Open Access at EHU

Click to deposit

Edge Hill University has a Policy on Open Access (OA) (RO-GOV-07) and accompanying guidance (RO-GOV-08) which are informed by the RCUK OA Policy 

Open access

Pure – Research Information Repository

Library and Learning Services are responsible for the management of the repository and can be contacted via REFCompliance@edgehill.ac.uk.

Pure is the University’s research repository where anyone with an internet connection can find information on research outputs produced by EHU staff.

The depositing process is the same whether or not the output is subject to open access requirements: if you wish to deposit an output click on the icon at the top of this page, complete the online deposit form and forward the relevant files to Learning Services at REFCompliance@edgehill.ac.uk.

Pure User Guides & FAQ

 

What is Open Access?

Open access publishing allows any reader to view articles online without the need for subscription or other payment. The simplest and easiest way to allow this is by depositing the full text of research outputs into the research repository whenever possible.

OA increases access and engagement with research and is now mandated by HEFCE (for the REF) and some funders (including RCUK).

SHERPA REF may help to identify whether your preferred journal allows you to comply with the REF OA requirements.

OA is not limited to the REF: all researchers should be aware that some funders have their own OA requirements so it is important to understand what they may be.

  • SHERPA/JULIET allows you to search research funders’ OA policies
  • SHERPA/FACT may help to check whether your preferred journal complies with certain funders’ OA requirements.

Benefits of OA

Open Access:

  • allows researchers to build on the findings of others without restriction,
  • enables the public to not only see the results of what is often publicly funded research but can also provide more opportunity to engage with it, and
  • allows for improved education by providing the latest research findings for teachers and students across the world.

Green or gold?

There are two main models for OA publishing:

Green OA involves self-archiving through the deposit of peer-reviewed manuscripts in an OA repository (i.e. EHRA).

  • Green OA is the University’s preferred model.
  • This usually involves the publisher imposing a fixed embargo period to allow its subscribers earlier, closed access.
  • The author does not pay to publish and, once the embargo ends, the reader does not pay to read.
  • Even if they are subject to an embargo, articles can only be REF compliant provided you deposit the ‘post-print’ full text within 90 days of acceptance by the publisher; the full text will be in the system but will simply be restricted from public access during the embargo period.

Gold OA involves the author paying an article processing charge (APC) to the publisher to ensure OA earlier.

  • There is no embargo period and the public can read the article upon publication without having to pay.
  • Some funders may require gold OA.
  • Funding may be available from the University to help meet APCs but the choice of gold OA must be justified.
  • The article should still be deposited on EHRA as normal to facilitate preservation, aggregation and text-mining, and to ensure its availability for the REF.

You may also encounter different colours:

  • White journals do not allow OA under any circumstances (you will need to request an ‘exception’ to the policy; HEFCE states that citation indices are not valid reasons for non-OA articles in the REF);
  • Diamond journals publish as OA by default for free (essentially gold OA without an APC).

 

Internal funding for publishing charges

The University understands that green OA may not always be possible (e.g. the most appropriate publication for the article does not support green OA; there is strong justification for making the article accessible sooner through gold OA).

Staff who can make an appropriate case may therefore apply for funding to support APCs for gold OA costs and other publishing charges. Such cases will be based on the quality of the publication, benefits of placing the paper in the specific publication and the cost versus value for money.

Applications for Open Access funding must be made before the article is submitted for publication.


OA & the REF

Complying with the policy

Is your article compliant?

Is your article compliant?

If the article is not in the live repository by the end of the 90 days it will not be compliant so cannot be submitted to the REF.

From 01 April 2016, you must do the following as soon as the article is accepted by the publisher:

  1. Send the written confirmation of acceptance you have received from the publisher (letter/e-mail) to Learning Services at REFCompliance@edgehill.ac.uk;
  2. Submit an online mediated deposit form containing the article’s metadata; and
  3. Send the author accepted manuscript (aka post-print version) of the article to Learning Services at REFCompliance@edgehill.ac.uk.

You should allow time for Learning Services to make the deposit live. Notify Learning Services at REFCompliance@edgehill.ac.uk if your article is approaching its 90 day limit.

If you have co-authors at EHU, only one of you needs to deposit the article for it to be linked to all of your publication profiles on EHRA.

The Research Office has started producing monthly reports on OA compliance in EHRA, which staff can access on the wiki .

Articles accepted before 01 April 2016 and other output types

All journal articles or conference proceedings articles in publications with an ISSN must be open access (OA) to be eligible for REF 2021. However, if accepted before 01 April 2016 they are not subject to this 90 day rule.

Other output types should be OA wherever possible as best practice (e.g. books, chapters, etc.).

This decision tree summarises when you need to deposit your output:

Understanding the OA 90 days (click to enlarge)

Which version should you deposit and when?

