INSTRUCTIONS FOR Technical/Workshop Report

Part I: STI PRODUCT DESCRIPTION

*DOE Award/Contract Number

The award number must be input accurately first in order to complete and submit the AN 241.3. The format should be either (1) two alphabetic characters and seven digits (for DOE awards granted since 2007), or (2) two alphabetic characters, two numeric characters, a dash, two-digit year, two alphabetic characters, and a five-digit number (for awards granted prior to 2007). Multiples may be entered but MUST be separated with a semicolon and a space.

Other Identifying Number(s)

Examples of other identifying numbers that submitters may want to include are:

• Non-DOE contract numbers (Please do not include these non-DOE contract numbers in the DOE Contract Number field. That field is validated and the record will be rejected if the grant/award/contract number is not a DOE one).
• The number assigned by arXiv.org to an author's posting of a paper (arXiv: 1501.00003)
• The accession number from the submitting site's database (45029 or any format)
• Any identifying number that may have meaning or retrieval utility to a particular segment of the anticipated user population (any format)

Note that these other identifying numbers do not typically fit more specific identifier fields available for input, i.e. fields such as product/report number, R&D project IDs, etc. Note also that multiple identifiers may be input here. A semi-colon and a space must be used to separate each identifier from the next one following it.

*Recipient/Contractor Organization

Provide the name and location of the organization that performed the research or issued the scientific and technical report/product. More than one may be provided. Separate multiples with a semicolon and a space.

*STI Product Type

Select one product type from the four choices in the drop-down menu. To submit your final technical report, select that value. If other type of STI is selected from the menu, then an additional subfield will appear.

• Final Technical Report - Select this if your award calls for the submission of a "Final" scientific/technical report.
• Other - Specify type of STI product not listed in the menu of choices. Examples: thesis, patent, book. NOTE: Use the DOE AN 241.4 for software products, not the AN 241.3.

*STI Product Title

Provide the title that appears on the report or product, including volume, edition, and similar information if applicable.

*STI Product Date

Enter the date from the cover of the report in mm/dd/yyyy format (example: 01/01/2014), which is the required format for the final technical report. Typically, this date is an indication of when the report/product was created. Other STI may have an alternate date format, e.g., yyyy (example: 2013) as appropriate for the type of publication. If you use the yyyy format, a drop-down menu appears for you to input additional date information.

*Author(s)

After entering last name, first name, and middle name or initial in the specified blanks, you may also enter the primary author/creators email address, his or her ORCID number, and his or her affiliation in the remaining three fields of the author section. See About the Addition of ORCID Numbers to E-Link (link is external) for additional information.

• You may add as many additional authors as needed by clicking the "Add New Author" button.
• You may change the order of author names by selecting the appropriate author block and dragging it.
• If you wish to delete an author's name that you have already entered, click and drag that author entry to the bottom of the list, then click the Delete Last Author button.

Note that organization names or names of collaborations should not be entered into the author fields. Collaboration names and names of contributing organizations are entered into the Contributor Organization(s) field.

Contributor Organization(s)

The name of a Research/Project Collaboration, if applicable, should be entered in this field, not in the author field. Contributor organizations are not author affiliations, the originating research organization, nor the funding/sponsor organization. They are, instead, any company, institution, or organization to which the submitter wishes to provide recognition and which clearly does not fit into any of the other organization fields. Examples of possible contributor organizations that a submitter may want to list (in addition to listing a collaboration name) include:

• An external organization that provided significant review of the research product.
• An organization that provided site management but was not directly involved in the research/experiment itself.
• An organization that collected data to provide to the originating research organization.
• A data center or repository that is not listed as the originating research organization.

This is a free text field and can hold multiple organizations names. Each different organization should be separated by a semi-colon followed by a space.

*Report/Product Number

This is a unique identifier that you create and place on the report/product itself.

Use DOE, an acronym that identifies the awardee/recipient organization, and the final five to seven characters from your contract or grant number.

*Sponsoring DOE Program Office

Select the name of the specific DOE program office that provided funding for the project described in the STI report/product, from the list provided (e.g., USDOE Office of Science (SC) Basic Energy Sciences (BES)). For projects funded by more than one program office, indicate all sources of the DOE funding in descending order of dollar amount of funding appropriated. Separate multiple program offices with a semicolon and a space. If other agencies also provided funding, you may identify additional funders by inserting funder name(s) in the textbox. Separate multiple names with a semicolon and a space. If you do not know the sponsoring DOE program office, you may select "USDOE".

*Description/Abstract

You must provide a clear, concise, and publicly releasable English language executive summary of the information contained in the report/product, written in terms understandable by an educated layperson. The length should be no more than 5,000 characters. To fill this field, you can cut and paste from any word processing file.

Subject Categories

Select one or more categories from the list provided. Select them in order of relevance to the project as described in the report/product. You can review the list of subject category descriptions on the Authorities (link is external) page.

