Unisa Institutional Repository Guidelines: archiving policies, copyright regulations and open access Presented by Ansie van der Westhuizen Non-Commercial Digital Resources Collection Developer Unisa Library vdwesapj@unisa.ac.za I am Ansie van der Westhuizen from the Collection Development division in the Unisa Library. I manage the Unisa Insitutional Repository (UnisaIR). In this screen cast we will focus on what an IR is and how to use it.

Google UnisaIR Users Contributors 1.What is the UnisaIR?   2. The UnisaIR is an open access digital repository of the research and intellectual outputs of the Unisa Community . Research, academic and administrative staff, while employed or affiliated with Unisa. Unisa post-graduate students may contribute items to the UnisaIR. 3. It is globally searchable via various search engines and contributes to the status of Unisa by displaying the intellectual output of the institution. Contributors

Open Access Explained Gold Open Access Green Open Access Open Access publishers, for example: BioMed Central, SpringerOpen, AOSIS Open Journals Gold Open Access Published in an Open Access Journal Green Open Access Self-archiving in a repository Open Access Repositories, for example: PubMed Central UnisaIR 1. This slide will briefly explain the characteristics of Open Access Open Access is the practice of providing unrestricted access via the Internet to peer- reviewed scholarly journal articles ) There can be distinguished between gold open access and green open access 2. Gold Open Access Articles are published in an Open Access journal Article processing charges (APC) are paid by the author for the article to be published freely available, Examples of open access publshers are BioMed Central, Springer Open, Wiley’s Open Access Journals, AOSIS OpenJournals 3. Green Open Access Articles are archived permanently in an internationally recognized repository (e.g. PubMed Central) Self-archiving by the author of the manuscript in a repository Post-print, pre-print or publisher’s version Embargo period could apply 4. This video will help you understand the benefits of open access \

Contents of Unisa Institutional Repository Published articles and conference papers Post-prints and pre-prints Book reviews Inaugural lectures Theses and dissertations Research reports Archival materials The UnisaIR hosts various types of information resources including: Published articles and conference papers Post-prints and pre-prints Book reviews Inaugural lectures Theses and dissertations Research reports Archival materials The emphasis in this screen cast will be on and

1 Published Article – Open Access Author pays Article Processing Charges (APC) Open access: no barriers to access such as subscription costs Research immediately and permanently available via the Internet This is an example of an article that has been published in an open access journal. The author has paid a fee to retain the copyright, licensed via Creative Commons, and it can be archived in an institutional repository as well. No subscription costs have to be paid It is immediately freely available Author retains the copyright Licensed so as to allow redistribution and reuse e.g. IR Author retains the copyright Licensed so as to allow redistribution and reuse e.g. IR Author retains the copyright Licensed so as to allow redistribution and reuse e.g. IR

2 Published Article - Subscription based access Final published version Publisher is the copyright owner – may NOT BE archived in UnisaIR Post-print or pre-print may be archived – Green Open Access Embargo may apply to the post-print version 1.This article 2is an example of the final official version published online in a subscription base journal. 3 The publisher holds the copyright. Unisa Library is subscribing to several online journals that are publishing articles such as this example. 4 Elsevier, Taylor and Francis, Springer and Emerald are examples of publishers of online journals that can be accessed through subscription only 5. Although you will be able to access the full-text online (through the Unisa Library subscription) you are not allow to upload these versions of articles in the UnisaIR. 6. In most instances the journals allow archiving of post-prints or preprints of an article in an institutional repository and 7. an embargo period may apply. Open access could be restricted for a period determined by the copyright owner doi:10.1016/j.enpol.2016.03.005

No publisher formatting such as: logos, pagination, type-setting Post-print Example of post-print article Final version of the author’s manuscript Peer-reviewed Revised by author and edited In terms of content post-prints are the article as published, but not in terms of typesetting and formatting No publisher formatting such as: logos, pagination, type-setting Post-print 1. A post-print can be defined as the final version of an academic article or other publication – 2. after it has been peer-reviewed and revised into its final form by the author. As a general term this covers both the author's final version and the version as published, with formatting and copy- editing changes in place. 3. This means that in terms of content, post-prints are the article as published. However, in terms of appearance this might not be the same as the published article, as publishers often reserve for themselves their own arrangement of type-setting and formatting. This means that the author cannot use the publisher-generated .pdf file, but must make their own .pdf version for submission to a repository. 4. This example shows that the post-print normally does not contain publisher formatting such as logos, pagination or type-setting However, in exceptional cases publishers might insist that authors use the publisher- generated .pdf - seemingly because the publishers want their material to be seen as a professionally produced .pdf that fits with their own house-style. 4. The post-print is the preferred version if archiving of the publisher generated pdf is not permitted A citation and link should be added to the online published version of the article 5. Preferred version if archiving or the publisher–generated pdf is not permitted Citation and link to online version to be added to the description. http://www.sherpa.ac.uk/glossary.html#p

No publisher formatting such as: logos, pagination, type-setting Preprint Example of preprint article Draft academic article Before peer-reviewing Before publication QA process No publisher formatting such as: logos, pagination, type-setting Pre-print 1-3. In the context of Open Access, a preprint is a draft of an academic article or other publication 4. before it has been submitted for peer-review or 5. other quality assurance procedure as part of the publication process. 6. It is only submitted when the publisher-generated version or the post-print is not available or permitted 6. A citation and link to the online version should be added to the description 7. This version contains no publisher formatting such as logos, pagination or type-setting Only submitted to the UnisaIR if archiving of the publisher-generated version or post-print is not available or permitted. Citation and link to online version to be added to the description.

