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

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• 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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• 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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• 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.

Determining what collection(s) to add an item to

11A

1. 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.

11B

1. 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.

11C

1. 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.

11D

• If any authors have any of following job titles, they are faculty, and the item should be included in the faculty collection if the item was written while they were at UMBC. If the item was not written while any of the authors were at UMBC (there is another university given as their employer on the work), do NOT include in the faculty collection: 

1. 1. Instructor in the job title: Instructor, Clinical Instructor, Assistant Instructor.
   2. Professor in the job title: Assistant Professor, Associate Professor, Professor, Adjunct Assistant Professor; Adjunct Associate Professor; Adjunct Professor, Affiliate Assistant Professor; Affiliate Associate Professor; Affiliate Professor,Clinical Assistant Professor, Clinical Associate Professor, Clinical Professor, Dental School Assistant Professor; Law School Assistant Professor; Medical School Assistant Professor; Nursing School Assistant Professor; Pharmacy School Assistant Professor; Social Work and Community Planning School Assistant Professor, Dental School Associate Professor; Law School Associate Professor; Medical School Associate Professor; Nursing School Associate Professor; Pharmacy School Associate Professor; Social Work and Community Planning School Associate Professor, Dental School Professor; Law School Professor; Medical School Professor; Nursing School Professor; Pharmacy School Professor; Social Work and Community Planning School Professor, Distinguished University Professor, Professor of the Practice, [Institution] Professor:
   3. Scientist in the job title: Assistant Staff Scientist, Associate Staff Scientist, Senior Staff Scientist, Assistant Research Scientist, etc.
   4. Research in the job title: Faculty Research Assistant, Research Associate, Research Assistant Professor; Assistant Research Scientist; Assistant Research Scholar; Assistant Research Engineer, Research Associate Professor; Associate Research Scientist; Associate Research Scholar; Associate Research Engineer, Research Professor; Senior Research Scientist; Senior Research Scholar; Senior Research Engineer.
   5. Lecturer in the job title: , Lecturer, Senior Lecturer.
   6.  Librarian
   7. Artist-in-Residence; Writer-in-Residence; Executive-in-Residence.
   8. Visiting in the job title.
   9. Emeritus in the job title

11E

• 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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