Keywords

These are words or phrases that describe the project topics as summarized in this report/product. Keywords aid in the online search and discovery of information about the project. More than one keyword may be entered; separate multiple keywords with a semicolon and a space.

*Intellectual Property/Distribution Limitations

Select the appropriate distribution limitation from the choices provided in the drop-down menu. STI products should be written for public accessibility in order to advance science. However, if the report/product contains information that should not be publicly released, the restriction(s) must be indicated.

• Unlimited Announcement - The unrestricted, unlimited distribution of the product will be made publicly available. The government assumes no liability for disclosure of such data.
• Copyrighted Material - A copyright restriction on part or all of the contents of the STI product may affect the reproduction and distribution of the product by DOE/OSTI. Any restriction as retained in the award document must be specified.
• Controlled Unclassified Information (CUI) (enter specific or basic categories/dissemination controls)*
• Small Business Innovation Research (SBIR) Data - If this is selected, indicate phase (Phase I or II or Phase III). Specify the release date which should be no more than four years from the date that the STI product was provided by DOE to OSTI.
• Small Business Technology Transfer (STTR) Data - If this is selected, indicate phase (Phase I or II or Phase III). Specify the release date which should be no more than four years from the date that the STI product was provided by DOE to OSTI.
• Security Sensitive Information
• Protected Data - You must also select CRADA or cite the data clause paragraph in your award document which allows trade-secret like protection (e.g. Energy Policy Act (EPAct), clean coal, electric vehicles, steel initiative, etc.). Then, specify the release date which must be no more than five years.
• Patentable Material - Provide all applicable patent information.
• Program Determined Official Use Only

* For Controlled Unclassified Information (CUI), enter the basic or specified categories along with any limited dissemination controls. The best practice is to enter these using the CUI banner markings on the document. Examples include: "CUI//EXPT" "CUI//NNPI//FEDCON" "CUI//SP-EXPT". Please see the CUI Marking Handbook (link is external) for more information.

*Recipient/Contractor Point of Contact

Provide the organization or individual(s) name(s), with corresponding contact information, who will serve as the point of contact for DOE if there are questions about the content of the STI product.

Part II: STI PRODUCT MEDIA/FORMAT AND TRANSMISSION

*Media/Format Information

For Final Technical Report, the medium required is an Electronic Document, thus that is the default value. For Other type of STI, indicate the medium.

*Certification(s)

Reports or other products that are electronically uploaded to DOE via E-Link must NOT contain: limited rights data (proprietary data), classified information, protected PII, information subject to export control classification, or other information not subject to release. Protected PII is defined as an individual's first name or first initial and last name in combination with any one or more of the following types of information: social security number, passport number, credit card numbers, clearances, bank numbers, biometrics, date and place of birth, mother's maiden name, criminal, medical and financial records, educational transcripts, etc.

You must self-certify prior to submission (prior to uploading the full-text report or other product) that the item does not contain any of this type information.

*Transmission Information

For a Final Technical Report, you are required to upload an Electronic Document. Select the Browse button to locate the file on your computer. Also indicate the file format. Valid file formats are: Adobe Portable Document Format (.PDF) or MS Word (.DOC) only. Before you upload the document, you must certify (see Certifications) that the document being uploaded has been reviewed for, and does not contain, any information not subject to release, such as Protected PII.

Timing Out

The notice has a time limit of thirty (30) minutes. After 30 minutes of inactivity (if you take more than 30 minutes to interactively fill out the notice), then you will receive a timeout message. If you receive a timeout message, you can select the "Back" button on your browser, and resubmit the notice.

Print

You are advised to print a copy for your records. However, note that you will also have an opportunity to print a summary after you select Submit. Please review carefully and print your information before submitting the announcement notice. You will not be able to view or edit information once the notice has successfully completed submission.

Submit

When the notice is complete, select the Submit button. If the information is complete (i.e., all required fields are provided and certain validations have been made), you will move to a screen with a summary of your input. This summary screen should be printed for your records. If there are errors or missing data, you will have an opportunity to correct those and then select Submit again. If there are no errors, the process is finished. Upon successful submission of the announcement notice, an email will automatically be sent to your contracting officer notifying them of your submission.

*Releasing Official

This information is required. Provide the Released By (Name), Date (mm/dd/yyyy), Email, and Phone of the releasing official. You must also select the box verifying that Personally Identifiable Information was not detected in the uploaded STI product.

INSTRUCTIONS for Journal Article: Accepted Manuscript (The Accepted Manuscript of a Journal Article)

Part I: STI PRODUCT DESCRIPTION

*DOE Award/Contract Number

The award number must be input accurately first in order to complete and submit the AN 241.3. The format should be either (1) two alphabetic characters and seven digits (for DOE awards granted since 2007), or (2) two alphabetic characters, two numeric characters, a dash, two-digit year, two alphabetic characters, and a five-digit number (for awards granted prior to 2007).

