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.

• 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 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

Determining if an Item is Available for Free on the Web

• The determination of whether an item is free is based soly on whether the publisher is making the item available for free. There may be free versions posted elsewhere, but if an item is not free on the publisher's site, it's not free.
• Materials in databases that UMBC subscribers 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, write "free" next to it (even if it's not the publisher's version).

4A

Creative Commons License

• Using the published version on the publsher's website, and the publisher's record, look for a Creative Commons license on the work itself or on its record. 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."

Open Access

5A

• Using the published version on the publsher's website, and the publisher's record, look for"Open Access" on the work itself or it's record. 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

U.S. Federal Government Publication

• City, state, and county publications are not U.S. Federal Government publications.
• 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.
• 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) are not publishers, except for works on the NASA Technical Report Server where another publisher isn't given in the record for the item.
• Federal government employees can be identified by the agency the work for or by .gov email addresses.
• 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.

6B

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 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 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. 
• 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

• 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 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 only relevant to the decision to post a file or not.
• 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 paywall protected and subscribe to them. Generally, if there is a UMBC logo or mention of UMBC on the page, it's a subscription and not free. A list of paywall protected subscription is here: Vendors/Platforms that are Paywall Protected unless on a Creative Commons License. If the record states that the item is on a cc license, open access or available for free, that particular item in not behind a paywall.  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 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.

Vocab

• 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. 

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. 

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.

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

• If the file can be obtained at a URL, and we can post it, include it in the URL column.

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.

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

____

• Indicate the type of work, journal articles, journal articles preprints, conference papers and proceedings etc

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,, 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.

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.