The date of acceptance is the point at which you are notified by the publisher that:

  • the article has been reviewed,
  • all requested changes have been made, and
  • the article will move toward publication.

Gold OA publications

If your article was published with immediate open access (i.e. gold OA or the journal is OA by default), you should be able to deposit the final, published version.

Please check the journal’s policy or ask Learning Services via REFCompliance@edgehill.ac.uk if you are in doubt.

Greeen OA publications

If the article was not published with immediate open access, the version you need to provide is the one accepted by the editor, at the point shown in green in the diagram below – not the copy-edited, typeset or published paper (proof/galley/version of record).

Please check the journal’s policy or ask Learning Services via REFCompliance@edgehill.ac.uk if you are in doubt.

Definition of author accepted manuscript/post-print (http://www.hefce.ac.uk/rsrch/oa/FAQ/)

Definition of author accepted manuscript/post-print (http://www.hefce.ac.uk/rsrch/oa/FAQ/)

Embargo periods

Some publishers may impose an embargo on the free access of articles in their journals or conference proceedings published under green OA (see above) so only subscribers to the publication can view it.

Embargo end dates are based on the article publication date but HEFCE states that embargoes for REF eligibility must not exceed the following without good reason:

  • 12 months for REF panels A and B
  • 24 months for REF panels C and D

If there is a permanent embargo, or if a temporary embargo exceeds these maxima, access may only be restricted in accordance with the HEFCE OA policy. If this is the case, you will need to request an exception to the policy.

If you wish to know whether an embargo applies to your output, your publisher may have informed you if there is an embargo in place, or you should be able to find the publisher’s embargo policy on its website or on SHERPA/RoMEO.

What happens after you deposit your output?

This decision tree explains what action may be required of you, if any, after you have deposited your output.

What do you need to do after depositing your article? (Click to enlarge)

What do you need to do after depositing your article? (Click to enlarge)


Policy exceptions

It may be the case that your output falls within the scope of the OA policy but does not automatically comply with it, yet you believe there is a valid reason why it should still be considered compliant.

In such cases, you can request that an exception to the policy be logged. Please log all exception requests on Pure; https://www.edgehill.ac.uk/research/pure/. We will review your request and check if the exception can be considered valid.


Licences for re-use

All files uploaded to EHRA will be deposited under the Creative Commons licence CC-BY-NC-ND unless you specify a different licence. The licence will determine the level of re-use, allowing readers to use, share and, in some cases, adapt the file freely and without charge.

Details of what each type of licence allows can be found on https://creativecommons.org/licenses/.

Your publisher or funder may mandate the use of a particular licence, while the REF requires that articles in journals or conference proceedings with an ISSN must specify a licence no more restrictive than the abovementioned default.

Publisher licence requirements may be found on SHERPA/RoMEO or on the publisher’s own website.

If the file represents a creative work for which you are responsible for deciding upon a licence, you should carefully consider the implications of imposing an overly permissive or restrictive licence.


Safe publishing

The increasing importance of OA has resulted in a move by some publishers towards gold OA (see above). This has in turn led to the emergence of some unscrupulous publishers.

Predatory publishers

You may receive e-mails from journal editors soliciting papers for open access publication (or presentation at conferences). These journals will often publish quickly without peer review, reducing the credibility of the research (and by extension the researchers).

Papers published in predatory journals are unlikely to be properly indexed and, once published in there, you will not be able to publish the article in a legitimate journal.

The problem of these publications is increasing such that there were an estimated 420,000 articles published in predatory or suspect journals in 2014.

While some may well turn out to be trustworthy, researchers should always be cautious of unsolicited requests from publishers, whether they come via e-mail, social media or other channels. Some e-mails may be noticeably untrustworthy but others may be harder to spot.

How can you tell if a publisher is safe?

  • The Think, Check and Submit campaign helps you identify trusted journals for your research using a simple checklist
  • Directory of Open Access Journals (DOAJ) reviews the journals and publishers within to ensure they commit to and prove quality, peer-reviewed OA.
  • Beaubien and Eckard’s (2014) Open access journal quality indicators may be a useful guide as to how ethical the publisher is e.g.:
    • Positive: scope of the journal, audience, reputation of its editorial board, affiliations, easy to find, clear fees information, presence of international standards such as DOI/ISSN, membership of OASPA, indexing in DOAJ (above)
    • Negative: difficult to locate/identify website, vague or missing information such as scope and policies, spamming or other obtrusive advertising practices
  • Publons’ journals list gathers information such as the reviewers and editors of a journal, review policy, and endorsements to help researchers. More details (including much of the above) can be found here.

If you have any questions or concerns about publishers/conferences please contact one of the professors in your area or the Research Office.