Other Identifying Number(s)

Examples of other identifying numbers that submitters may want to include are:

• Non-DOE contract numbers (Please do not include these non-DOE contract numbers in the DOE Contract Number field. That field is validated and the record will be rejected if the grant/award/contract number is not a DOE one).
• The number assigned by arXiv.org to an author's posting of a paper (arXiv: 1501.00003)
• The accession number from the submitting site's database (45029 or any format)
• Any identifying number that may have meaning or retrieval utility to a particular segment of the anticipated user population (any format)

Note that these other identifying numbers do not typically fit more specific identifier fields available for input, i.e. fields such as product/report number, R&D project IDs, etc. Note also that multiple identifiers may be input here. A semi-colon and a space must be used to separate each identifier from the next one following it.

*Recipient/Contractor Organization

Provide the name and location of the organization that was funded and performed the research described in the accepted manuscript. More than one may be provided. Separate multiples with a semicolon and a space.

*STI Product Type

Select "Journal Article-Accepted Manuscript" from the choice of four product types. Note: Published versions of journal articles should not be submitted; you must provide the final peer-reviewed accepted manuscript and certify this is true before submission.

Additional subfields will appear on the AN 241.3 based on selection of Journal Article: Accepted Manuscript as the STI product type.

• *Journal name - The name of the journal in which the accepted manuscript is to be published (or was published) is required
• Digital Object Identifier (DOI) - Provide if available. If provided, you may then select Auto Populate Metadata which will automatically fill in journal information (e.g., journal name, volume, etc.). A Digital Object Identifier (DOI) is a unique character string assigned by a registration agency (such as CrossRef) and used to uniquely identify an object such as an electronic document and provide a persistent link to its location on the Internet. If a DOI exists, you may enter the complete DOI for this STI Product. All DOI numbers begin with a 10 and contain a prefix and a suffix separated by a slash. The prefix is a unique number of four or more digits assigned to organizations; the suffix is assigned by the publisher and was designed to be flexible with publisher identification standards; e.g., a valid format is 10.xxxxxxxxxxxxx/yyyyyyyyyyyyy. See CrossRef.Org (link is external) for more information.
• Volume
• Issue
• Serial identifier such as ISSN
• Page range
• Journal-associated conference information

*STI Product Title

Provide the title that appears on the accepted manuscript.

Publication/Issue Date

Enter the publication date in either mm/dd/yyyy format (example: 01/01/2014) or yyyy (example: 2013). If you use the yyyy format, also enter the time period (use the drop-down menu to input additional date information).

*Author(s)

After entering last name, first name, and middle name or initial in the specified blanks, you may also enter the primary author/creator's email address, his or her ORCID number, and his or her affiliation in the remaining three fields of the author section. SeeAbout the Addition of ORCID Numbers to E-Link (link is external) for additional information.

• You may add as many additional authors as needed by clicking the Add New Author button.
• You may change the order of author names by selecting the appropriate "author block" and dragging it.
• If you wish to delete an author's name that you have already entered, click and drag that author entry to the bottom of the list, then click the Delete Last Author button.

Note that organization names or names of collaborations should not be entered into the author fields. Collaboration names and names of contributing organizations are entered into the Contributor Organizations field.

Contributor Organization(s)

The name of a Research/Project Collaboration, if applicable, should be entered in this field, not in the author field. Contributor organizations are not author affiliations, the originating research organization, nor the funding/sponsor organization. They are, instead, any company, institution, or organization to which the submitter wishes to provide recognition and which clearly does not fit into any of the other organization fields. Examples of possible contributor organizations that a submitter may want to list (in addition to listing a collaboration name) include:

• An external organization that provided significant review of the research product.
• An organization that provided site management but was not directly involved in the research/experiment itself.
• An organization that collected data to provide to the originating research organization.
• A data center or repository that is not listed as the originating research organization.

This is a free text field and can hold multiple organizations names. Each different organization should be separated by a semi-colon followed by a space.

Report/Product Number

This field is optional for Accepted Manuscripts but can be used to provide a unique identifier that research organization or author placed on the Accepted Manuscripts itself.

Suggested format is: use DOE, an acronym that identifies the awardee/recipient organization, and the final five to seven characters from your contract or grant number.

*Sponsoring DOE Program Office

Select the name of the specific DOE program office that provided the project funding, from the list provided (e.g., USDOE Office of Science (SC) Basic Energy Sciences (BES)). For projects funded by more than one program office, indicate all sources of the DOE funding in descending order of dollar amount of funding appropriated. You may also input additional funding agencies in the textbox. Separate multiple program offices or funding agencies with a semicolon and a space. If you do not know the sponsoring DOE program office, select "USDOE".

