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.
- When an item is a U.S. Federal Government Publication, note "fed gov doc" next to it.
- When the item is in ArXiv, note "arxiv" next to it.
- If the item was published more than 20 years ago, write "20+ years" next to it.
- When both a file and link can be added, note "SS" on the item.
- When only a link can be added, note "SS-link only" on the item.
- When we can't find a version we can post, note what versions we can post, and Michelle will contact the author to ask for a version we can post.
- If the item is a book chapter, note "book" on the item.
- Note a question mark when you don't know how to process an item.
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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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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.
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- 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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- 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.
The Remaining procedures should be done for items that you've been trained to handle that we'll be adding. For other items, skip these steps.
Determining which collections to add an item to
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For items in Ebiquity, use it's author records to determine affliction and status. Be sure to pay attention to alumni graduation dates, which will indicate if they were a student or not when the item was authored.
- Check the work itself for departmental affiliations and any info about the status of each author. Write abbreviations for all collections next to the work. If a person has multiple affiliations, write the abbreviation for the collections of all affiliations.
If there are authors with an unknown department or status, check the UMBC directory. Write the abbreviations for any additional collections next to the work. If a person is not in the UMBC directory, they are no longer with UMBC, so no mapping will be done for that person beyond what could be determined from the work itself.
- If there are authors found in the directory but there is either no department or status given, check the web pages of the departments, or the departments of other authors for that person to find their department and status. Anyone who is in the directory but not given on a departmental website can be assumed to be a student.
If any of the author's job titles includes the word graduate, it's a graduate student, and the item should be included in the student collection.
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- Other job titles indicate staff, and if any item includes a staff member author, the item should be mapped to the staff collection.
Filling in the Spreadsheet
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- Use the Excel submissions template, attached here.
- In the title column, add the title.
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