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Notations||
Do NOT process any items that Michelle has crossed off. If she crossed them off, she is instructing you not to process them.
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Determine if the item is in scope for the repository and if it should be entered manually:
2A
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Cross these out on the print-out:
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- There must be a UMBC author or alternately, the item must be about UMBC, a UMBC department, or person affiliated with UMBC. Often, the authors’ affiliation is included on the item. If not, use the UMBC directory, here, http://www.umbc.edu/search/directory// to determine. If there is no UMBC author, and the subject is not UMBC, a UMBC department, or person, it's out of scope–cross it off on the print-out.
Notations on the Printout
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Item is:
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Notation is:
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See also:
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Out of scope
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Cross it off
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2B
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Available for free on web
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Write ‘free’ next to it
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3A
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On a Creative Commons license
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Write ‘CC license’ next to it
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4A
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U.S. Federal Government Publication
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Write 'Fed gov doc' next to it
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6A
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In ArXiv (arxiv.org)
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Write ‘arxiv’ next to it
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6B
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Published more than 20 years ago
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Write ‘20+ years’ next to it
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7A
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Both a file and link can be added
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Write ‘SS’ on the item
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All sections in 8
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Only a link can be added
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Write ‘SS-link only’ on the item
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All sections in 8
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If you find a policy
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Indicate which version(s) we can post per the policy (pre, post, publ). "No version" if we can't post anything.
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See section immediately before 8 and 8
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An Item for which you have or find the version we can post
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Put a line through the versions noted when you add it to the spreadsheet
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See section immediately before 8 and 8
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3A
- out.
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3A
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- City, state, and county publications are not U.S. Federal Government publications. Items published by the United States government or written by employees of the United States government are U.S. Federal publications.
- Examples of U.S. federal government publications:
- Federal government employees can be identified by the agency the author works for, or .gov in the author's email address.
- Federal government agencies often have U.S. or national in their name, e.g. U.S. Department of Energy, National Aeronautics and Space Administration (NASA). They can also be identified by a .gov URL (see exceptions below). Sometimes, you simply have to know that it's a federal government agency, e.g. Smithsonian Institution, Los Alamos National Laboratory.
- Some common government agencies that we encounter are:
- NOAA (National Oceanic and Atmospheric Administration, U.S. Department of Commerce)
- The National Weather Service
- NASA Goddard Flight Center and any other NASA (National Aeronatics and Space Adminstration) agencies
- Army Research Labs
- Navy Research Labs
- NIST (National Institute of Standards and Technology, U.S. Department of Commerce)
- CDC (Center for Disease Control and Prevention) and any CDC department or divisions
- If you're not sure if a publisher is a U.S. federal government agency, google and look for the .gov in the URL. If the .gov is in the URL, it's a U.S. federal government agency.
- The U.S. government is not the publisher of works on ERIC, eric.edu.gov, (works on education), Medline/PubMed, https://www.ncbi.nlm.nih.gov/pubmed/ (medical works), and the NASA Technical Report Server, https://www.sti.nasa.gov/ (NASA Publications and NASA employee publications), except for works on the NASA Technical Report Server where another publisher isn't given in the record for the item.
- If the publisher is the United States Government or an agency of the federal government, or if an author is an employee of the U.S. Federal Government and did the work as part of their official job duties, the work can be added on a Creative Commons Public Domain license. Note "Fed Gov Doc" on the print-out, and skip to "Determine which collections to add an item to."
- When filling in the spreadsheet, U.S. federal government publications get one of these rights notes. Choose the appropriate one: “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 either case, put on a public domain creative commons license.
4A
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- The determination of whether an item is free is based on whether the publisher is making the item available for free or if the U.S. government is making an item available for free. There may be free versions posted elsewhere, but if an item is not free on the publisher's site, or in a U.S. government database, it's not free.
- When working at home, any item you can access on the publisher's site or in a database without using the proxy server is free.
- Items available for free in the U.S. government database, ERIC, eric.edu.gov, (works on education), Medline/PubMed, https://www.ncbi.nlm.nih.gov/pubmed/ (medical works), and the NASA Technical Report Server, https://www.sti.nasa.gov/ (NASA Publications and NASA employee publications), are free. Sometimes articles in these databases are free, and sometimes they're not free, so you have to figure this out. A pubmed record may have a link icon that says free or an attached pdf. When unsure if an item is free or not, simply try the links to find out.
- When working in the library, materials in databases that UMBC subscribes 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 or in a U.S. government database, write "free" next to it.
4B
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- Using the published version on the publisher's website, and the publisher's record, look for a Creative Commons license on the work itself or on its record. Note that if it's not free on the publisher's site, it is NOT on a Creative Commons license.If either says Creative Commons, the item can be added with both the publisher's file and a link to it. Add on the same Creative Commons license that it was published on. Note "cc license" on the print-out and skip down to "Determine which collections to add an item to."
5A
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- Using the published version on the publisher's website, and the publisher's record, look for"Open Access" on the work itself or it's record. Note that if it's not free on the publisher's site, it is NOT open access. If it says "Open Access", check the Policies on File document for the publisher. If it indicates that all of the publisher's works are on a Creative Commons license, note the license type, and follow the above steps for items on a Creative Commons license.
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- If you find that we can load the item either with both a file and link or just a link, skip down to "Determine which collections to add an item to."
6A
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- If an item is in ArXiv (https://arxiv.org/), and hasn't been published (items in Arxiv that have been published usually have a citation to the published version in the record) note "ArXiv" on the printout next to that item. If the item hasn't been published, we only need the UMBC author(s) permission to add the item to ScholarWorks@UMBC.
- If the item in Arxiv is a conference proceedings, be sure to search the conference and handle appropriately if trained to do so.
- If you're working on a list of items that a faculty member asked us to load, we already have their permission for unpublished work in Arxiv and don't need to ask permission to load--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're working on items the faculty hasn't asked us to load, like Google Alerts, we need to ask the author for permission to load works that are in Arxiv, Michelle will do this when she gets the printout back from you.
- If the item is in Arxiv has been published, it should be handled like any other work starting with step 4A above.
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Anchor 20-years-old 20-years-old
7A
| 20-years-old | |
| 20-years-old |
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.
7B
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If there is no indication anywhere that an item has ever been published, write "unpublished" next to it. Technical reports are typically unpublished, although if issued by an agency, the agency should be considered the publisher. If we have the author's permission to load, skip down to "Determine which collections to add an item to."
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