*Description/Abstract

You must provide a clear, concise, and publicly releasable English language executive summary of the information contained in the accepted manuscript, written in terms understandable by an educated layperson. The length should be no more than 5,000 characters. To fill this field, you can cut and paste from any word processing file.

Subject Categories

Select one or more categories from the list provided. Select them in order of relevance to the project described in the article. You can review the list of subject category descriptions on the Authorities (link is external) page.

Keywords

These are words or phrases that describe the project as summarized in the article. Keywords aid in the online search and discovery of information about the project. More than one keyword may be entered; separate multiple keywords with a semicolon and a space.

*Intellectual Property/Distribution Limitations

Since by definition an accepted manuscript will appear in a publicly available scholarly journal, the appropriate category to select should be Unlimited Announcement - The unrestricted, unlimited distribution of the product will be made publicly available. The government assumes no liability for disclosure of such data. Unlimited is therefore the only value that can be selected. You will also be required to certify that only appropriate information is contained in the product (see also "Certifications" section).

*Recipient/Contractor Point of Contact

Provide the organization or individual(s) name(s) with corresponding contact information who will serve as the point of contact for DOE if there are questions about the content of the STI product.

Part II: STI PRODUCT MEDIA/FORMAT AND TRANSMISSION

*Media/Format Information

For accepted manuscripts, the medium will be an Electronic Document.

*Certifications

For Journal Article-Accepted Manuscript, there are three certifications that you are required to indicate.

1. The award recipient is responsible for ensuring that content of the accepted manuscript is suitable for public release. Therefore, you must self-certify that it does not contain limited rights data (proprietary data), classified information, protected PII, information subject to export control classification, or other information not subject to release.
2. You must also certify that the accepted manuscript being provided is not the published version of the article (i.e., that it is not a copyrighted reprint of the published article in the journals format) and that you understand that DOE Policy calls for the manuscript to be submitted after peer-review and acceptance, but before final formatting by the publisher.
3. You must also certify that, in any Publication and Copyright Agreement made with the journal publisher, rights have been retained to deposit the accepted manuscript with DOE.

*Transmission Information

For Accepted Manuscripts, you have two options as described below. Indicate in the appropriate fields which way you are providing the accepted manuscript.

1. Provide a persistent link (e.g., a URL or PURL) that is publicly accessible for the full text of the accepted manuscript. (NOTE: If the general public cannot access the manuscript at this location, then you must use option 2.)
   OR
2. Upload the full text of the accepted manuscript.

Provide additional information indicated for selected option. For option 1, provide the URL or PURL that will link directly to the specific document. Note: it must be accessible to a member of the general public. For option 2, upload the file by selecting the Browse button to locate the file on your computer. Valid file formats are: Adobe Portable Document Format (.PDF) or MS Word (.DOC) only. Before you upload the document, you must certify (in Certifications above) that the document being uploaded has been reviewed for, and does not contain, any information not subject to release, such as Protected PII.

Timing Out

The notice has a time limit of thirty (30) minutes. After 30 minutes of inactivity (if you take more than 30 minutes to interactively fill out the notice), you will receive a timeout message. If you receive a timeout message, you can select the "Back" button on your browser, and resubmit the notice.

Print

You are advised to print a copy for your records. However, note that you will also have an opportunity to print after you select Submit and get a summary. Please review carefully and print your information before submitting the announcement notice. You will not be able to view or edit information once the notice has successfully completed submission.

Submit

When the notice is complete, select the Submit button. If the information is complete (i.e., all required fields provided and certain validations made), you will move to a screen with a summary of your input. This summary screen should be printed for your records. If there are errors or missing data, you will have an opportunity to correct those and then select Submit again. If there are no errors, the process is finished. Upon successful submission of the announcement notice, an email will automatically be sent to your contracting officer notifying them of your submission.

*Releasing Official

This information is required. Provide the Released By (Name), Date (mm/dd/yyyy), Email, and Phone of the releasing official. You must also select the box verifying that Personally Identifiable Information was not detected in the uploaded STI product.

INSTRUCTIONS for Conference Papers/Presentations or Proceedings

Part I: STI PRODUCT DESCRIPTION

*DOE Award/Contract Number

The award number must be input accurately first in order to complete and submit the AN 241.3. The format should be either (1) two alphabetic characters and seven digits (for DOE awards granted since 2007), or (2) two alphabetic characters, two numeric characters, a dash, two-digit year, two alphabetic characters, and a five-digit number (for awards granted prior to 2007).

