Open Access and Institutional Repositories at the University of Glasgow Susan Ashworth

University of Glasgow Founded in nd oldest University in Scotland (4 th UK) 6000 Staff –2,600 Researchers 19,900 Students –15000 undergrads –4900 postgrads In the top 1% of the world's universities

Repositories at Glasgow: Timeline : In-house Testing –Initial repository work began with ePrints software : DAEDALUS Project –Received national funding to develop our repository work 2004: Scottish Declaration on Open Access –Scottish Universities agreed to set up institutional repositories, and/or liaise with other organisations to establish a joint repository. 2006: Enlighten launched –Our project work moved to a sustainable service called Enlighten

Repositories at Glasgow: Timeline : University Publications Statement –Statement released by Vice Principal for Research “strongly encouraging” deposit 2007: Theses Mandate –Higher degree theses mandate introduced and our theses service launched 2008: University Publications Policy –New policy which requires details of all journal publications and full text where © permits 2009: Publications Database –Enlighten launched in January as University’s publication database 2010: JISC funding for enhancement work

Key Drivers for Open Access in the University Increasing impact for research made openly available including: Publicly presenting the University’s research profile Complying with funding body policies on Open Access e.g. Wellcome Trust Managing our research publications Preparing for national research assessment exercises (RAE and REF)

Open Access in Scotland Scottish Declaration on Open Access launched October 2004 – all Scottish Universities are signatories Actions on institutions include: –Set up institutional repositories, and/or liaise with other organisations to establish a joint repository. –Encourage, and where practical mandate, researchers to deposit copies of their outputs (articles, reports, conference papers, etc) in an institutional or co- operative repository. The performance of Scotland’s research base world_leader_science_and_research ERIS project : taking forward the Open Access agenda in Scotland

Glasgow: Various Repositories Enlighten –Published papers and other research outputs Glasgow Theses Service –Higher Degree Theses Endeavour –Undergraduate dissertations Cross-searching provided by Google Hybrid Repository – Full Text and Records

Enlighten Home Page

Enlighten: Example Record

Glasgow Theses Home

Glasgow Theses Service

University Statement – April 2006 “Glasgow University, as a signatory of the Scottish Open Access Declaration, strongly encourages authors at Glasgow University to deposit copies of their published work into the University's Institutional Repository……….The Repository is a freely available database which anyone in the world can access and is intended to be a showcase of the research undertaken at the University.”

University Publications Policy – June 2008 The objectives of this policy are: To increase the visibility of research publications produced by staff employed by or associated with the University of Glasgow To ensure that research outputs are prepared and curated in a way which helps maximise the value that they have for the university in terms of the external use of bibliometric data e.g. league tables, post RAE

Publications Policy: Concerns of University Staff Content –What should be provided? How? When? Copyright –Will you ask me to break © agreements? What support is available? Context –How will this data and the full text be seen and accessed? Citations –Will the open access versions be cited rather than the publisher version? Impact on citations

Publications Policy: Processes Different Deposit Models –Self deposit by academic staff –Proxy deposit by administrative staff on behalf of academics –Fully mediated deposit (full text sent via to Library) Different Publication Data Models –Added directly into Enlighten or, –Imported from departmental publications databases (Reference manager, EndNote etc.) Copyright Issues –Library staff will review and check copyright and open access conditions for material

Enlighten: Measures of Success Positive reactions and support from University management, academic staff and Heads of Department for Enlighten Continued growth in deposits Continued growth in access Publications policy is a Key Performance Indicator (KPI) for International Excellence in Research within University’s strategy

Scaling up – Graph of Enlighten’s Growth Source: ROAR

Top 101 Search Terms for 2010

State of Enlighten 15,000 User records 37,300 Publication records 3,500 records added for papers published since 2008* 3,600+ Full text papers * The MiniREF Factor

EnlightenPapers on Twitter

Developmental Work Funding from JISC for projects ‘Enrich’ and ‘Enquire’, Projects seek to embed Enlighten alongside other University systems, such as Research System, HR system Author disambiguation Creating system in which we can demonstrate compliance with the Open Access requirements of funders

Browsing by Glasgow Author New Glasgow Author view Replaced “All author view” Uses staff names in the Staff A to Z Independent of name cited in the publication Publications linked to author with GUID Glasgow author autocomplete field now available which includes and GUID No need to add or use Staff Number

Browse by Glasgow Author [Screenshot]

Adding Funder Data New Funding option in the deposit workflow Award data from Research System where "publicity flag = “yes“ Staff will check. Data added with a new autocomplete field

Linking Outputs to Awards

Browse by Research Funder Name

Enlighten Dev

Staff A to Z with Publications

Role in Impact and Output Agenda Assist with impact plans Identify users of our research and best channels to get it to them Have better ways of articulating the benefits of our research and getting the beneficiaries to confirm this Capture outputs and impacts and associate them with funders “Free IP from the University of Glasgow”

Central Open Access Fund University Working Party investigating the setting up of a central Open Access fund for publication charges Questionnaire sent to all researchers Fund needs to be around £100k (Glasgow receives funds from Wellcome Trust) Perception that we are double paying for access to journals Community must examine models for scholarly communication and manage a transition

Mini-REF Internal REF exercise Enlighten being used as the platform to carry out this exercise Using modified version of the RAE add-on software developed by the University of Southampton for RAE 2008 Has significantly increased staff engagement with Enlighten 200+ staff self-depositing records and full text over past four weeks.

MiniREF Selections

MiniREF Selection Details

Impact and Esteem

Impact and Esteem 2

REF Reporting

Key Lessons Advocacy, advocacy, advocacy –Repeating our message to management and academic colleagues Relationships –Building good relationships with key people in the University and gaining their support Different needs –Respecting and accommodating different disciplines and their distinct academic requirements External influences –Using the work and decisions made by other institutions/funders to influence local change Systems and processes –Understanding the research management requirements of the University and responding

Enlighten’s Impact in Economic and Social History “Enlighten is really important to our mission to widen access to our research. As social scientists, we believe absolutely in the value of our work in terms of enhancing understanding of the issues and problems faced by contemporary society and, as historians, we are convinced that solutions to those problems must be informed by knowledge and understanding of the past. There is no point undertaking this research if it is not publicised as widely as possible, and Enlighten plays a very valuable role in disseminating our results and raising the profile of our department.”

Find Out More Me Enlighten Web 2.0 Blog and Twitter ERIS Project