Removing CV's from ETDs

For each ETD PDF:

1. Open the PDF in Acrobat.

2. If there is a CV in the document, scroll to identify the page numbers that the CV is on. Remember the page numbers that you need to delete.

3. Click "Tools" (right below the top menu bar). Then click "Organize Pages."

4. Click on each page you need to delete, then click on the trash can icon. When it asks if you're sure you want to delete the pages, click "Yes."

5. Save the edited file using the original file name (overwriting the version of the document that included the CV).

Processing Publication Forms

1. Login to ScholarWorks.

2. Search for the ETD in ScholarWorks (first try the title, then the author). If you find a possible match, be sure that all details match.

3. If you didn't find it, place the paper license in the ETD Not Yet Loaded folder.

4. If you did find the item, see if the license is loaded. Click "Edit This Item," then "Item Bitstreams." Look for "Bundle: LICENSE." If the license is there, it's file name appears under "Bundle: License." Click view. 

5. If the item and licenses are both loaded,  place the paper license in the "Done" folder.

6. If the item is loaded but the license isn't loaded, place the paper license in the License Needs to be Added folder.

ETD Not Yet Loaded

1. Create a license directory. With

2. Scan the license you want to work on, emailing the digitized versions to yourself: Take the licenses you want to work on to the copier in TS and put them in the top tray. Press email.Enter your email address. Press Ok. Press Start. If you get a "Communications with server is lost error" while scanning is in progress, start over.

3. Put the paper licenses into the manilla "scanned" folder.

4. Separate the digitized licenses so that each one is in it's own file: Download the pdf from the email. Open the PDF with Acrobat. Select "Tools" then select "Organize Pages." Select all of the pages. Click "Extract". Check "Extract as Separate Files," then click "Extract."

5. Open the metadata file if not already open. Scroll down and see if labels remain on the top. If not, go to view, then click normal, the click Freeze Panes and select Freeze Top Row.

For each license:

1. Open the license file in Acrobat and look at it. 

2. Find the document in the metadata file, ensuring that both the full author name and title match.

3. If no entry matches, put the license file in the "not in this load" folder.

4. If "I authorize immediate access..." or "I request that UMBC embargo.." are checked, the license is authorizing open access. In the matching metadata file entry, move the file names from column A to the Open column.  If there is an embargo, determine if it's expired or still active. If still active, record the title, author, issue date, and embargo expiration date on the embargo list.

5. If " I do not authorize.." is check, access will be limited to the UMBC campus. In the matching metadata file entry, move the file names from column A to the Limited column.  

6. If no choice was made, or the license wasn't signed,  access will be limited to the UMBC campus. In the matching metadata file entry, move the file names from column A to the Limited column.  

7. In the matching metadata file entry, in license column, column D, enter a file name for the license loosely using the following naming conventions. Note that typos or shortened versions are ok, but each file must have a unique name. The Open.pdf and Lim.pdf must be accurately entered, as later a program will run and make changes based on them.

   1. Open:  Author's last name, first initial, First word of the title (omitting articles)_Open.pdf (e,g, JonesRFindingOpen,pdf),

   2. Closed:  Author's last name, first initial,  first word of the title (omitting articles)_Lim.pdf (JonesR_Finding_Lim.pdf).

8. Re-name the license file: Copy the license name that you just entered into column D. In Acrobat, do a "Save As," and rename the pdf file, pasting the file name that you entered in column D into the spreadsheet. Save these into the same directory that contains the PDF's with the actual ETDs.

9. Ensure that the file you just saved under the authors last name matches the Sharp file that you are working on. Then delete the Sharp file.

10. Repeat for each file.

License Needs to be Added (when the thesis or dissertation is already in Scholarworks)

1. Scan the license you want to work on, emailing the digitized versions to yourself: Take the licenses you want to work on to the copier in TS and put them in the top tray. Press email.Enter your email address. Press Ok. Press Start. If you get a "Communications with server is lost error" while scanning is in progress, start over.

2. Put the paper licenses into the manilla "scanned" folder.

3. Separate the digitized licenses so that each one is in it's own file: Download the pdf from the email. Open the PDF with Acrobat. Select "Tools" then select "Organize Pages." Select all of the pages. Click "Extract". Check "Extract as Separate Files," then click "Extract."

4. Login to ScholarWorks@UMBC.

For each license:

1. Open the license, and re-name it using the authors last name and the first word of the document title.

2. Search ScholarWorks to find the thesis or dissertation that the license belongs with.

3. Click "Edit this Item."

4. Click "Authorizations."

5. Find the authorization policy for the pdf. It should say "ScholarWorksUMBCIP," indicating that access is limited to the UMBC IP ranges.

6. Click the box next to it, then "Delete Selected."

7. Click "Add a New Bitstream Policy" where it appears next to the PDF.

8. Fill in the new bitstream policy. Click "read." Under "Select a Group," select "Anonymous." If there is an embargo on the item that's not yet expired, select it's expiration date in the "Start Date" box. Click "Save."

9. Click "Return," then go to the "Item Bitstreams" tab.

10. Upload the license. Click "Upload a new Bitstream." Under "Bundle," select "Licenses." Click "Choose File," then find and select the appropriate license. Click "Upload."