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  • Determine which authors of an item are "MIT Authors" by looking at the author list on the publisher website or item. Sometimes the item pdf or doc will have the authors listed on the last page instead of the first page.
    • Author affiliation is often indicated by a number or symbol, following the name, which corresponds to a list of affiliated institutions listed below or at the end of the article.
    •  In some cases authors are listed in groups by their affiliation. Often this information is found on the first page of an item or in a footnote  but you may have need to view the end of an article to locate the affiliation information.
  • All MIT-associated authors of an item will need to be checked in the MIT directory (the form of name in the directory is what we are considering the authorized form of the name) or using the author affiliation search in DSpace.
    • When searching an author name in the MIT directory do not use the middle initial or middle name (sometimes it is best just to search for the last name).
  • Enter the names as provided in the directory regardless of the form of the name found in the item. However, when the author name provided for an article is an Americanized version of the name but listed in the directory as a foreign name the Americanized version should be used.
  • Enter the name in the following form: Last, First M., Jr.
  • Remove all accents from the names and replace with appropriate unaccented letter(s)
    • Examples:
      • ç should be changed to c if French, ch if Turkish and ts if Romanian
      • č should be changed to ch
      • ä should be changed to ae
      • ö should be changed to oe
      • ü should be changed to ue
      • ñ should be changed to n
  • If the name is not in the MIT directory but the author was affiliated with MIT at the time the article was written then the name should be entered as an MIT Author name. Often there are names of students who have since graduated from the Institute. You may want to search the entire MIT site for the name to double check that an author was a student or faculty at the point when the article was researched/written.
  • If you are unable to determine if A. Smith is Adam or Alison use only the initial A.
    • Sometimes a distinction can be made if the author's email address or DLC is listed on the item.
  • If there is a name (Green, Daniel) that yields more than one result of an identical or similar name using the author affiliation search in DSpace or the MIT directory then do not assume which one is the author of the article. Instead enter the name as an MIT author exactly as it appears in the article.
    • There may be multiple authors with the same or very similar names so check the dates and department information to make sure the correct name is entered.
      • If an Author is listed on the item as being part of MIT through the Whitehead Institute, the Ragon Institute, or the Woods Hole Oceanographic Institute but does not show up in the MIT directory, do not enter him or her as an MIT Author. Many Whitehead, Ragon, and Woods Hole employees are also MIT affiliates and will show in the directory.
      • The MIT-Singapore Alliance and Howard Hughes Medical Institute are not considered MIT affiliate institutions and should not be entered.
  • When the article lists more than 30 authors only add MIT authors. All MIT authors must be entered even if there are more than 30 authors.

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  • If a DOI has been provided this field will already be populated with the entire author list (both the MIT and non-MIT authors). Make sure to confirm that the data is correct.
  • Once you have determined which authors are MIT authors make sure to click the “test for affiliation” button by each MIT author name in the list. Also check the box by each name so they will be automatically deleted as you add them to the MIT author field.
  • Delete any non-MIT author names with incorrect or missing punctuation. Re-enter them with the correct punctuation.
  • Remove any names with accents and reenter them without the accents.
  • If there is a name for a collaborative group (example: LIGO Scientific Collaboration) then add the name of the group to the end of the non-MIT author list.

    DOI Missing or Incorrect

  • Enter the complete author list from the item. While entering the names of all of the authors remove any accents and replace them with unaccented letters.
  • Once you have determined which authors are MIT authors make sure to click the “test for affiliation” button by each MIT author name in the list. Also check the box by each name so they will be automatically deleted as you add them to the MIT author field.  
  • When the article lists more than 30 authors only add MIT authors. All MIT authors must be entered even if there are more than 30 authors.
  • If there is a name for a collaborative group (example: LIGO Scientific Collaboration) then add the name of the group to the end of the non-MIT author list.

Title:

  • Confirm the title of article by checking that it matches the title of the item being submitted
  • A title may need to be edited if it contains symbols and subscript/superscripts. Often a symbol-free title can be copied and pasted from the publisher-provided citation. When a symbol-free title cannot be found in the publisher-provided citation, any diacritics, symbols, and scientific notations can be entered by cutting and pasting from Character Map (C:\ProgramData\Microsoft\Windows\Start Menu\Programs\Accessories\System Tools).
  • Most characters (including superscript numbers) can be added into the title field with the exception of subscripts (numbers and characters) and superscript (characters). Instead they are typed into the title as [subscript] or [superscript].

