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• Created by Michelle Flinchbaugh, last modified on Oct 03, 2019

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You should have a metadata record. If you only have a file such as PDF, but no metadata record, web search to find the metadata record. If you have a metadata record but not a file, use the metadata record to open the file if possible.

1A

Important: Do NOT process any items that Michelle has crossed off. If she crossed them off, she is instructing you not to process them.

Determine if the item is in scope for the repository and if it should be entered manually:

2A

Out of Scope (with exceptions noted): CV's, Obituaries, Patents, Abstracts with no Full Text, Theses and Dissertations

Cross these out on the print-out:

• CV
• Patent Application
• Abstract with no full text document
• Obituary unless the subject is affiliated with UMBC.
• Description only of a grant funded project.
• Theses or Dissertations:
  • Generally, if the item is a master thesis or PhD dissertation, or says Proquest Dissertation Publishing, we don't add manually–cross it off on the print-out.  UMBC thesis and dissertations are automatically sent to UMBC by Proquest and batch loaded, so don't add to a spreadsheet.
  • EXCEPTION: We don't receive any senior theses from Proquest, so these should be added to the spreadsheet and manually loaded.  Other institutions' master theses or PhD dissertations are out of scope. 

2B

About UMBC or an Author Affiliated with UMBC

• There must be a UMBC author or alternately, the item must be about UMBC, a UMBC department, or person affiliated with UMBC. Often, the authors’ affiliation is included on the item. If not, use the UMBC directory, here, http://www.umbc.edu/search/directory// to determine. If there is no UMBC author, and the subject is not UMBC, a UMBC department, or person, it's out of scope–cross it off on the print-out.

Notations on the Printout

3A

Determining if an Item is Available for Free on the Web

• Materials in databases that UMBC subscribers to may appear free when they are not. Generally if there is a UMBC logo or mention of UMBC on the page, it's a subscription and not free, unless the record explicitly states that the item is open access or available for free. If open access, check for a Creative Commons license or terms. 
• 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.

4A

Creative Commons License

• If the item is available for free, see if there is a Creative Commons license on the work itself or on its record. If there is, the item can be added with both the publisher's file and a link to it. Add on the same Creative Commons license that it was published on. Note "cc license" on the print-out and skip down to "Determine which collections to add an item to."

Open Access

5A

• If the item is available for free, see if the work itself or it's record says "Open Access." If it does, check the Policies on File document for the publisher. If it indicates that all of the publisher's works are on a Creative Commons license, note the license type, and follow the above steps for items on a Creative Commons license.

5B

• If the item is available for free and not on the Policies on File document, look on the publisher and journal website and try to find out what they mean by Open Access. Sometimes, the entire journal is on a particular Creative Commons license–if it's on a Creative Commons license, follow the above steps for Creative Commons Licenses.
• Other times, they've defined what they mean by Open Access on their own and you need to read to see if they allow items into a repository–frequently in this case they don't allow files, but we can link to the item that is available for free on their website–if this is the case, skip down to "Determine which collections to add an item to."

5C

• If you're not finding any information, or don't understand the information you found (it's sometimes in convoluted legalese), be sure to ask for help.

5D

• Note that when an item in Science Direct says "Elsevier user license," this is a limited form of open access--we can link to the item but not load a file--–if this is the case, skip down to "Determine which collections to add an item to."

5E

• If you find that we can load the item either with both a file and link or just a link, skip down to "Determine which collections to add an item to."

6A

U.S. Federal Government Publication

• If the publisher is the United States Government or an agency of the federal government, or if an author is an employee of the U.S. Federal Government and did the work as part of their official job duties, the work can be added on a Creative Commons Public Domain license. Note "Fed Gov Doc" on the print-out, and skip to "Determine which collections to add an item to."

6B

ArXiv

• If an item is in ArXiv (https://arxiv.org/), note "ArXiv" on the printout next to that item.
• Be aware ArXiv is not a publisher, and items in it have not been published. Because of that, if the item is in ArXiv, we only need the UMBC author(s) permission to add the item to ScholarWorks@UMBC.
• If you're working on a list of items that a faculty member asked us to load, we already have their permission to load and don't need to ask--both a file and a link to the file in ArXiv can be included. Skip to "Determine which collections to add an item to."
• If we need to ask the author, Michelle will do this when she gets the printout back from you. Without the authors permission, only a link to the document in ArXiv can be included. 

