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. If you have a link that misdirects or is broken, you must still process the item–simply search for a metadata record and/or PDF.

You should usually have both the work and a metadata record (possibly two of each).

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. If the version of the file or the metadata record you have aren't the publisher's version, you should search the web to find them.

• 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. If the version of the file or the metadata record you have aren't the publisher's version, you should search the web to find them.

  • ResearchGate, Semantic Scholar, and Academia.edu are not publishers but for-profit businesses that allow people to post their works on them–they are never publishers.
  • Governments sites that compile works as a public service such as ERIC, eric.edu.gov, (works on education), Medline/PubMed, https://www.ncbi.nlm.nih.gov/pubmed/ (medical works), and the NASA Technical Report Server, https://www.sti.nasa.gov/ (NASA Publications and NASA employee publications) are not publishers, except the NASA Technical Report Server which is also a publisher for NASA works when NASA is given as the publisher on the record .
  • Other institutions' repositories aren't usually publishers (but sometimes are the publishers of journals and sometimes even books).
  • JSTOR is not a publisher, but hosts some journals for the publishers, and digitized back issues of journals. It is a fee-based resource, so we can't link to it, but if the publisher allows us to distribute the final published PDF, we use the PDF that's in JSTOR.
  • Preprint servers such as Arxiv, bioRxiv, medRxiv, and ESSOAr aren't publishers.
  • Personal and departmental websites aren't usually publishers (but sometimes departmental websites publish some of the department's works).
  • Google Docs or Drive aren't publishers (except very rarely when utilized by a publisher to post their works).

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

U.S. Federal Government Publications

• City, state, and county publications are not U.S. Federal Government publications. Items published by the United States government or written by employees of the United States government are U.S. Federal publications.
  • Examples of U.S. federal government publications:
    • https://academic.oup.com/mnras/article/485/1/872/5309995
    • https://www.energy.gov/eere/buildings/downloads/building-america-smart-ventilation-controls-boost-energy-efficiency-and
• Federal government employees can be identified by the agency the author works for, or .gov in the author's email address.
• Federal government agencies often have U.S. or national in their name, e.g. U.S. Department of Energy, National Aeronautics and Space Administration (NASA). They can also be identified by a .gov URL (see exceptions below). Sometimes, you simply have to know that it's a federal government agency, e.g. Smithsonian Institution, Los Alamos National Laboratory. 
• Some common government agencies that we encounter are:
  • NOAA (National Oceanic and Atmospheric Administration, U.S. Department of Commerce)
  • The National Weather Service
  • NASA Goddard Flight Center and any other NASA (National Aeronatics and Space Adminstration) agencies
  • Army Research Labs
  • Navy Research Labs
  • NIST (National Institute of Standards and Technology, U.S. Department of Commerce)
  • CDC (Centers for Disease Control and Prevention) and its departments and divisions
• If you're not sure if a publisher is a U.S. federal government agency, google and look for the .gov in the URL. If the .gov is in the URL, it's a U.S. federal government agency.
• The U.S. government is not the publisher of works on ERIC, eric.edu.gov, (works on education), Medline/PubMed, https://www.ncbi.nlm.nih.gov/pubmed/ (medical works), and the NASA Technical Report Server, https://www.sti.nasa.gov/ (NASA Publications and NASA employee publications), except for works on the NASA Technical Report Server where another publisher isn't given in the record for the item.
• 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."
• When filling in the spreadsheet, U.S. federal government publications get one of these rights notes. Choose the appropriate one: “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.

4A

Determining if an Item is Available for Free on the Web

• The determination of whether an item is free is based on whether the publisher is making the item available for free or if the U.S. government is making an item available for free. There may be free versions posted elsewhere, but if an item is not free on the publisher's site, or in a U.S. government database, it's not free.
• When working at home, any item you can access on the publisher's site or in a database without using the proxy server is free.
• Items available for free in the U.S. government database, ERIC, eric.edu.gov, (works on education), Medline/PubMed, https://www.ncbi.nlm.nih.gov/pubmed/ (medical works), and the NASA Technical Report Server, https://www.sti.nasa.gov/ (NASA Publications and NASA employee publications), are free. Sometimes articles in these databases are free, and sometimes they're not free, so you have to figure this out.  A pubmed record may have a link icon that says free or  an attached pdf. When unsure if an item is free or not, simply try the links to find out.
• When working in the library, materials in databases that UMBC subscribes to may appear free when they are not.  These are paywall protected pages where anyone accessing via UMBC IP ranges automatically is given access. Generally if there is a UMBC logo or mention of UMBC on the page, it's a subscription resource that is paywall protected. A list of UMBC paywall protected subscription resources that appear free is here: Vendors/Platforms that are Paywall Protected (this list is likely not complete–if come across something that needs to be added to it, let Michelle know). Individual items on paywall protected sites are free if the record explicitly states that the item is open access, available for free, or is on a Creative Commons license. 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.
• If an item is free on the publisher's site or in a U.S. government database, write "free" next to it.

