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Notations||                                Versions Chart

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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• 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.

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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."

8A 

Vocab for Checking Rights

Vocab

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Preprint

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Postprint

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Final Published Version

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• If the work or record states what version it is, that is what it is.
• If you can't determine whether something is a preprint or postprint, assume that it's the version that you can post. If you can post either, assume that it's a preprint. 
• A publisher's proof isn't isn't a preprint, postprint, or final published version. We don't accept these.

8B

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

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

All items that we add must be available to the user for free, either because we provide a file the user can access, or because we provide a link to the publisher's website where the item is available for free.

• 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. 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.
• 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 not relevant to link only items.
• If we can't post a file and the item is not free, we only record a note on the print-out saying what version is needed.

8B

• Check the Policies on File document for document for the publisher. If you don't find it, go to the next step. If the item is a journal article, also check Sherpa Romeo, and if you find it in Sherpa Romeo, process in accordance with the Sherpa-Romeo policy. 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

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9A

• 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 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 using the version chart. 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. 

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9B

• IF the item you have is a journal article, check the journal and publisher websites for websites for a policy.  If If you don't find it, go to the next step.  If 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.

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9C

• 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.

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9D

• 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. 

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10F 

No Policy

If you don't find a policy, write "no policy" next to the item. If it is free, add it "link only.

Books and Book Chapters Only

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11A

• Write "book" next to the item.  If published more than 20 years, ago, write ‘20+ years’ next to it, and add it with only a link if it's available for free, otherwise skipping it.

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11B

• If on a CC license, or a fed gov doc, add to your spreadsheet posting both the file and link.

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11C

• IGI Global and Springer allow book chapters to be archived  in a repository (see Policies on File).

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11D

• Most publisher's don't have a published repository policy.  If you have more than a couple, ask Michelle before working on them. Since you'll find very little, this is often not a good use of time.

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11E

• If you have a couple, look for policies on the publisher's website. If you find a policy, note the version(s) that can be posted and search for them, adding when you find one that can be lawfully posted. 

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Determining what collection(s) to add an item to

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12A

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.

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12B

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.

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12C

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.

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12D

• 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

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12E

• Other job titles indicate staff, and if any item includes a staff member author, the item should be mapped to the staff collection.

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•   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.

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13A

• If the file can be obtained at a URL, and we can post it, include it in the URL column.

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13B

• If the file can be obtained at a URL, and we can not post it, include it in Publishers URL if different (do not include pdfs from these) column.

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13C

• If there are any supplements to add, indicate so and what to load in the "Other Files to Load" column.

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13D

• 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 in the Publishers URL if different (do not include pdfs from these) column

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• • Determine the type based on the work itself and what it says on the using terms in the Genre Terms excel file. Indicate the type of work,. Determine the version of the work using this chart and the bullets below it.

    	Preprint	Postprint	Final Published Version
    also called	submitted version	accepted version	version of record (VOR)
    definition	the version the author originally submitted to the publisher	the version the author submitted to the publisher after making changes based on peer reviewer comments	the version of the article in the publisher's database or on their website
    characteristics	No copyright statement, no publisher's logo, no page numbering that begins with a number larger than 1	No copyright statement, no publisher's logo, no page numbering that begins with a number larger than 1	Copyright statement, publisher's logo, page numbering that begin with a number larger than 1
    Where the version isusually found	Preprint servers such as Arxiv, bioRxiv, medRxiv, and ESSOAr	Pubmed	Publisher's websites

    • If the work or record states what version it is, that is what it is.
    • If you can't determine whether something is a preprint or postprint, handle as a preprint.
    • A publisher's proof isn't isn't a preprint, postprint, or final published version. We don't accept these

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1eE

• 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 J.
• 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. 

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13F

• 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 either case, put on a public domain creative commons license.

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13G

• Check any requirements for posting. Add any publisher requirements that can be added via the submission form to the Publisher requirements to add during submission column. This includes citation, link, and DOI.

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13H

• 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 in the Publishers required statements column.

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13I

• 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.