Page History

• If the article was submitted by a faculty or staff member, then the name should match the format of the name in the author lookup.

• If the article was not submitted by a faculty or staff member, then leave the field blank.

  

•  A forthcoming article will not yet have a DOI or URL.

• When the DOI is broken you can fix the broken link by typing http://dx.doi.org.ezproxyberklee.flo.org/(DOI number from the publisher's website).

Example of a complete DOI: http://dx.doi.org.ezproxyberklee.flo.org/10.1017/s1537592718001081

• Always make sure you are using the DOI that points to the English version of an article if there are multiple DOIs.

• Check the MIT DLCs (Departments, Laboratories and Centers) listed in the record using the Department Lookup to make sure the form of the name is correct. Additionally when the MIT DLCs are not already listed in an article record, use the Department Lookup.

  
  
  

•  Once a MIT DLC listed in the article is found using the Department Lookup click the add this department to populate the MIT affiliations field with that value.

           Sometimes, as pictured below, there might be a DLC record that includes name variants for a DLC. In that instance select the record as it is the most complete version.

•  Then click add to finalize adding the MIT DLC. 
   

  

  
  

• Enter any MIT DLCs listed in the article and also enter any DLCs that appear in an author's record.

• Enter each DLC only once - even when multiple authors are associated with a single DLC.

• Exceptions: 
  

• The Broad Institute (after July 7, 2009), MIT-Singapore Alliance, and Howard Hughes Medical Institute are not considered MIT Affiliations and should not be entered.

•  Whitehead Institute, Ragon Institute, and Woods Hole Oceanographic Institute should only be entered if the Authors are also MIT affiliates.

Search OCLC or LCNAF to find the authorized form of the MIT DLC if it is not listed in the departmental lookup. If the authorized name cannot be found using the Department Lookup in DSpace, OCLC or LCNAF then you will need to create an authorized version of the name using RDA guidelines (Chapter 11, Section 2, http://access.rdatoolkit.org/). Then click add.

• Following the DSpace upgrade in April 2019, the use of a separate MIT authors field was discontinued. Now, all the authors (MIT and non-MIT) are entered into the same section.

• When editing the author list, make sure to keep original author order. There are arrow icons next to any added names which allow you to move them up or down.

• Although MIT authors may already be in the list, they haven't been verified through the Author Lookup. After finding their names, add them to the list and delete the unverified versions of their names. 

• Sometimes there is more than one author name for an MIT author in the Author Lookup. Select the most complete author record in the search results; usually the most complete author record is italicized. Ideally an author record for an MIT author should have their last name, first name, MIT id, Orcid id and departmental affiliation.

• DOI Provided:  

  • To determine which authors of an item are "MIT Authors" look 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.

  • To quickly find MIT author information, use CTRL + f to search the pdf or webpage using keywords like "Massachusetts" or the number corresponding to their affiliation with an MIT department, laboratory or center (DLC). 

  • If an MIT author cannot be found in the Author Lookup, their name 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). Alternatively you can go to a specific DLC website to see if they are part of the staff since they are not always in the MIT directory.

  • When searching for 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.

  • Enter the name in the following form: Last, First M., Jr.

  • Remove all accents from the names (MIT and non-MIT)  and replace with appropriate unaccented letter(s) since DSpace does not currently support these characters

  • 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 time when the article was researched/written.

  • If you are unable to determine if A. Smith is Adam or Alison use only the initial A.

  • Tip: 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.

  • Tip: 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

  • Exceptions for adding someone as an MIT author:

  • 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 them 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.

• • • Broad Institute: Broad Institute authors will be entered as a MIT Authors only when the published date of a submission is prior to July 1, 2009. Some Broad authors are affiliated with MIT's Biology Department. In that case, enter only the Biology affiliation.
    • If an author published a work prior to being affiliated with MIT and there are not any MIT authors in the article being reviewed, the article cannot be accepted into the Open Access Collection. See Section 3 for instructions on how to reject an item
    • When the DOI is missing or the import function fails due to the size of the author list, only add the MIT 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 author list.

• Specific instructions for Non-MIT Authors:

  • 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.

• How to add an MIT author name:
  1. Enter the last and first names and click lookup.
     
  

2.   A search window should appear with search results. Select the most complete author record for the author associated with the article. Click add this author.

                          3.  Confirm adding the MIT author to the record by clicking add.

• Confirm the title of article or book chapter 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 (visit http://www.fileformat.info/info/unicode/index.htm for unicode characters)

• Most characters can be added into the title field with the exception of some superscripts and subscripts.  DSpace does not currently support decimal numbers, percentages, mathematical symbols or letters in superscript and subscript form.  Instead they are typed into the title as either [superscript #] or [subscript #].
   

• 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 (visit http://www.fileformat.info/info/unicode/index.htm for unicode characters)

• Most characters can be added into the title field with the exception of some superscripts and subscripts.  DSpace does not currently support decimal numbers, percentages, mathematical symbols or letters in superscript and subscript form.  Instead they are typed into the title as either [superscript #] or [subscript #].

This field is where the title of the journal is imported or entered. There are several scenarios listed below along with instructions on how to use the journal field in each scenario.

DOI Provided

• Confirm the title by checking the publisher page and article pdf.

• Do not use articles at the beginning of the journal titles.

DOI Missing or Incorrect

• Confirm the title by checking the publisher page and article pdf.

• Do not use articles at the beginning of the journal titles.

• Enter the name of the journal that has published or will be publishing the item into DSpace.

Article Submitted but not yet Published

• Leave the journal field blank if the article has not been accepted yet.

• Enter the journal title if the submitted article was accepted and is forthcoming.

Book Chapters

•  When cataloging a book chapter add the book title as the journal title.

