You should usually have both the work and a metadata record (possibly two of each).

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Notations on the Printout

3A

Determining if an Item is Available for Free on the Web

• The determination of whether an item is free is based soly on whether the publisher is making the item available for free. There may be free versions posted elsewhere, but if an item is not free on the publisher's site, it's not free.
• Materials in databases that UMBC subscribers to may appear free when they are not.  These are paywall protected pages where anyone accessing via UMBC IP ranges automatically is given access. Generally if there is a UMBC logo or mention of UMBC on the page, it's a subscription resource that is paywall protected. A list of UMBC paywall protected subscription resources that appear free is here: Vendors/Platforms that are Paywall Protected (this list is likely not complete–if come across something that needs to be added to it, let Michelle know). Individual items on paywall protected sites are free if the record explicitly states that the item is open access, available for free, or is on a Creative Commons license. 
• 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.
• If an item is free on the publisher's site, write "free" next to it (even if it's not the publisher's version).

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

• The distribution of files is governed by copyright law. Therefore when adding files we need to abide by publisher's policies, usually available in the "Policies on File Document," the "Sherpa-Romeo database, or on the journal or publishers website. If we can't obtain a version of the article that complies with a publisher's policy, then we do not post a file, but only record a note on the print-out saying what version is needed.
• If if we can't post the file but the item is available for free on the publisher's site, it can be posted with a link only, as copyright law doesn't apply to links.
• Link only is decided based on if an item is free on the publisher's site. Copyright law and publisher's policies are only relevant to the decision to post a file or not.
• Be aware that items may appear free when they're not–see next two bullets about this.
• Materials in databases that UMBC subscribers to may appear free when they are paywall protected and subscribe to them. Generally, if there is a UMBC logo or mention of UMBC on the page, it's a subscription and not free. A list of paywall protected subscription is here: Vendors/Platforms that are Paywall Protected unless on a Creative Commons License. If the record states that the item is on a cc license, open access or available for free, that particular item in not behind a paywall.  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 adding a file, a link to the final published version of an item should always also be included even if the final published version is behind a paywall.

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Vocab

• Accepted Version–See postprint.
• Final Published Version or Version of Record–the version of the article in the publisher's database or on their website.
• Preprint or submitted version–the version the author originally submitted to the publisher. Usually, but not always, a Word file. 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 preprint to the publisher's final published version. If you have something 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 preprint or postprint, handle it as a preprint. 
• 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.  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 postprint to the publisher's final published version. If you have something 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 preprint or postprint, handle it as a preprint. 
• 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 preprint or postprint. We don't accept these unless the publisher explicitly states that they can be posted.
• Submitted Version–See preprint.
• Version of record–See Final Publisher Version.
• VOR–Version of record. See Final Published Version.

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7A

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. 

Checking Resources

8A

• Check the Policies on File document for the publisher. If you don't find it, go to the next step. If you find the publisher, determine what version or versions  that we can post. Note this next to the item. Then determine if the version you have is a version we can post. Note that this is usually not stated, but you have to figure it out. If the version you have is a version that we can post, add it to your spreadsheet (including all terms), crossing off the version notations and writing SS on the item. If the version we have is a version that we're not allowed to post, note "unlawfully posted" next to the item.

Journal Articles Only

8B

• IF the item you have is a journal article, Check SHERPA/RoMEO, http://www.sherpa.ac.uk/romeo/index.php, for the journal. If you don't find it, go to the next step. If you find the journal, determine what version or versions of the article that we can post. Note this next to the item. Then determine if the version you have is a version we can post. Note that this is usually not stated, but you have to figure it out. If the version you have is a version that we can post, add it to your spreadsheet (including all terms), crossing off the version notations and writing SS on the item. If the version we have is a version that we're not allowed to post, note "unlawfully posted" under the item. 

8C

• IF the item you have is a journal article, check the journal and publisher websites for a policy. If you don't find it, go to the next step. If you find a policy, determine what version or versions of the article that we can post. Note this next to the item. Then determine if the version you have is a version we can post. Note that this is usually not stated, but you have to figure it out. If the version you have is a version that we can post, add it to your spreadsheet (including all terms), crossing off the version notations and writing SS on the item. If the version we have is a version that we're not allowed to post, note "unlawfully posted" next to the item.

8D

• If the item is a journal article and free on the publisher's website, and you didn't find any info above, add it with only a link to the item on the publisher's website. 

8E

• If you don't have a version we can post, that is, we can only post a preprint or postprint and you don't have that version, or we can post the published version and you don't have that version, search the web for the title, and go through everything you find to try to find the version that we can post. Note that the version is usually not stated, but you have to figure it out. If you find a version that we can post, add it to your spreadsheet (including all terms), crossing off the version notations and writing SS on the item. If you don't find a version we can post, do nothing.

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.

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