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

• 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. If we can't obtain a version of the article that complies with a publisher's policy, then we do not post a file, but only record a note on the print-out saying what version is needed. If if we can't post the file but the item is available for free on the web, it can be posted with a link only, as copyright law doesn't apply to links. Be aware that items may appear free when they're not–see next two bullets about this.
• Materials in databases that UMBC subscribers to may appear free when they are not. Generally, if there is a UMBC logo or mention of UMBC on the page, it's a subscription and not free, unless the record states that the item is open access or available for free. If open access, check for a Creative Commons license or terms. 
• 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. Note that when it says "Elsevier user license" we can link to the item but not load a file.
• When posting only a link, copyright law doesn't apply. If an item available for free on the web, the item can be submitted with just a link even if the files can't be submitted. Because copyright law doesn't apply, there is no need to abide by the publisher's terms for self-archiving.
• When adding a file, a link to the final published version of an item should always also be included. 

Terms

• Accepted Version–See postprint.
• Final Published Version or Version of Record–the version of the article in the publisher's database or on their website.
• Preprint or submitted version–the version the author originally submitted to the publisher. Usually, but not always, a Word file. It won't have a copyright statement, a publisher's logo, or page numbering that begins with a number larger than 1. In case of doubt, compare the possible preprint to the publisher's final published version. If you have something that doesn't have a copyright statement, a publisher's logo, or page numbering that begins with a number larger than 1, but you can't determine if it's preprint or postprint, handle it as a preprint. 
• Postprint or accepted version–the version the author submitted to the publisher after making changes based on peer reviewer comments. Also usually, but not always a Word file.  It won't have a copyright statement, a publisher's logo, or page numbering that begins with a number larger than 1. In case of doubt, compare the possible postprint to the publisher's final published version. If you have something that doesn't have a copyright statement, a publisher's logo, or page numbering that begins with a number larger than 1, but you can't determine if it's preprint or postprint, handle it as a preprint. 
• Publishers proof–a version after the publisher has layed out the article for publication. If they allow their version, it should be the final version. A proof isn't a preprint or postprint. We don't accept these unless the publisher explicitly states that they can be posted.
• Submitted Version–See preprint.
• Version of record–See Final Publisher Version.
• VOR–Version of record. See Final Published Version.

7A

Items more than 20 years old

• If it's available for free on the web, add with a link only, and write "20+ years" next to it. Otherwise, cross it off the list. 

Checking Resources

8A

• Check the Policies on File document for the publisher. If you don't find it, go to the next step. 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

8B

• 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. 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. 

8C

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

8D

• 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. 

8E

• 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.

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.

Determining which collections to add an item to 

9A

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.

9B

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.

9C

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.

9D

Faculty Determination

• 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

9D

Staff

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

Filling in the Spreadsheet

• Use the Excel submissions template, attached here. The file name must include your name or initials in it. If I previously corrected work in your spreadsheet, you must use the version I sent with the corrections and highlighting retained.
• In the title column, add the title.. If the title appears differently elsewhere, add the different form of the title as an alternate title.

•   In the collection column, add the abbreviation of 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.

10A

• If the file can be obtained at a URL,  and we can post it (PDF Only or PDF and Link), include it in the URL column.

10B

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

10C

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

10D

• If the metadata can be obtained at a URL not already entered into the spreadsheet (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.

____

• Indicate the type of work, journal articles, journal articles preprints, conference papers and proceedings etc. Note that these should always be plural.

10E

• 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. 

10F

• 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.

10G

• 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. These can usually be found at the same place where you found the information on what we version we can post. 

10H

• 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. These can usually be found at the same place where you found the information on what we version we can post. 

10I

• Indicate if there's a Creative Commons license and whether it's unlimited or no commercial or no derivatives, etc. Note that items not eligible for copyright or items with expired copyright are in the public domain. CCO is for items still under copyright where the copyright owner is waiving all of their rights.
• 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.