4B

Creative Commons License

• Using the published version on the publisher's website, and the publisher's record, look for a Creative Commons license on the work itself or on its record. Note that if it's not free on the publisher's site, it is NOT on a Creative Commons license.If either says Creative Commons, 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."

5A

Open Access

• Using the published version on the publisher's website, and the publisher's record, look for"Open Access" on the work itself or it's record. Note that if it's not free on the publisher's site, it is NOT open access. If it says "Open Access", 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

ArXiv

• If an item is in ArXiv (https://arxiv.org/), and hasn't been published (items in Arxiv that have been published usually have a citation to the published version in the record) note "ArXiv" on the printout next to that item. If the item hasn't been published, we only need the UMBC author(s) permission to add the item to ScholarWorks@UMBC. 
• If the item in Arxiv is a conference proceedings, be sure to search the conference and handle appropriately if trained to do so.
• If you're working on a list of items that a faculty member asked us to load, we already have their permission for unpublished work in Arxiv and don't need to ask permission to load--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're working on items the faculty hasn't asked us to load, like Google Alerts,  we need to ask the author for permission to load works that are in Arxiv, Michelle will do this when she gets the printout back from you.
• If the item  is in Arxiv has been published, it should be handled like any other work starting with step 4A above. 

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

All items that we add must be available to the user for free, either because we provide a file the user can access, or because we provide a link to the publisher's website where the item is available for free.

• 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. When adding a file, a link to the final published version of an item should always also be included even if the final published version is behind a paywall.
• If if we can't post the file but the item is available for free on the publisher's site, it can be posted with a link only, as copyright law doesn't apply to links. Link-only is decided based on if an item is free on the publisher's site. Copyright law and publisher's policies are not relevant to link only items.
• If we can't post a file and the item is not free, we only record a note on the print-out saying what version is needed.

Vocab

• If the work or record states what version it is, that is what it is.
• If you can't determine whether something is a preprint or postprint, assume that it's the version that you can post. If you can post either, assume that it's a preprint. 
• A publisher's proof isn't isn't a preprint, postprint, or final published version. We don't accept these.

7A

Items more than 20 years old

• Do not check rights. If it's available for free on the web, add with a link only, and write "20+ years" next to it. 

7B

Determining if an Item is Unpublished

If there is no indication anywhere that an item has ever been published, write "unpublished" next to it. Technical reports are typically unpublished, although if issued by an agency, the agency should be considered the publisher. If we have the author's permission to load, skip down to "Determine which collections to add an item to."

Checking Resources

8A

• Identify the publisher of the work. 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.

8B 

• If you noted "free" next to an item, but haven't yet added it to your spreadsheet, add it link-only. Strike through any version notations next to the item since we're posting without the pdf and won't be asking for them.

Stop here

Journal Articles Only

8D

• 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.

8E

• 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. 

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.

11A

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.

11B

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.

11C

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.

11D

• 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
   10. President, Provost, or Director (of an academic program) or Chair in the job title.

11E

• 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.
• 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 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.

12A

1. If the file can be obtained at a URL, and we can post it, include it in the URL column. The URL you use, by order of preference:
   • publisher's record for the item
   • publisher's version of the work itself (only if above aren't available)
   • publisher's record for entire journal or book (only if above aren't available)
   • publisher's version of the entire journal or book (only if above aren't available)

12B

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

  • publisher's record for the item
  • publisher's version of the work itself (only if above aren't available)
  • publisher's record for entire journal or book (only if above aren't available)
  • publisher's version of the entire journal or book (only if above aren't available)

12C

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

12D

• If the metadata can be obtained at a URL not already included (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

• Determine the type based on the work itself and what it says on the using terms in the Genre Terms excel file. Determine the version of the work using this chart and the bullets below it. Fill into spreadsheet.

• If the work or record states what version it is, that is what it is.
• If you can't determine whether something is a preprint or postprint, handle as a preprint.
• A publisher's proof isn't isn't a preprint, postprint, or final published version. We don't accept these

12E

• 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. 

12F

• 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.

12G

• 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.

12H

• Any publisher required statements, statements of who the copyright holder is (from the work), 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. Note that a rights statement is not required, so if there is no publisher required statement, copyright statement in the work, or restriction on uses, you should just leave it blank.

12I

• Indicate if there's a creative commons license and whether it's unlimited or no commercial or no derivitives, etc.
• 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.