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Step 5: Sending Emails

Requesting Asset (Postprint, Preprint, Assist Authorize Form, or Opt-Out)

  1. In BRITE sort by postprint, preprint, unknown, or no sharing- remember that the checking a box means that the version selected will NOT show
  2. Move to ready for email
  3. Send email- make sure email is populating correctly:
    1. No sharing: Not Allowed
    2. Unknown: Need More Info
    3. Postprint: Need asset (postprint)
    4. Preprint: Need asset (preprint)
  4. Once the email is sent, push the item to the email sent stage. 

Confirming Deposit, Cleaning up Metadata

For items with TIND IDs, send a confirmation of deposit email. They will already be at the deposited stage. Ensure you select the proper email to send:

  1. OA Metadata: Confirmation of deposit (OA metadata)
  2. Offprint: Confirmation of deposit (offprint)

BEFORE YOU SEND THE EMAIL, click the TIND item link within the email in a new window. We will now ensure:

  • The TIND link works. If the TIND ID was not uploaded properly or there is no item in TIND, there will be a broken or blank link. Flag the item with TIND Link Error.

Make sure you are logged into TIND- you may need to edit the TIND record for the next few steps. I would recommend opening the DOI/OA metadata link for the item in a new window before editing the record in order to ensure the metadata is as close to the published version as possible.

At the bottom of the item record, select "Edit Bib Record" to view the metadata for this item in MARC format.

You can start to make corrections here. Simply click on the text for the field you wish to change, and edit the text accordingly.

Once you have finished making changes, select the "Submit" button at the top left of the page. A window will prompt you to confirm your changes and then save your work.

  • There were no errors during the metadata upload
    • While the metadata has gone through two rounds of metadata overview, large deposits can cause errors to slip through. Look for any � symbols- these often are incorrectly uploaded symbols or accented letters. You can use the OA metadata link or PDF to double check the correct info.
    • Another common error involves math language. You may need to edit the title or abstract of a work with proper Math LATEX language. If you are not trained in this, flag the item with Math Language.
  • Optionally, you can add additional metadata, such as an abstract or more specific date

To add a metadata field to a TIND record, select the MARC record ABOVE the field you wish to add. For example, in the screenshot below, we are adding field 500, so we select field 336. Once this field is selected, press the "Add" button under "Fields" on the left side of the item record. 

 

This will allow you to edit a new field. Depending on what metadata you wish to add, fill in the correct MARC number and info itself.

  • Abstract: Add field 520_a and fill in a metadata

Here is an example of an abstract about to be added:

Once you save the item by selecting "Submit", this field will be officially created.

  • DateEdit field 269_a to have a full date if not available, in format YYYY-MM-DD

After completing these steps, return to the email and send. 

Once the email is sent, for Offprints and OA Metadata items, push the item to the finished stage on the BRITE record. 

For all Preprint, Postprint, Unknown, and No Sharing items, return to the BRITE item record and select email sent.

In the IUSW email inbox, sort all automatic confirmation emails into the relevant categories in the "Confirmations" folder of the "20XX OA Policy Emails" folder: 

  • Deposited (emails that confirm an offprint or OA metadata record was deposited)
  • Manuscripts (emails that confirm a request for a postprint/preprint has been requested)
  • Unknown (emails that confirm we have requested an Assist Authorize form)
  • No Sharing (emails that confirm we have requested an opt out)

FLAG ALL RESPONSESIf a professor responds in any way, flag the item and DO NOT sort into any of the folders. 

Step 6: Processing Responses

All referenced folders are available under 20XX OA Policy Emails folder in the IUSW email.

CORRECT VERSION

If the record is an offprint or the faculty member emails the asset to IUSW, add the asset to the appropriate Google Drive folder (go to the current academic year, and find the folder named after the asset type, such as Offprints, Postprints, etc.) using the following naming convention:

              (Four digit DMIR number)_short-title.pdf

Examples:

  • An asset for the article "New Trends in Academic Libraries: Models for Collaboration" with DMIR unique ID number 25 would be named 0025_new-trends-in-academic-libraries.pdf
  • An asset for the article "Scholarly Infrastructure: Repositories at University Libraries"  with DMIR unique ID number 5678 would be named 5678_scholarly-infrastructure.pdf

Sort the email response that enclosed the asset in the "Assets" folder after saving the PDF in the relevant Google Drive folder. 

