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.

Updates

• Process last 2 years unless the task states otherwise (cut everything you're not supposed to process out of the document)

• Duplicate search before processing

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 (Curriculum Vita)

• 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 or author 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 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

      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 is a manuscript in arxiv, and you haven’t yet added it to your spreadsheet, you can add it if it's A) in a set of works that a faculty member asked us to add or updates, B) An author is in listed on AnnaulRevisitsWorkHistory.xlsx (shared from Box).

Other Unpublished Works

1. If you can’t find any indication that a work has been published, note “unpublished SS” on the Word document, and add it to your spreadsheet (link and pdf).

Published Works

• Find the publisher in policies on file. Note the version or versions we can add on the Word document (pre, post, pre or post, any version).

• Try to find the version we can add on the publisher’s site or by Google searching. If you find it, make sure we have access, then add to your spreadsheet (link and pdf) 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.