If the journal volume number information is readily available add it to this field, otherwise leave the field blank.

If the journal issue number information is readily available add it to this field, otherwise leave the field blank.

Use OCLC or Worldcat to find the appropriate form of the publisher name by searching for the journal title if the Publisher field is not populated with a metadata value or has an error in the publisher name. Then enter the name of the publisher in the record.

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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 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)

• 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.

• If the item is a correction for a published article only list the grant and funding information if it appears on the correction.

• Sponsors are not added for a specific procedure, machine or facility.

Formulas for Sponsors 

Sponsor Statement = Entry for D-Space 

Corp Name + Corp Name (grant #) = Corp name (Corp name grant #) 

• • Two separate, unrelated Corp names offer funding in one grant.

  • Example: Article/publisher website: DARPA and the Space and Naval Warfare System Center, San Diego under contract no. 000151

                   D-Space: United States. Defense Advanced Research Projects Agency (Space and Naval Warfare Systems Center San Diego (U.S.). Contract 000151)

Corp Name with program name = Corp name (program name and #)

• Example 1: Article/publisher website: Naval Research TechSolutions Program

                    D-Space: United States. Office of Naval Research. TechSolutions Program

• Example 2: Article/publisher website: NASA Exobiology Program (U.S.)

                    D-Space: Exobiology Program (U.S.)

Corp Name Fellowship = Corp Name (fellowship number)

         Treat fellowships as awards.

                 Example: Article/publisher website: National Science Foundation Graduate Research Fellowship

                                  D-Space: National Science Foundation (U.S.) (Award GRF-67584)

Corp Name + Unique Subordinate Name + Subordinate Name = Corp Name. Unique Subord. Name (#)

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

• Example:  Article/publisher website: Division of Civil, Mechanical and Manufacturing Innovation of the National Science Foundation

                 Research indicates: It is a subordinate corporate body of the National Science Foundation.

                 D-Space: National Science Foundation (U.S.). Division of Civil, Mechanical and Manufacturing Innovation (#######)

This field should already be populated with some citation information. Although there may be a publisher provided citation, it will need to be edited to reflect the MLA citation style guidelines.

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General 

• Use the MLA citation style for all citations in Open Access Article Collection. A useful resource for MLA citation style guidelines is the Purdue OWL (https://owl.english.purdue.edu/owl/resource/747/01/).

• Always double check to make the citation is in proper MLA format.

• For articles or book chapters with three or more authors use et al after the name of first author. 

• If there are not page numbers use the article number instead in the citation.

• Example:
  Genova, Antonio et al. “Solar System Expansion and Strong Equivalence Principle as Seen by the NASA MESSENGER Mission.” Nature Communications 9, 1 (January 2018): 289  © 2018 The Author(s)

      DOI Provided

• This field should already be populated with metadata and the data will need to be reviewed to ensure it is correct. Leave the citation in the style it was created by the publisher.

•  Add © [year of publication 20XX] Publisher  to the end of all citations in which we are cataloging the "Final Published Version" of an article. If the author(s) maintain the copyrights add © [year of publication 20XX] The Author(s)

     DOI Missing or Incorrect

• There are several ways to enter the citation:

• Cutting and pasting citation from publisher page

• Downloading citation into Zotero or other citation management program and creating an MLA citation for the item

• Creating the MLA citation yourself if (1) a citation is not provided by the publisher or (2) the item is forthcoming but not yet published. Refer to Purdue Online Writing Lab (OWL) website for guidance on how to create an MLA citation (https://owl.english.purdue.edu/owl/resource/747/01/).

• Review the citation for spacing issues and accuracy. Delete the DOI from the Citation and any downloaded date provided by a citation management program.

•  Add © [year of publication 20XX] Publisher  to the end of all citations in which we are cataloging the "Final Published Version" of an article. If the author(s) maintain the copyrights add © [year of publication 20XX] The Author(s)

       Forthcoming Publications

• If the article has been accepted by a journal and will be published in the future: Build a citation based on the information provided by the submitter, using “Forthcoming in:” prior to the journal name to highlight the fact that the article is not yet published. Name, "Article Title," Forthcoming in: Journal Title

• If no known publication is forthcoming, leave the citation field blank

       Conference Papers 

• Published conference presentations or papers should be cited in one of  the following formats:

 Last Name, First Name. “Conference Paper Title.” Conference Title that Includes Conference Date and Location, edited by Conference Editor(s), Publisher, Date of Publication.

or

Last Name, First Name. "Conference Paper Title." Conference Title that Does Not Include Conference Date and Location, Conference Date, Conference Location, edited by Conference Editor(s) Publisher, Date of Publication. 

•   Example: Alistarh, Dan et al. "Time-space trade-offs in population protocols." Proceedings of the Twenty-Eighth Annual ACM-SIAM Symposium on Discrete Algorithms (SODA '17), January 2017, Barcelona, Spain, edited by Philip N. Klein,Society for Industrial and Applied Mathematics (SIAM), 2017

        Book Chapters

• Book chapters should be cited in the following format:

           Last Name, First Name. "Book Chapter Title." Book Title. edited by Book Editors, Publisher, Date of Publication: Page Range.

•  Example: Keller, Evelyn Fox. "Pot-holes Everywhere: How (not) to Read my Biography of Barbara McClintock." Writing about Lives in Science, edited by Vita Fortunati and Elena Agazzi, V&R Unipress, 2014: 33-42 © 2018 Vandenhoeck & Ruprecht 

• Add © [year of publication 20XX] Publisher to the end of the citation if we are cataloging the "Final Published Version" of the book chapter. If the author(s) maintain the copyrights add © [year of publication 20XX] The Author(s)