Open access copyright and publishing - UoS guide

1. Understanding Open Access,
Copyright and Publishing
Katharine Holmes
Academic Liaison Librarian
k.holmes@uos.ac.uk

2. What is open access (OA)?
• Open Access (OA) means making research publications freely available to
anyone with internet access so anyone can benefit from reading and using them.
• OA is not just making research available to read, but also allowing others to re-
use that research e.g. allowing the content to be analysed or reused for
commercial or non-commercial use.
• OA materials generally include peer reviewed journal articles, conference papers,
scholarly monographs and research data.

3. Benefits of open access
The sharing of information is fundamental to research
• Your work will be visible to researchers anywhere.
• Practitioners will be able to apply your findings and develop your research further.
• Your work will have greater impact, and more citations.
OA explained (Wiley) https://www.youtube.com/watch?v=o2HMouOV-Lg&t=15s

4. Types of OA journals
Gold OA Green OA
On choosing your route you will need to consider:
• Any fees or Article Processing Charges (APCs)
• Any limits on embargo periods set by funding bodies
UoS encourages all staff to publish their work as OA through either the Gold or the
Green route. Any funding required to support Gold publishing and APCs will need to
be secured through initial funding bids, where permitted, or from School budgets.

5. Gold OA
• The published article is immediately available as full text from the publisher
website.
• The article is published in either an OA journal, or a hybrid OA journal. Hybrid
journals are those where the business model is at least partially based on
subscriptions. Pure OA journals do not charge subscription fees but do require
authors (or their author's institution or funder) pay an APC.
• APCs can range from £400 to £3500 per article. Funding needs to be secured
from Uos (via School funds) or external funding secured to undertake the
research.

6. Green OA
• Green OA means that the research is published in a subscription journal.
• The author of the work then self-deposits into an open access repository such as
Open Access Repository Suffolk (OARS).
• There are no charges made for publishing via the Green Route.
• Some publishers require delays, or an embargo, on when a research output in a
repository may be made open access, typically 6 - 24 months.

7. Gold Open Access Green Open Access
Articles are immediately available in
OA journals (pure or hybrid) on
publication
Articles are available to subscribers of
the subscription journal
The final version can be posted
immediately in an institutional
repository or in the author’s own web
site
A draft version of the article may be
posted in an institutional repository
(there may be embargos)
Publishing costs are payable by
authors who seek to cover costs via
the institution or funding body
Publishing costs are covered by the
journal subscription fee

8. OA button
https://openaccessbutton.org
The OA button can help you to access OA content free of charge.
Free, legal research articles and data are delivered instantly or automatically
requested from authors.
Useful for searching Summon for content outside of UoS collections – limit
by open access.
Ridge (2013) Epidemiology of lung cancer

9. • OA criteria presently only relate to journal articles and conference papers published with an
ISSN.
• This does not mean that other research outputs are not eligible for REF submission but that
they do not have to be made available through OA publishing.
• From 1st April 2018 the REF2021 OA policy will require deposits to be made within 3 months
of acceptance.
REF 2021- Eligibility criteria

10. HEFCE has produced requirements for REF 2021. These requirements include information on what can be
submitted and the criteria it must meet to be eligible. The timeline for REF submission is:
• 2019: invite HEIs to make submissions
• 31 July 2020: end of assessment period (for research impacts, the research environment and related data)
• November 2020: closing date for submissions
• 31 December 2020: end of publication period for publication of research outputs
• 2021: assessment year
• December 2021: publication of outcomes
• Spring 2022: publication of submissions and reports
REF 2021 – timeline for submission

11. The UoS Open Access Guide includes a REF FAQs section
https://libguides.uos.ac.uk/research/openaccess-oa/REF2021
REF FAQs

12. Websites are available to guide you through finding an appropriate journal in which to
publish your article:
Elsevier has a (beta) service which matches against their title portfolio.
Directory of Open Access Journals
• DOAJ provides search functionality for titles, the publisher and licensing models.
• The aim of the DOAJ is to increase the visibility and ease of use of OA scientific and
scholarly journals, thereby promoting their increased usage and impact.
Where to publish?
Research Journal of Health Sciences
“stem cell” in title

13. Directory of Open Access Books https://www.doabooks.org/
Where to publish?
Research Journal of Health Sciences
“stem cell” in title

14. When choosing where to publish OA journal articles it is important to
• Consider the impact and reputation of the journal.
• Verify the OA options and approach to intellectual property of the journal.
Impact and reputation