Other Identifying Number(s)

Examples of other identifying numbers that submitters may want to include are:

• Non-DOE contract numbers (Please do not include these non-DOE contract numbers in the DOE Contract Number field. That field is validated and the record will be rejected if the grant/award/contract number is not a DOE one).
• The number assigned by arXiv.org to an author's posting of a paper (arXiv: 1501.00003)
• The accession number from the submitting site's database (45029 or any format)
• Any identifying number that may have meaning or retrieval utility to a particular segment of the anticipated user population (any format)

Note that these other identifying numbers do not typically fit more specific identifier fields available for input, i.e. fields such as product/report number, R&D project IDs, etc. Note also that multiple identifiers may be input here. A semi-colon and a space must be used to separate each identifier from the next one following it.

*Recipient/Contractor Organization

Provide the name and location of the organization that performed the research or issued the conference paper/presentation or proceedings. More than one may be provided. Separate multiples with a semicolon and a space.

*STI Product Type

For conference items, select "Conference Paper/Presentation or Proceedings" from the drop-down menu. Then select the appropriate subtype, either (1) Conference Paper/Presentation if an individual conference paper or conference presentation is being submitted or announced or (2) Conference Proceedings if the entire proceedings is being submitted as one compiled document, such as for a workshop.

• Conference Paper/Presentation
• Conference Proceedings

Note that these types will open additional fields on the AN 241.3 because they require additional values be selected as well, including:

• Conference Information (required information, i.e., location, place, and date)
• Conference-associated journal information: Journal name, volume, issue, serial identifier, and page range.

*STI Product Title

Provide the title that appears on the conference item itself, including volume, edition, and similar information if applicable.

*STI Product Date

Enter the date of the product in mm/dd/yyyy (example: 01/01/2014) or yyyy (example: 2013). If you use the yyyy format, use the drop-down menu to input additional date information.

*Author(s)

After entering last name, first name, and middle name or initial in the specified blanks, you may also enter the primary author/creator's email address, his or her ORCID number, and his or her affiliation in the remaining three fields of the author section. See About the Addition of ORCID Numbers to E-Link (link is external) for additional information.

• You may add as many additional authors as needed by clicking the Add New Author button
• You may change the order of author names by selecting the appropriate "author block" and dragging it.
• If you wish to delete an author's name that you have already entered, click and drag that author entry to the bottom of the list, then click the "Delete Last Author" button.

Note that organization names or names of collaborations should not be entered into the author fields. Collaboration names and names of contributing organizations are entered into the Contributor Organizations field.

Contributor Organization(s)

The name of a Research/Project Collaboration, if applicable, should be entered in this field, not in the author field. Contributor organizations are not author affiliations, the originating research organization, nor the funding/sponsor organization. They are, instead, any company, institution, or organization to which the submitter wishes to provide recognition and which clearly does not fit into any of the other organization fields. Examples of possible contributor organizations that a submitter may want to list (in addition to listing a collaboration name) include:

• An external organization that provided significant review of the research product.
• An organization that provided site management but was not directly involved in the research/experiment itself.
• An organization that collected data to provide to the originating research organization.
• A data center or repository that is not listed as the originating research organization.

This is a free text field and can hold multiple organizations names. Each different organization should be separated by a semi-colon followed by a space.

*Report/Product Number(s)

This is a unique identifier that you create and place on the paper, presentation or proceedings.

Use DOE, an acronym that identifies the awardee/recipient organization, and the final five to seven characters from your contract or grant number. Example: For award #AC02-01FE11111, with Yale University, the report number would be: DOE-YALE-11111 or DOE-YALE-FE11111. If more than one STI product is to be submitted, you may use a suffix to identify them individually.

*Sponsoring DOE Program Office

Select the names of the specific DOE program office that provided the funding from the list provided (e.g., USDOE Office of Science (SC) Basic Energy Sciences (BES)). For projects funded by more than one program office, indicate all sources of the DOE funding in descending order of dollar amount of funding appropriated. Other funding agencies may also be indicated by inserting funder name(s) in the textbox. Separate multiple program offices or funding agencies with a semicolon and a space. If you do not know the sponsoring DOE program office, select USDOE.

*Description/Abstract

Provide a clear, concise, and publicly releasable English language executive summary of the information contained in the conference product, written in terms understandable by an educated layperson. The length should be no more than 5,000 characters. To fill this field, you can cut and paste from any word processing file.

Subject Categories

Select one or more categories from the list provided. Select them in order of relevance to the project described in the product. You can review the list of subject category descriptions on the Authorities (link is external) page.

Keywords

These are words or phrases that describe the content of this product. More than one keyword may be entered; separate multiple keywords with a semicolon and a space.

*Intellectual Property/Distribution Limitations

For conference papers/presentations, because the information has already been delivered in a public setting and thus has been publicly released, the distribution category should be "Unlimited Announcement." It is the responsibility of the recipient to ensure that the information was appropriate for release.

For conference proceedings that have been prepared under terms of an award, the recipient must indicate the distribution category and provide self-certification (see also "Certifications" section).

