Page Comparison

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1. Using the Google Scholar E-mail, check if the item is appropriate for inclusion in ScholarWorks@UMBC. Click on the item summary in the email to see what Google Scholar actually has.
   1. If the item says Proquest Dissertation Publishing, cross it out on the printout. UMBC ones will automatically be sent to UMBC by Proquest and batch loaded. Other institutions are out of scope.
   2. If the item is a CV cross it out on the printout. We don’t want to add these to ScholarWorks@UMBC.
   3. If the item is an obituary, unless the subject is someone affiliated with UMBC, cross it out on the print out. We don’t want to add obituaries to ScholarWorks unless the subject is affiliated with UMBC.
   4. If the item is a patent application, cross it off on the printout. We don’t add these to ScholarWorks@UMBC.
   5. If the item is just description of grant funded project cross it off on the printout. We don’t add thse to ScholarWorks@UMBC>those to ScholarWorks@UMBC.
   6. If the item is just an abstract without the full work, cross it off the printout. We don't add those to ScholarWorks.
   7. Check that at least one author is affiliated with UMBC. Sometimes the UMBC is hitting on it appearing somewhere else in the work and there are no authors affiliated with UMBC. Often, the authors’ affiliation is included in the item in Google Scholar. If not, use the UMBC directory, here, http://www.umbc.edu/search/directory// to determine.

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1. On the printout, note if there is a paywall. This includes when there is UMBC branding on the publisher’s page, indicating we subscribe to it, or if the full text is only available if you pay a fee. Also note “Full Text not available” if there no way to access the full text.
2. Determine if the copyright holder allow the item to be submitted into ScholarWorks@UMBC and the terms. As soon as you find the information needed, move to step 4.
   1. See if there is a creative commons license on the work itself. If so, go to the Creative Commons website, here, https://creativecommons.org/licenses/ to find out what it means. All allow us to post in the repository, but works with a share-alike license should have the same license in MD-SOAR that is on the work. Go ahead and do the submission. Add your screenshot of the cc info on the work as a license. Record “Loaded” on the printout.
   2. If the item was submitted to ArXiv, ask the UMBC author(s) permission to add the item to ScholarWorks@UMBC. The license will be composed of a screen shot of this page: https://arxiv.org/help/ir stating that submission can be pulled into IR’s with the author’s permission, along with a screenshot of the author’s emailed permission.
   3. See if you can find a policy searching by journal name in Scherpa/Romeo, here: http://www.sherpa.ac.uk/romeo/index.php
   4. See if you can find a policy related to repositories, university websites and/or self-archiving on the publishers website. (While usually the publisher is obvious, it may be difficult to find out he publisher of conference proceedings or even their correct title. Google them or search them in WorldCat to figure out who the publisher is to look for a policy. Here are some common ones:

                                                    i.     Ieee: http://ieeeauthorcenter.ieee.org/publish-with-ieee/author-education-resources/guidelines-and-policies/policy-posting-your-article/ (in computing, authors run publisher provided macros to format for the journal, so submitted and accepted versions look like the published version.)

                                                   ii.     Jove: https://www.jove.com/publish/editorial-policies/

                                                  iii.     ACM-http://authors.acm.org/main.html (in computing, authors run publisher provided macros to format for the journal, so submitted and accepted versions look like the published version.)

                                                  iv.     Sage Journals: https://us.sagepub.com/en-us/nam/journal-author-archiving-policies-and-re-use%20

                                                   v.     ACS: http://pubs.acs.org/paragonplus/copyright/jpa_form_a.pdf

                                                  vi.     Wiley: https://authorservices.wiley.com/author-resources/Journal-Authors/licensing-open-access/open-access/self-archiving.html

                                                vii.     Aerospance Research Centtral (ARC): https://www.aiaa.org/publicationpolicies/#AIAA_Author_Rights_and_Responsibilities:_Self-Archiving_and_Posting_Policy

                                               viii.     AAAI (Association for the Advancement of Artificial Intelligence):

Dear Michelle,

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                                                  ix.     Robotics Science and Systems Conference (RSS)—author retains copyright and grant non-exclusive right to distribute.

                                                   x.     Conference proceedings published in book form by Springer—posting in IRs is not allowed.

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1. 1. Check the Hard to Find policy list, here: Policies on File

1. Email the publisher and ask. Record “vendor emailed” and date on the printout of the alerts.
2. If the item can’t be loaded and full-text isn’t available online for free (without a subscription) to link to, cross it off and move to the next item.
3. If there is an embargo period, record the date and the length of the embargo on the printout and move to the next item.
4. If the publisher grants the right to put the full text of any version in repositories, and you have the full text, add to MD-SOAR without communicating with the author. Add your screenshot of the publisher’s info stating it can be added as a license. Record “Loaded” on the printout.
5. Communicate with the author for permission and/or files or anything else needed. Record “emailed” and date on the printout. Include a link to the Scherpa page or publisher policy stating we can include their work in MD-SOAR.
   1. If necessary, ask for the files for the version of the work that can go in MD-SOAR. Many publishers only allow pre-prints, but the full text online is not a pre-print, not full text, or behind a paywall.
   2. If a pdf of the work is available online as a version that can be added and the publisher says you need the author’s permission, just ask the author for permissions.

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