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.

If there is a limitation on what you’re supposed to process

• If you're working on an update, delete everything you don't have to process.

• If you're working on new work and have to park some of it:

  • Cut and paste everything that you’re not supposed to process into another Word file,

  • Give both files appropriate names

  • Post a task for Michelle in Workast to “Park” the portion of the work that you’re not supposed to process. Attach the file with the work you’re not supposed to process to the task. Give it the tag "Works to be parked."

  • Attach the file that you’ll be processing to the existing processing task.

Out of Scope (with exceptions noted):

CV's, Obituaries, Patents, Abstracts with no Full Text, Theses and Dissertations

Cross these out:

• CV

• Patent Application

• Abstract with no full text document—if it’s more than a paragraph, and doesn’t say it’s an abstract, it’s not one

• Obituary unless the subject is a UMBC person

• 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. 

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.

Fed Gov Doc

1. Find the publisher’s record for the item that you’re processing

2. Determine if the work is a federal government document

   1. Check if the publisher is a U.S. government department or agency. Check if any authors’ affiliations are a U.S. government department or agency

      1. 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. 

      2. Some common government agencies that we encounter are:

         1. NOAA (National Oceanic and Atmospheric Administration, U.S. Department of Commerce)

         2. The National Weather Service

         3. NASA Goddard Flight Center and any other NASA (National Aeronatics and Space Adminstration) agencies

         4. Army Research Labs

         5. Navy Research Labs

         6. NIST (National Institute of Standards and Technology, U.S. Department of Commerce)

         7. CDC (Center for Disease Control and Prevention) and any CDC department or divisions

         8. Los Alamos and other National Laboratories

         9. Smithsonian Institute

      3. 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.

      4. The U.S. government is notthe 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

      5. City, state, and county publications are not U.S. Federal Government publications.

1.  

   1. If the publisher is a federal government agency, it’s a federal government document.

   2. Find the authors affiliated with federal government agencies. At least one must be only affiliated with a government agency.

2. 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.

CC License

• 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 isn’t published, process it using Zotero if

  • working a set the faculty member has asked us to add

  • an author is in https://umbc.box.com/s/9cbm6oxiaxqhj9w4vyicoawhxgljvo2u

• Otherwise, note “arxiv” under it in the Word document

Other Unpublished Works

1. If you can’t find any indication that a work has been published, process it using zotero

Published Works

• Find the publisher in policies on file, in Scherpa-Romeo (only includes journals and journal publishers), or on the journal, conference, or publisher’s website. Note the version or versions we can add on the Word document.

• Try to find the version we can add on the publisher’s site or by Google searching. If you find it, add to your spreadsheet 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.

Free Works

• When a work is published and you couldn’t locate a policy, determine if it’s free:

  • 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.

  • Some works are available for free in these U.S. government database:

    • ERIC, edu.gov, (works on education)

    • Medline/PubMed, https://www.ncbi.nlm.nih.gov/pubmed/(medical works),

    • The NASA Technical Report Server, https://www.sti.nasa.gov/(NASA Publications and NASA employee publications).

    • 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 appear to be 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, then SS link only, and add it to your spreadsheet with keywords.

Keywords

1. Whenever possible, use keywords assigned by the author or publisher. Look for them on the work or on the publisher’s record. If the publisher has punctuation in the keywords, omit it, re-wording if necessary. Tags are different from keywords, and need to be examined to determine if they're what the work is about. If they are, you can use them as keywords. If not, you should find keywords yourself.

2. If there are no publisher keywords to use, use the abstract or section headings to find keywords

   1. Create keywords for topics or subjects of the entire work. The keywords should be saying what the work is about.

   2. Create keywords for methods used in the research, e.g. finite difference method, conjugate gradient method.

   3. Create keyword for the purpose of the research being described, e.g. “Recommender systems are emerging as important tools for improving customer satisfaction by mathematically predicting user preferences” should include a keyword for “mathematically predicting user preferences.”

   4. Keep concepts whole in keyword, e.g. “parallel process study,” not just “parallel process.”

   5. If you make keywords for some of them, make keywords for all of them. Eg. a work compares Matlab, Octave, Freemat and Scilab should have keywords for all. Don’t omit any.

   6. Use more specific terms rather than more general. “the classical elliptic test problem of a Poisson equation with Dirichlet boundary conditions” there should be a keyword for the specific type of elliptical test problem. It’s not wrong to put a keyword for “elliptical test problem,” but it is to not create a keyword for the more specific concept of “Poisson equation with Dirichlet boundary conditions”.

   7. Include abbreviated forms of concepts in parenthesis after the concept.