Things that you need to know about Open Access, the REF and the CRIS Rowena Rouse Scholarly Communications Manager May 2016

What is Open Access? As you probably know, the basic concepts of the OA principle are very simple, and amount to: “If you produce a research output of any sort, then it should immediately be available for all the world to see, whenever they wish, absolutely free of charge”

Why is Open Access important? OA maximises research usage Public (tax payers) Businesses and industry Academic community - potential to increase citations OA requirements of funding bodies Research Councils UK (RCUK) EU funding - Horizon 2020 Major charities (Wellcome Trust…) Eligibility for submission to REF2020

Key dates HEFCE’s REF eligibility policy “This requirement will apply to journal articles and conference proceedings accepted for publication after 1 April 2016” RCUK’s OA policy “The policy applies to peer ‐ reviewed research articles (including review articles not commissioned by publishers), which acknowledge Research Council funding, that are submitted for publication from 1st April 2013, and which are published in journals or conference proceedings.” Oxford Brookes Open Access Position Statement

#1 Which publications have to be available on Open Access (OA)? Journal articles Conference articles (with an ISSN) When? HEFCE’s REF eligibility policy “This requirement will apply to journal articles and conference proceedings accepted for publication after 1 April 2016” Now!

#2 What do I have to do? ACT ON ACCEPTANCE requires researchers to act on acceptance to deposit their final peer- reviewed text, also known as: - ‘Author Accepted Manuscript (AAM)’ - ‘final author version’ or - ‘postprint’ in an open access institutional or subject repository within three months of the date of acceptance* For Brookes staff this means adding this version to the CRIS applies to article manuscripts accepted after 1 April 2016

#3 Do we require anything else from you? Yes – evidence of acceptance date such as from publisher How? Cut and paste text from into a text file, word doc or create a pdf save and upload alongside the version of your paper on the CRIS Dates Acceptance Date – deposit within 3 months of acceptance date* *Note Hefce will not be enforcing the requirement of deposit within 3 months of acceptance until early It still needs to be within 3 months of publication date for only.

#4 The Hard Core Non-compliant outputs (ie a journal article or conference proceeding submitted to the post-2014 REF that is not compliant with all the criteria and with no valid exception recorded) will receive an unclassified score. Brookes Message: You should publish in the journal that is most appropriate to your discipline Exceptions: Need to record them – add note to record More information: FAQs :

#5 What about monographs, book chapters, and other outputs? There is no open access requirement for these types of outputs. Just add brief details about the output to the CRIS.

#6 How to add your publications to the CRIS (Converis)

The CRIS Log on to CRIS Click on Login Trouble logging in? Go to this page for sytem status, latest developments and ‘how to’ guides

Another login Click on Login

University Login Screen Enter your usual p00 staff number and password Once logged in – You will see this screen

Add a new publication 1. Select Publications 2. Select Publication Type

Add information about your output * = mandatory field 2. Add list of authors (Surname Initials, Surname Initials ) eg Rouse RC, Taylor S 1. Add title

Add Journal Name Click on ‘plus’ sign1. Click on plus sign 2. Search for Journal name Enter the journal title and click on search icon

Adding a new journal title Search for journal name If journal title not in list, select ‘plus’ sign and add

Upload fulltext of article and evidence of acceptance date 1. Add expected publication year 2. Upload the Accepted version here Then 3. Upload the evidence of acceptance date here too. Can be a doc, txt, pdf or screenshot here

Move record ‘For validation by the library’ Save and close Move to ‘For validation by library’ Save record and move from non-validated to for validation by the library

Further changes to the record Note if you want to make any further changes Go back to publication and request change.

#7 What the Scholarly Communications Team does: Check the record for accuracy, add any further information if known Has a version of the paper been uploaded? If incorrect version, contact author asap and request the required version If correct version, look after accepted version until embargo has elapsed, author and ask to let us know date of publication Moved over to RADAR automatically once everything is there

#8 Tell us when your article has been published

The Gold Route All Open Access Pay Article Processing Charges (APC) - cost £400 - £3000 per article Open Access Journal with no fees, no subscription Hybrid Journals Mix of papers some available on open access where APCs have been paid, other articles behind a paywall so institutions still have to subscribe to them

The Green Route Hefce supports this route – Publishers often impose a delay before repositories can make manuscripts openly available. The maximum permitted embargo is: - 12 months (for Panels A and B) or - 24 months (Panels C and D).

#9 ORCIDS ORCID provides a persistent digital identifier that distinguishes you from every other researcher. Research councils and probably Hefce, publishers are beginning to require them. We want you to register for one via the CRIS – more information soon

#9 ORCIDS

#10 Import your records from Web of Science You can import your records from Web of Science. This can be especially useful for new staff. Guidance of this will be coming out soon. Please contact Rowena Rouse for more information

#11 Help is Available webpages drop-in sessions at all sites, May, June or tailored sessions are available too or call Rowena Rouse, Scholarly Communications Manager, Library x5085

Researcher Current Research Information System Publications: journal articles, conference papers Research data record Publish – make available on open access Postgraduates PhD theses Masters dissertations Undergraduates New student research collection on RADAR Examination papers Staff web profiles Discover Google Opendoar

#12 The Brookes Open Access Poster  Link to pdf of this A4 poster Link to pdf of this A4 poster