Notations||                                Versions Chart

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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If there is no indication anywhere that an item has ever been published, write "unpublished" next to it. Technical reports are typically unpublished, although if issued by an agency, the agency should be considered the publisher.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 

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Checking Rights Checking Rights

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

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  Checking-rights Checking-rights

  Check the Policies on File 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. 

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Journal-articles Journal-articles

Journal Articles Only

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 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. 

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

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Books-book-chapters Books-book-chapters

Books and Book Chapters Only

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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• 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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Conference papers and proceedings Conference papers and proceedings

Conference Papers, Proceedings, Seminars, etc. only

10A

• You should have already completed steps 1A-8A (checking resources). If not, go back and do those steps. if any of those steps apply, process accordingly and consult 10E regarding the format of the work.

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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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Collections Collections

Determining what collection(s) to add an item to

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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• 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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Spreadsheet Spreadsheet

Filling in the Spreadsheet

• Use the Excel submissions template, attached here.
• In the title column, add the title.. If the title appears differently elsewhere, add the different form of the title as an alternate title.

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• 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 calledsubmitted versionaccepted versionversion of record (VOR)definitionthe version the author originally submitted to the publisherthe version the author submitted to the publisher after making changes based on peer reviewer commentsthe version of the article in the publisher's database or on their websitecharacteristicsNo copyright statement, no publisher's logo, no page numbering that begins with a number larger than 1No copyright statement, no publisher's logo, no page numbering that begins with a number larger than 1Copyright statement, publisher's logo, page numbering that begin with a number larger than 1Where the version isusually foundPreprint servers such as Arxiv, bioRxiv, medRxiv, and ESSOArPubmedPublisher'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
• versions chart.

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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