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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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- 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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- 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 Spreadsheet
- Use the Excel submissions template, attached here.
- In the title column, add the title.
- In the collection column, add the collection to submit to.
- In the what to submit column, state PDF and link, or link only, or PDF only only as appropriate.
- If someone sent a file, put it in the submissions folder, and put the file name in the Filename column.
10A
- If the file can be obtained at a URL, and we can post it, include it in the URL column.
10B
If the file can be obtained at a URL, and we can not post it, Publishers include it in Publishers URL if different (do not include pdfs from these) column.
10C
- If there are any supplements to add, indicate so and what to load in the "Other Files to Load" column.
10D
- If the metadata can be obtained at a URL not already included (such as in the publishers digital library), provide information on where to find it.it in the Publishers URL if different (do not include pdfs from these) column
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- Indicate the type of work, journal articles, journal articles preprints, conference papers and proceedings etc.
10E
- If the conference, publisher, journal title or citations aren't readily available in the work or in a metadata record, provide that information in column HJ.
- If the item is part of series provide the series name and number in the series column.
- Indicate any keywords to enter for the name of the lab, project, facility, or class, etc.
10F
If an author is an employee of the U.S. Federal Government, add this note to the Publishers required statements--they go in the rights field: “This work was written as part of one of the author's official duties as an Employee of the United States Government and is therefore a work of the United States Government. In accordance with 17 U.S.C. 105, no copyright protection is available for such works under U.S. Law.” If the work is published by the U.S. Government, "This is a work of the United States Government. In accordance with 17 U.S.C. 105, no copyright protection is available for such works under U.S. Law." in In either case, put on a public domain creative commons license.
10G
Check any requirements for posting. Add any publisher requirements that can be added via the submission for form to the Publisher requirements to add during submission column. Any . This includes citation, link, and DOI.
10H
Any publisher required statements, statements of who the copyright holder is,, or information pertaining to what types of uses are and aren't allowed should be added as a rights statement so g in the Publishers required statements column.
10I
- Indicate if there's a creative commons license and whether it's unlimited or no commercial or no derivitives, etc.
- Indicate any additional collections the item should be mapped to
- If there's an embargo, indicate the embargo end date.
- Provide a link to the creative commons license if the work is on one.