the work itself or on its record. If there is, the item can be added. Add on the same Creative Commons license that it was published on. For items on a Creative Commons license, we'll add both the file, and a link to the item on the publisher's website.

Open Access

  • See if the work itself or it's record says "Open Access." If it does, look on the publisher's website to find out what they mean by that. Sometimes, an entire journal is on a particular Creative Commons license. Other times, they've defined what they mean by Open Access on their own and you need to read to see if the allow items into a repository. For items on a Creative Commons license, we'll add both the file, and a link to the item on the publisher's website.

U.S. Federal Government Publication

  • If the publisher is the United States Government or an agency of the federal government, or if an author is an employee of the U.S. Federal Government and did the work as part of their job, the work can be added with both a file and a link.

ArXiv

  • If the item was submitted to ArXiv, ask the UMBC author(s) permission to add the item to ScholarWorks@UMBC. The license will be a screenshot of the author’s emailed permission. With the authors permission, both a file and a link to the file in ArXiv can be included. Without the authors permission, only a link to the document in ArXiv can be included.  If you've emailed the author for a file, note that on the list you're working from. Note that ArXiv is not a publisher, and items in it have not been published.

Determining if an Item is Available for Free on the Web

  • Materials in databases that UMBC subscribers to may appear free when they are not. If there is a UMBC logo or mention of UMBC on the page, it's a subscription and not free, unless the record states that the item is open access or available for free. If open access, check for a Creative Commons license or terms. 
  • Science Direct is a subscription database and not free, even though UMBC isn't mentioned on it, unless the record says it's Under an Elsevier user license, or open access, in which case that particular item is free. If Open Access, check for a Creative Commons license or terms. Note that when it says "Elsevier user license" we can link to the item but not load a file.

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  • The distribution of files is governed by copyright law. Because of copyright law, adding files usually requires checking publisher's policies (in the "Policies on File Document," the "herpa-Romeo database, or on the journal or publishers website) and abiding by them when adding files. If we can't abide by the publisher's policy, because we can't obtain a version of the article that allows us to distribute a file, then we do not post a file, but only record a note on the print-out saying what version is needed. If the item is available for free on the web, it can be posted with  link only, as copyright law doesn't apply to links. Be aware that items may appear free when they're not–see below about this.
  • Materials in databases that UMBC subscribers to may appear free when they are not. If there is a UMBC logo or mention of UMBC on the page, it's a subscription and not free, unless the record states that the item is open access or available for free. If open access, check for a Creative Commons license or terms. 
  • Science Direct is a subscription database and not free, even though UMBC isn't mentioned on it, unless the record says it's Under an Elsevier user license, or open access, in which case that particular item is free. If Open Access, check for a Creative Commons license or terms. Note that when it says "Elsevier user license" we can link to the item but not load a file.
  • When posting only a link, copyright law doesn't apply. If an item available for free on the web, the item can be submitted with just a link even if the files can't be submitted. Because copyright law doesn't apply, there is no need to abide by the publisher's terms for self-archiving.
  • When adding a file, a link to the final published version of an item should always be included. 

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Terms

  • Preprint or submitted version–the version the author originally submitted to the publisher. Usually, but not always, a Word file. If we can post this version, you should do a web search to try to find this version. It won't have a copyright statement, a publisher's logo, or page numbering that begins with a number larger than 1. In case of doubt, compare the possible pre-print to the publisher's final published version. 
  • Postprint or accepted version–the version the author submitted to the publisher after making changes based on peer reviewer comments. Also usually, but not always a Word file. If we can post this version, you should do a web search to try to find this version. It won't have a copyright statement, a publisher's logo, or page numbering that begins with a number larger than 1. In case of doubt, compare the possible pre-print to the publisher's final published version. 

If you search to find a preprint or postprint, and find somemthing that doesn't have a copyright statement, a publisher's logo, or page numbering that begins with a number larger than 1, but you can't determine if it's , but you can't determine if it's pre-print or post-print, handle it as a post-print. 

  • Publishers proof–a version after the publisher has layed out the article for publication. If they allow their version, it should be the final version. A proof isn't a pre-print or post-print

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Items more than 20 years old

  • If it's available for free on the web, add with a link only, and write "20+ years" next to it. Otherwise, cross it off the list. 

Policies on File

  • Check the policies on file document, here: Policies on File, for the publisher. For now, you'll only be handling open-access items on a Creative Commons license. For items on a Creative Commons license, we'll add both the file, and a link to the item on the publisher's website.

Creative Commons License

  • See if there is a creative commons license on the work itself or on its record. If there is, the item can be added. Add on the same Creative Commons license that it was published on. For items on a Creative Commons license, we'll add both the file, and a link to the item on the publisher's website.

Open Access

  • See if the work itself or it's record says "Open Access." If it does, look on the publisher's website to find out what they mean by that. Sometimes, an entire journal is on a particular Creative Commons license. Other times, they've defined what they mean by Open Access on their own and you need to read to see if the allow items into a repository. For items on a Creative Commons license, we'll add both the file, and a link to the item on the publisher's website. We don't accept these unless the publisher explicitly states that they can be posted.
  • Final Published Version–the version of the article in the publisher's database or on their website.

Items more than 20 years old

  • If it's available for free on the web, add with a link only, and write "20+ years" next to it. Otherwise, cross it off the list. 

Policies on File

  • Check the policies on file document, here: Policies on File, for the publisher. For now, you'll only be handling open-access items on a Creative Commons license. For items on a Creative Commons license, we'll add both the file, and a link to the item on the publisher's website.

You still don't know how to handle:

  • See if you can find a current policy on self-archiving by searching by journal name in Scherpa/Romeo, here: http://www.sherpa.ac.uk/romeo/index.php. If the publisher allows their version to be included, you can go ahead and add the item to the spreadsheet, and be sure to abide by their terms. If the publisher only a allows a pre- or post- print to be included, if you don't have the file already, ask the author for it. If you're emailed the author for a file, note that on the list you're working from. 
  • If you still don't know the journal's policy, check the journal and publisher websites for a policy. If the publisher only a allows a pre- or post- print to be included, if you don't have the file already, ask the author for it. If you're emailed the author for a file, note that on the list you're working from. 
  • If  the item is available for free online, and you don't have a version you can post, or you can't make a determination if an item can be posted or not, add the item with only a link to the free version online. Do not link to versions that can't be lawfully posted. 
  • If you don't know the journal's policy, and you can't link to the item, assume that only a pre-print can be added.

Determining which collections to add an item to (only do for items more than 20 years old or on a Creative Commons license)

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