• "Unlimited Announcement" - The unrestricted, unlimited distribution of the product will be made publicly available. The government assumes no liability for disclosure of such data.
• Copyrighted Material - A copyright restriction on part or all of the contents of the STI product may affect the reproduction and distribution of the product by DOE/OSTI. Any restriction as retained in the award document must be specified.
• Controlled Unclassified Information (CUI) (enter specific or basic categories/dissemination controls)*
• Small Business Innovation Research (SBIR) Data - If this is selected, indicate phase (Phase I or II or Phase III). Specify the release date which should be no more than four years from the date that the STI product was provided by DOE to OSTI.
• Small Business Technology Transfer (STTR) Data - If this is selected, indicate phase (Phase I or II or Phase III). Specify the release date which should be no more than four years from the date that the STI product was provided by DOE to OSTI.
• Security Sensitive Information
• Protected Data - You must also select CRADA or cite the data clause paragraph in your award document which allows trade secret like protection (e.g. Energy Policy Act (EPAct), clean coal, electric vehicles, steel initiative, etc.). Then, specify the release date which must be no more than five years.
• Patentable Material - Provide all applicable patent information.
• Program Determined Official Use Only

* For Controlled Unclassified Information (CUI), enter the basic or specified categories along with any limited dissemination controls. The best practice is to enter these using the CUI banner markings on the document. Examples include: "CUI//EXPT" "CUI//NNPI//FEDCON" "CUI//SP-EXPT". Please see the CUI Marking Handbook (link is external) for more information.

*Recipient/Contractor Point of Contact

Provide the organization or individual(s) name(s) with corresponding contact information that will serve as the point of contact for any questions DOE may have about the content of the STI product.

Part II: STI PRODUCT MEDIA/FORMAT AND TRANSMISSION

*Media/Format Information

The medium will depend on whether it is a conference paper, a conference presentation, or conference proceedings. For conference papers, the medium will be "electronic document." Then provide the format of the document in the Transmission section.

For conference presentations, which are "Audiovisual" medium, indicate the format as either PPT format for a presentation that will be uploaded, or, if a video posted on publicly accessible website, provide the unique URL that links directly to the video or audiovisual STI product. For a video, the URL is required information. Additional information such as format, file type, and run time may be filled in.

For conference proceedings, select the medium "Electronic Document" and then indicate the file format in the Transmission section.

*Certifications

For conference papers/presentations, you must self-certify that the item described in the notice has already been presented in a public setting during a conference or similar meeting and therefore has been publicly released and that the content is suitable for public release.

For conference proceedings that are electronically uploaded to DOE via E-Link, you must self-certify at the time of submission that the proceedings do not contain any of this type of information: limited rights data (proprietary data), classified information, protected PII, information subject to export control classification, or other information not subject to release.

*Transmission Information

Indicate the format if the conference paper is 'Electronic Document' or if a conference presentation is PPT, then upload the corresponding file format. Select the 'Browse' button to locate the file on your computer. Valid file formats are: Adobe Portable Document Format (.PDF) or MS Word (.DOC) only for electronic documents or PPT for audiovisual. Other audiovisual formats for conference presentations, such as for videos, cannot be uploaded but can be announced by providing a unique URL location. Before you upload the document, you must certify that the document being uploaded has been reviewed for, and does not contain, any information not subject to release, such as Protected PII.

Timing Out

The notice has a time limit of thirty (30) minutes. After 30 minutes of inactivity (if you take more than 30 minutes to interactively fill out the notice), you will receive a timeout message. If you receive a timeout message, you can select the "Back" button on your browser, and resubmit the notice.

Print

You are encouraged to print a copy of the notice for your records. You will also have an opportunity to print a summary after you Submit the item. Please review carefully and print your information before submitting the announcement notice. You will not be able to view or edit information once the notice has successfully completed submission.

Submit

When the notice is complete, select the "Submit" button. If the information is complete (all required fields provided and certain validations made), you will move to a screen with a summary of your input. The summary screen should be printed for your records. If errors are detected, you will have the opportunity to make corrections and then select Submit again. If no errors are found, that completes the process. You will not be able to retrieve or edit the information after this step. Upon successful submission of the announcement notice for conference proceedings, an email will automatically be sent to your contracting officer notifying them of your submission.

*Releasing Official

This information is required. Provide the Released By (Name), Date (mm/dd/yyyy), Email, and Phone of the releasing official. You must also select the box verifying that Personally Identifiable Information was not detected in the uploaded STI product.

INSTRUCTIONS for Datasets

Purpose:

Announcement Notice (AN) 241.6 provides to the U.S. Department of Energy (DOE) Office of Scientific and Technical Information (OSTI) metadata needed to identify/announce publicly available datasets resulting from work funded by the U.S. Department of Energy (DOE) or performed in DOE facilities. The information allows OSTI to assign Digital Object Identifiers (DOI) to datasets and register them with DataCite (link is external) as a service to researchers. This value-added step facilitates visibility, helps ensure long-term preservation, and supports better linkage between DOE's published research results and the underlying data. See About OSTI's Data ID Service (link is external) for information about the process by which a DOI is assigned to a dataset and the benefits that result. Then, use this page of instructions to help you as you fill in the AN 241.6 or take a look at the STI Announcement Web Service for 241.6 Data manual if you are interested in a more automated submittal method.