15. • Impact factors measure how often, on average, articles published in a particular title
are cited. They can be used as one metric to understand a journal's reputation.
• Useful information when applying for promotion or grants and on your CV as it allows
you to demonstrate the value of your research to your institution by showing return on
investment to funding bodies, industry and the general public.
• Thomson Reuters Journal Citation Reports provides you with impact factors for journals, giving
you options to search by subject category or for specific titles. Available via the A-Z of e-
Resources
• The Scopus Journal Metrics website also provide access to citation metrics and data for over
20,000 journal titles. https://journalmetrics.scopus.com/
Impact and reputation

16. • Predatory journals are OA journals which have questionable practices e.g.
charging publication fees to authors without providing the editorial and
publishing services associated with legitimate journals.
• Beall's list provides a directory of some publishers and associated journals
which may be considered as predatory journals.
https://beallslist.weebly.com/
• Check any journals you are considering publishing in against this list, but also
take care to visit the journal and publishers website themselves.
Predatory journals

17. • UoS strongly encourages staff to retain the intellectual property for their work when
publishing, and OA publishing is also supportive of this.
• Protect your IP, don’t just sign it away. It is important to make sure that you use
the right licence for your work, to both protect your rights as the copyright owner, but
to also to ensure your work is fully in line with the principles of OA.
Copyright and intellectual property

18. • When submitting an article you will be asked to choose a CC licence of your choice.
Check the journal’s guide for author’s for the selection available.
• CC BY-NC-ND would meet this expectation as a minimum (no permission to adapt
content) as would other outputs published under CC BY which "lets others
distribute, remix, tweak, and build upon your work, even commercially, as long
as they credit you for the original creation".
• As you retain the copyright you are able to reuse the final published version in any
way you wish, including making the full text available in OARS.
• Creative Commons FAQS https://creativecommons.org/faq/
Creative Commons (CC)

19. • You may be asked to sign some sort of copyright form (Copyright Transfer
Agreement) regardless of whether the journal is OA or not. Although this may just
cover the publisher formatting, it needs careful scrutiny.
• While many publishers have a default policy, titles within their portfolio may have
special permissions.
• Before signing any agreements with a publisher, read the terms and conditions
associated with the transference of copyright.
Copyright Transfer Agreements (CTAs)

20. • If you sign a CTA the copyright in the work, and all previous editions, belongs to the
publishers and you will be restricted as to what you can do with your work, including
how you can make the final full text manuscript available through OARS.
• An alternative solution is to offer the publisher a publication agreement, which
modifies the terms of the publisher's agreement and enables you to retain the rights
to your work. Possible addendum include SPARC Author Addendum
http://www.sparc.arl.org/sites/default/files/Access-Reuse_Addendum.pdf
Copyright Transfer Agreements (CTAs)
Queries to Ellen Buck (UoS copyright and IP guidance officer) who can
negotiate and liaise with publishers and check licensing.

21. When deciding on where to publish and whether your work will be made available using OA,
check the requirements publishers /funders have put in place.
Check the OA policy for specific titles before submission for publication using one of these tools:
• SHERPA/RoMEO Publisher copyright policies and self-archiving
• SHERPA/Juliet Research funders OA policies
• SHERPA/FACT The Funders and Authors Compliance Tool
More about publisher’s policies http://libguides.uos.ac.uk/research/openaccess/publisherpolicies
Publisher and funder policies

22. • OARS (Open Access Repository Suffolk) is the institutional repository for all scholarly
and research activity produced by students and staff during their employment with
UoS.
• It enables UoS to monitor and report on research outputs, and promote and share the
research being undertaken within the institution.
• All published content should be deposited even if it is not REF-able. OARS still acts
as a promoter of your work and institution and can attract collaboration. Full text
materials should be deposited where available.
• Full text materials should be deposited where available.
What is OARS? http://oars.uos.ac.uk

23. What material is included in OARS?
OARS is a collection of anything and everything, not just REF material.
• Journal articles
• Books or book chapters
• Conference papers or posters
• Commissioned reports
• Digital representations of images, artefacts, compositions, performances or recordings
• Intellectual property, granted patents, published patents, or any other form
• Trade / professional publications
• Teaching materials
• Newspaper / magazine articles
• Doctoral theses (University of Suffolk students)
• Creative writing

24. • An increased institutional profile will help to attract research partners and
funding and improve the research profile of staff.
• The OARS site will be the primary source for anything submitted for REF. It’s a
one stop shop to enable us to gather, measure and test against the REF
criteria.
• To ensure UoS work is visible to anyone searching the repository, or using
Summon, Google and specialist services such as OpenDOAR (once UoS is
registered).
Why include material in OARS?