Google Alerts
- Copy and paste the email contents into a Word document
- Find each title given in all of the UMBC emails, and remove all duplicate entries.
Updates
- Process last 2 years unless the task states otherwise (cut everything you're not supposed to process out of the document)
- Duplicate search before processing
If there is a limitation on what you’re supposed to process
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- If the publisher is a federal government agency, it’s a federal government document.
- Find the authors affiliated with federal government agencies. At least one must be only affiliated with a government agency.
- If the work is a federal government document, select the appropriate note from Federal Government Documents Rights Notes and put it in the rights note column. Then put public domain in the Creative Commons license column, and then put the URL from the bottom of Federal Government Documents Rights Notes in the Link to Creative Commons license column.
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- Determine if the work is on a Creative Commons license. If so, go the license the work is on. If there’s not a link to it, search for it indication with the Creative Commons version number at the end. Indicate any limitations in Creative Commons license column—if there are no put no limitations. Then add the link to appropriate Creative Commons license in the Link to Creative Commons License column. Note that the link must match what’s given on the work even if it’s an older version than we typically see.
Arxiv
- If items in arxiv have been published, handle them as published works. If the work is a manuscript in arxiv, and you haven’t yet added it to your spreadsheet, you can add it if it's A) in a set of works that a faculty member asked us to add or updates, B) An author is in listed on AnnaulRevisitsWorkHistory.xlsx (shared from Box).
Other Unpublished Works
- If you can’t find any indication that a work has been published, note “unpublished SS” on the Word document, and add it to your spreadsheet (link and pdf).
Published Works
- Find the publisher in policies on file. Note the version or versions we can add on the Word document (pre, post, pre or post, any version).
- Try to find the version we can add on the publisher’s site or by Google searching. If you find it, make sure we have access, then add to your spreadsheet (link and pdf) processing in accordance with the publisher’s requirements that are given in the “Policies on File” document. Add SS to your note on the Word document.