Who uses this Notice:

DOE, DOE Major Site/Facility Management contractors, multi-program and single-program laboratories, other DOE facilities, and DOE grantees/financial assistance recipients may complete AN 241.6 and submit it with a URL for the publicly available location of the data.

Contact Information

For questions about DOIs and OSTI's Data ID Service, email DOEDATAID@osti.gov. For general information or assistance with E-Link, Contact Us.

AN 241.6 Metadata Details and Requirements

*An asterisk indicates required information.
'Tab' between data fields. The 'enter' key assumes you are attempting to submit the notice before entering all required data.

Part I: STI Product Description

*Dataset Type - This is a required field.

Select one choice from the drop-down list that best describes the dataset's main content.

• Animations/Simulations - Animations and simulations resulting from runs of computer models or similar software.
• Figures/Plots - A dataset consisting mainly of data diagrams, graphs and charts, diagrams or schematic drawings.
• Genome/Genetics Data - Information that is numeric or alpha-numeric in nature (such as gene sequences) or that is a specialized mix of text and non-text information conveying results of genetics/genome research
• Interactive Data Map(s) - A non-static interface and the GIS data and/or shape files that generate it.
• Multimedia - An example of a multimedia dataset might be a video of an experiment in progress, where the camera monitors change over a number of hours.
• Numeric Data - Data primarily expressed with numbers; other content is secondary and supporting.
• Specialized Mix - This "type" may be used to indicate a dataset made up of content that doesn't fit into one of the other "type" categories. The content of a "specialized mix" dataset could have some of everything in this list, for example, but is clearly focused on data and does not have a "format", such as a technical report that is focused on data would
• Still Images or Photos - A collection of images or photographs that are produced by a scientific instrument or that convey scientific results of experiments. Scientific images that might constitute a data set could be images of cells or molecules that are typically taken with electron microscopes, 3-D structures of proteins or nanomaterials, images captured during an accelerator run, images from astronomy, etc.

*Dataset Title - This is a required field.

Enter the title exactly as given on the product itself, including part, version, and similar information.

*Author(s) [Creator(s)/Principal Investigator(s)] - This is a required field.

Enter the name of the person(s) primarily responsible for the dataset, i.e. the person(s) who should be credited with the content of the dataset. After entering last name, first name, and middle name or initial in the specified blanks, you may also enter the primary author/creator's email address, his or her ORCID Number (link is external), and his or her affiliation in the remaining three fields of the author section. Email, ORCID number, and affiliation are optional parts of this required author block.

The author email is used by OSTI to send creator(s)/PI(s) the Digital Object Identifier (DOI) for the dataset registered with DataCite. Email addresses will not appear in public databases.

Note that organization names or names of collaborations should not be entered into the author fields. Collaboration names and names of contributing organizations are entered into the Contributor Organizations field.

Related Resource

Enter brief citation information (title, author, identifier) for key publication(s) and technical report(s) that the dataset being announced directly supports.

*STI Product Identifiers

*Dataset Product Number(s) - This is a required field.

An identifying number that has been assigned to the dataset by either the originating/submitting organization or by the organization currently hosting the data. If two different organizations have assigned different numbers to the dataset, both are listed here. They should be separated with a semicolon and a space. If no identifying product number exists, the word "None" may be entered in this field.

*DOE Contract/Award Number(s) - This is a required field.

Enter the DOE contract number under which the work was funded. If the dataset is a result of a joint effort between two or more DOE Site/Facility Management Contractors, etc., additional DOE contract numbers may be entered. The "DE" should not be included as a part of the number. Multiple numbers are separated with a semicolon and a space. When more than one number is entered, the first number is considered the primary number. If a DOE Contract Number does not apply for the originating organization, the word "NONE" should be entered.

Other Identifying Number(s)

Examples of other identifying numbers that submitters may want to include are:

• The number assigned by arXiv.org to an author's posting of a paper (arXiv: 1501.00003)
• The accession number from the submitting site's database (45029 or any format)
• Any identifying number that may have meaning or retrieval utility to a particular segment of the anticipated user population (any format)

Note that these other identifying numbers do not typically fit more specific identifier fields available for input, i.e. fields such as product/report number, contract number, R&D project IDs, etc. Note also that multiple identifiers may be input here. A semi-colon and a space must be used to separate each identifier from the next one following it.

*Originating Research Organization - This is a required field.