ASSISTANCE AUTHORIZATION FORM

Save the signed copy of this form in the Assistance Authorizations Google Drive folder: https://drive.google.com/drive/folders/18clB5lj-VA7Kz2puzijQ6XX5HxSWODm4.

Sort the email response in the "Assist Authorize" folder after saving the PDF to the relevant Google Drive folder.

PUBLISHING AGREEMENT

Sort the email response in the "Questions" folder for review.

VERSION UNAVAILABLE

If the faculty does not have the proper version, look up the publisher for the article. This guide shows methods for extracting postprints from a variety of journal management systems:

findpostprint.pdf

then send the faculty the following email:

Hello Professor {x},

Thank you very much for your response. Unfortunately we are not allowed to share the publisher’s pdf.


You can try logging into the journal system to see if there is a postprint version saved there. I’m attaching a document with guidance on how to extract the proper version from {x}'s journal management system.


Please do send the postprint if you find it!

Best,

Jenny Hoops

Open Access Publishing Manager
Indiana University Bloomington Libraries

Fill in the "x" with the relevant publisher name, and attach the part of this PDF that applies to that specific publisher.

Once this email is sent, sort the email into the "Resolved" folder.

OTHER QUESTIONS

If you do not feel comfortable answering the question, forward to supervisor(s) and sort email into "Questions" folder.

If you respond to a question, sort email into "Resolved" folder. 

INCORRECT VERSION

Respond with the following template:

Hello Professor {x},


Thank you very much for your response. It appears that the attached document is the publisher’s PDF, which we are not permitted to share.

Your publisher will only allow us to upload the final accepted manuscript version, or postprint, to our repository. These manuscripts can reflect revisions made during peer review process, but they generally cannot contain any of the layout done by the publisher. I have attached an image for your reference that explains the different versions, as well as a guide to finding postprints in different submission systems.

If you’ve kept this version of the publication, either in Word or PDF format, please send it to me and I will be happy to upload them for you. 

Sincerely,
Jenny Hoops
Open Access Publishing Manager
Indiana University Bloomington Libraries


Attach the following image:

Once this email is sent, sort the email into the "Resolved" folder.

OPT-OUT

Hello Professor {x},


Thank you very much for your response. We have opted this article out of submission into our repository, with a waiver for the opt-out attached. If you wish to opt out of the open access policy for the future, please fill out the following opt-out waiver by selecting “log in” under account and providing information for the article you’d like to opt out for: https://iu.tind.io/submit?ln=en&doctype=OPTOUT.

We would also like to inform you that the open access policy enables you to change the archival status of your published works at any time. If you would like to make a version of this article open access in the future, please let us know at iusw@indiana.edu


Sincerely,

Jenny Hoops

Open Access Publishing Manager
Indiana University Bloomington Libraries

Once this email is sent, sort the email into the "Resolved" folder.

CONTACT DIFFERENT AUTHOR

Hello Professor {x},

My name is {x} and I work with Indiana University Libraries. We have been asked to contact you on behalf of [faculty] in regards to your co-authored article, [article title]. In accordance with the Indiana University Bloomington Open Access Policy, we require a [preprint/postprint] of this article that as first author you may be able to provide.  For further information on this version, please check the attached image. This version will be placed in our IUScholarWorks Open repository and will in no way infringe upon your publishing agreement with the publication.

If you have any questions about providing us with this article draft, IUB's open access policy, or other concerns, please email iusw@indiana.edu

Sincerely,

Jenny Hoops

Open Access Publishing Manager
Indiana University Bloomington Libraries


Once this email is sent, sort the email into the "Resolved" folder.

CONTACT PUBLISHER

Once a faculty member has sent us a signed Assistance authorization form, we will contact the publisher to ask for permission. Try to find an email for lead editor or journal permissions manager, and send the following template:


Dear [Publisher],


I hope that this e-mail finds you well. My name is Jenny Hoops and I’m a librarian at Indiana University.

One of our faculty members, [x name], has granted us a license under Indiana University’s Open Access Policy to deposit their article “[x]” in our institutional repository, IUScholarWorks Open (https://iu.tind.io/). They have given our department permission to contact you directly. [x name]’s article is located here: LINK.

As part of our workflow, we research a journal’s self-archiving policy; we were unable to find your journal’s policy. If you have a self-archiving policy, please share it with us. Please let us know at iusw@indiana.edu if you have any concerns or questions.


Best,

Jenny Hoops

Open Access Publishing Manager

Indiana University Libraries

iusw@indiana.edu




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