- Work through the spreadsheet in order. If you don't like the order, you can sort it differently, but you must provide Michelle with your differently sorted version and work through it in order. She'll use it to check your work, and to know when you're running low and work and that she should give you more.
- Open the work and any websites which might provide information that can be copied and pasted. The spreadsheet is also an important information source.
- Search ScholarWorks@UMBC by title and author to ensure the item is not already included.
- Find the collection to add the item to in column B in the spreadsheet. Navigate to the appropriate collection in ScholarWorks@UMBC. Click "new submission"
- Locate the authors in your information sources. Copy and paste to enter them in ScholarWorks. The last name is entered in the last name field. The first name, middle name, and any suffixes are entered in the first name field, e.g. Last name: Abrams First name: Jasmine A.
- Look for any contributors or advisers in your information sources. Copy and paste to enter them, entering names as described in the previous step.
- Locate the title in your information sources. Copy and paste to enter it.
- If the title appears different elsewhere, or if two or more titles are listed in the titles column in the spreadsheet, enter the other form(s) of the title into Other title(s).
- In your information sources, locate the date of issue and enter it.
- Locate the publisher in your information sources, and enter it. Note that pre-print services such as ArXiv and Semantic Scholar are not publishers. Also, academic social media sites such as Research Gate and Academia.edu are not publishers, and national repositories such as PubMed are not publishers.
- Usually a citation can be copies and paste from the publishers record. Look for a citation feature there, and once located, copy and paste into the Citation of original publication field. Make sure the citation that you copy and paste includes this basic information: Authors. Article title. Journal. vol. #, issue #, year, DOI or link. If no citation is available to copy and paste, write one yourself, formatting the citation as follows. Authors. Article title. Journal. vol. #, issue #, year, DOI or link.
- Locate any series name and number in your information sources, and enter them.
- Locate the publishers DOI on their record and enter it as an identifier.
- Copy and paste the publisher's record URL into the external link field. This can also be the URL for the work on a lab or departmental page, or from another source.
- In type of work, select the appropriate type. It is text for articles.
- In format, enter the type of work from the spreadsheet.
- In extent, indicate the length of the item. For articles it's the number of pages.
- In language, select English (United States).
- Click next.
- Copy and paste the abstract from your information sources in the abstract box. Check for problems with line breaks or with subscript or superscript, and unusual characters. Problems can sometimes be resolves by downloading, opening with Adobe Acrobrate, switching to edit mode, and copying from there. If characters didn't render correctly, search the Unicode Tables, here to find the equivalent character in Unicode and copy and paste it over the improperly rendering equivalents.
- Copy and paste keywords from your information sources in the keyword box one at a time. If there are no keywords in your information sources, find a few in the abstract and enter them. Also, if the work is from a UMBC lab, add a lab keyword. If the work is a student work produced for a class, add the class as a keyword.
- Put any information on funding agencies, grants, etc. in the sponsor field.
- In the description field, include conference information if the work is a conference paper.
- Click next.
- If column C in the spreadsheet indicates that you should submit a PDF, upload it here.
- Click next.
- Check your work. Records must include all of the above information, and should be without any errors at all. Ensure that everything given in column J, publisher's requirements, is included.
- Click next.
- If column L indicates if the item is on a Creative Commons license, select Creative Commons license, then choose the options to best match the information given in column L. If there is nothing in column L, choose no Creative Commons License.
- Click next.
- Click I grant the license.
- Click "Complete Submission".
- Highlight the item you just completed in the spreadsheet so that you know it's done.
- When the entire spreadsheet is done, let Michelle know.
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