Select the name of the organization that performed the research or issued the dataset from the drop-down list. More than one organization may be selected. You may also type in the name of the Originating Research Organization, if you do not see it in the picklist. Select or list the primary organization first and separate multiple entries with a semicolon and a space. (See also the Contributor Organization(s) field.)

Availability

Provide the name of any office or organization that can offer additional help in obtaining or utilizing this dataset.

Contributor Organization(s)

The name of a Research/Project Collaboration, if applicable, should be entered in this field, not in the author field. Contributor organizations are not author affiliations, the originating research organization, nor the funding/sponsor organization. They are, instead, any company, institution, or organization to which the submitter wishes to provide recognition and which clearly does not fit into any of the other organization fields. Examples of possible contributor organizations that a submitter may want to list (in addition to listing a collaboration name) include:

• An external organization that provided significant review of the research product.
• An organization that provided site management but was not directly involved in the research/experiment itself.
• An organization that collected data to provide to the originating research organization.
• A data center or repository that is not listed as the originating research organization.

This is a free text field and can hold multiple organizations names. Each different organization should be separated by a semi-colon followed by a space.

*Publication/Issue Date - This is a required field.

Provide the date when the information product was published or issued, either in format mm/dd/yyyy (example: 04/17/2011), or in format yyyy (example: 1995). If you use the yyyy format, you may also select a Time Period from the drop-down list, if known.

Or Text Date
Provide date as Spring 2011, January 2011, etc.

Language - This field has a default value.

The default value is "English." If the language is not English, select the language in which the information product is written from the drop-down list.

Country of Publication - This field has a default value.

The default value is "United States." If the country of publication is not the United States, select the country of publication from the drop-down list.

*Sponsoring Organization(s) - This is a required field.

Select the DOE Program Office and sub-Program Office (e.g. Office of Science (SC), Office of Basic Energy Sciences (BES, DOE Office of Nuclear Energy (NE), Fuel Cycle Research and Development Program) that funded the work described in the STI Product. For projects funded by more than one Program Office, select each source of the DOE funding in descending order of dollar amount of funding. The names of funding offices for work for non-DOE organizations may be typed into this field; separate multiple program offices with a semicolon and a space.

Subject Categories

Select one or more categories from the drop-down list. Select the primary one first. A list of subject categories and their descriptions is available at the Authorities (link is external) page. If no subject category is provided by the originating organization, the Office of Scientific and Technical Information will generate the appropriate categories.

Keywords

Provide terms that describe the content of the dataset. More than one term may be entered; separate multiple terms with a semicolon and a space. If keywords are not provided by the originating organization, the Office of Scientific and Technical Information will generate them.

Description/Abstract

Provide a clear, concise summary of the content of the dataset, as well as specialized parameters that describe the data. Specialized parameters may include a date range during which information was taken (such as May, 01 2002 - December 31, 2002), geographic information (such as a specific state, region, country, latitude and longitude, etc.), information such as well depth ranges, temperature ranges, etc. The abstract length should be no more than 5,000 characters.

Part II. Dataset Location/Technical Specifications

*Location Information

*URL where dataset is posted for access - This is a required field.

Provide the URL that leads to an HTML "landing page" (information page) that provides context and usage information for the dataset. The landing page must include a direct link to the dataset and/or to its component files. Provide a complete unique URL (Uniform Resource Locator) address sufficient to access the landing page.

Digital Object Identifier (if already assigned)

Provide the DOI if one has been assigned prior to the dataset being announced to OSTI. If the dataset does not already have a DOI, one will be assigned to it by OSTI's Data ID Service (link is external). [Please be aware that registering a dataset for a DOI includes a commitment on the part of the author or submitter that the dataset will be maintained indefinitely for public access. DataCite recommends that datasets be placed in the care of a data center or online repository prior to registration.]

Technical Specifications

Dataset File Extension

Please provide the file extension of the dataset. The content of the dataset will not be indexed by OSTI but knowing the type of file posted will be important to the users that search our databases. Some common file extensions are .txt, .csv, .ps, etc.

Software needed to utilize dataset (if applicable)

Specialized software tools are often developed to allow a user to manipulate data in various ways. If these tools are available for the user but do not have to be used with the data, they do not need to be listed. However, if there is a piece of software without which a user cannot open, see, or use the dataset, that software should be noted in this field.

Dataset Size

Indicate how many individual data files are included in the dataset being announced, or if the dataset consists primarily of images, note the approximate number of images. You may also indicate size in megabytes, and you may indicate whether the dataset is complete or will continue to have files added to it.

Part III. Contact Information

This information is needed for administrative use; it will not be displayed in public databases.

*Name and Position - This is a required field.

*Organization - This is a required field.

*Email - This is a required field.

Email addresses will not appear in public databases. OSTI will use these addresses to send creator(s)/PI(s) the Digital Object Identifier (DOI) for the dataset announced to OSTI. The primary contact, if different from the Creator/PI, will also receive a copy of the notification.