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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• 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.

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• If an item is in ArXiv, note "ArXiv" on the printout next to that item.
• Be aware ArXiv is not a publisher, and items in it have not been published. Because of that, if the item is in ArXiv, we only need the UMBC author(s) permission to add the item to ScholarWorks@UMBC.
• If you're working on a list of items that a faculty member asked us to load, we already have their permission to load and don't need to ask--both a file and a link to the file in ArXiv can be included. Skip to "Determine which collections to add an item to."
• If we need to ask the author, Michelle will do this when she gets the printout back from you. Without the authors permission, only a link to the document in ArXiv can be included. 

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.

Published Works

Check rights to determine if we can add files, links, or both

• 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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