Title (As Published):

  • Enter only if the final published version of the item has a different title than the version being submitted to DSpace.
  • A title may need to be edited if it contains symbols and subscript/superscripts. Often a symbol-free title can be copied and pasted from the publisher-provided citation. When a symbol-free title cannot be found in the publisher-provided citation, any diacritics, symbols, and scientific notations can be entered by cutting and pasting from Character Map (C:\ProgramData\Microsoft\Windows\Start Menu\Programs\Accessories\System Tools).
  • Most characters can be added into the title field with the exception of superscripts and subscripts. Instead they are typed into the title as either [superscript #] or [subscript #]. (See MITOA Best Practices: MITOA_06.1)

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  • Confirm that the data is correct.
  • Enter the year and month that the item has or will be published.
  • Use the online date, if one is provided. If there is not , an online date use the print date instead.
  • If a month is not available, enter only the year.

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  • If a DOI has been provided this field will already be populated with metadata.
  • ISSN is the most common identifier that will be entered. Sometimes ISSN numbers are not available and so the ISBN numbers should be entered if available. If the ISSN numbers are available then do not add the ISBN numbers.
  • Confirm that the identifiers are correct by checking the pdf and publisher page. Additionally search the Open Access database for all ISSN or ISBN numbers using the journal facet.
  • Enter both the print and online numbers for the ISSN/ISBN in the Identifiers-Others field. When entering the data do not make a distinction between the print and online numbers.

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  • Find the list of sponsors in the pdf or on the publisher page. Sponsors are often listed in the footnotes at the bottom of the first page or in the acknowledgements section at the end of an article. Occasionally the list of sponsors appears before the appendix.
  • Enter each sponsor individually as Sponsor Name (number) in the Sponsor field. Include only sponsors only when direct funding is stated or implied for an MIT author. Often initials will accompany the sponsor name and grant/contract/award number information in the article.
  • When entering the name of sponsors use the NACO form of the name. To find the NACO form of the name check the Open Access database using the Sponsors tableor OCLC.
  • If the number is qualified with "grant," "contract," "award," or other term put it capitalized in the parenthesis with the number (do not use no. or number)
    • Example: National Science Foundation (U.S.) (Award 123-678-SFN)
  • When the authorized heading is not English, use your judgment to choose one of the    the 410s as our locally established form of the name. This will better meet the needs of the  the DSpace user community.
    • Example:  Türkiye Bilimsel ve Teknolojik Araştırma Kurumu
    • Use Scientific and Technological Research Council of Turkey.
    • Make a note in the filemaker of your decision and provide the NACO form of the name. The information you provide in the note field will help with future clean-up efforts.
  • Add names as necessary to the Sponsors table in the Open Access database if an entry does not already exist following these steps:
      • Research the sponsor for correct form (see above).
      • Fill in Sponsor Name.
      • Under "Sponsor Notes" add:
      • Your initials and date
      • Add any acronyms.
      • Add "use for" if different from original sponsor statement.
      • Any other pertinent notes
      • NAF Check: "Yes" means the form exists in LOC. "No" means you checked LOC and it is not there.
  • Exceptions:
      • If there is not a grant/contract/award number simply enter only the sponsor name.
      • If there is a joint grant/contract/award number associated with two or more sponsors then enter each sponsor separately followed by the number from the joint funding source.
      • If an individual is listed as a sponsor enter the sponsor’s name as it appears
      • in the acknowledgements.
    • EXAMPLE: National Science Foundation (U.S.) (Award 123-678-SFN)
      • in the acknowledgements.

Formulas for Sponsors
Sponsor Statement = Entry for D-Space

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Research indicates the sponsor is “Funded by” a larger Corp body:

    • Example: NSF Center for Ultracold Atoms.Division of Civil, Mechanical and Manufacturing Innovation of the National Science Foundation
    • Research indicates: Center for Ultracold Atoms is a MIT-Harvard program funded by NSFIt is a subordinate corporate body of the National Science Foundation.
    • D-Space: National Science Foundation (U.S.). Center for Ultracold Atoms (###Division of Civil, Mechanical and Manufacturing Innovation (#######)

Abstract:

 Abstract Available

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