Copyright Consent request templates Example of Author’s addendum 1. How do copyright principles apply to the Unisa IR?   1.All items in the Unisa IR are subject to the South African Copyright Act No. 98 of 1978 (as amended); Copyright owners could be 2. The publisher 3. With all rights reserved Or 4. The author 5. Under a creative commons lisence The copyright owner must grant the right to preserve and distribute work via the UnisaIR to Unisa; It is the responsibility of submitters to obtain distribution licenses where necessary and to familiarize themselves with the self-archiving policies of the various national and international publishers; Where necessary, and upon request, the Unisa Library will assist submitters in the pursuit of distribution licenses. Please contact your Personal Librarian for assistance in this regard. Unisa is not liable for any legal action resulting from submissions that infringe on another party’s copyright; It is not allowed to submit versions of articles downloaded from subscription based databases to UnisaIR unless they are published as open access. In case the copyright regulations are not clear, permission should be requested from the copyright holder. 6. Consent request templates are available from this link 7. Authors may negotiate the right to retain copyright of their article or at least the right to submit it into the UnisaIR. A template has been drafted for this purpose. The author may adapt it according to his/her requirements. It may be downloaded from this link. Consent request templates Example of Author’s addendum

http://www.sherpa.ac.uk/romeo/ 1. Use the Sherpa Romeo website to find a summary of permissions that are normally given as part of each publisher’s copyright transfer agreement with regard to copyright policies and self archiving. 2. Type the Journal title or issn in the search box 3. If the journal is in the database it will be displayed together with the applicable copyright and self archiving policies. 4. Green – Can archive pre-print, post-print or publisher’s version in pdf Blue – Can archive post-print or publisher’s version in pdf Yellow – Can archive pre-print White – Archiving not formally supported USE LIVE FROM INTERNET TO EXPLAIN

How to cite and link published versions of articles Citation: Enter the standard citation for the previously issued instance of this item Coetzee, M; Van Zyl, LE (2014) South African Journal of Industrial Psychology: Annual editorial overview 2014. South African Journal of Industrial Psychology, 40(1) pp. http://dxdoi.org/10.4102/sajip.v40i1.1245 Identifiers: If the item has any identification numbers or codes associated with it, please enter the types and the actual numbers or codes 1.It is crucial to include a complete citation of the article and a link to the DOI of the online version in the descriptive elements of the submission form when you upload a pdf version of the pre-print, post-print or published article to the Unisa Institutional Repository. 2. Sometimes a citation will be displayed on the first page of the online version of the article from where it may be copied and pasted into the submission form. 3. Alternatively the citation may be populated as follows: Author (s); year in brackets; title of article; title of journal; volume, issue and pages. The doi link may also be added to the citation as well as inserted as a URI identifier which will create a live link to the original online publication. 4. The link to the doi may be added by populating the URI identifier in the UnisaIR submission form. As displayed on the first page of the published article http://dxdoi.org/10.4102/sajip.v40i1.1245

Where to find open access journals http://doaj.org Accredited Journals Database http://www.sherpa.ac.uk/romeo/PDFandIR.php http://authorservices.taylorandfrancis.com/journal-list/ If you would like to publish an article in an open access journal, there are various places to look: 1. Directory of Open Access Journals: DOAJ is an online directory that indexes and provides access to quality open access, peer-reviewed journals 2.SHERPA RoMEO There are some publishers that allow authors to deposit the publisher version or PDF of their article in an Institutional Repository, without fee or an embargo. These publishers are listed in Sherpa Romeo. 3. DoHE acceredited Journals Database at NWU: NWU Libraries released helpful tool (searchable database) that provide instant access to all the information from the 8 DHET lists (with an indication if Open Access or not, Indexed in, etc.)    4.Author Services supported by publishers for example Taylor and Francis

Add your name and ORCID ID from the Look-up list in UnisaIR https://orcid.org/content/orcid-ambassadors-1/outreachresources ORCID connects research and researchers. Enhance your visibility by creating an ORCID Profile Add your name and ORCID ID from the Look-up list in UnisaIR 1.ORCID You need to be able to easily attach your identity to research objects such as datasets, equipment, articles, media stories, citations, experiments, patents, and notebooks. As you collaborate across disciplines, institutions and borders, you must interact with an increasing number and diversity of research information systems. Entering data over and over again can be time-consuming, and often frustrating. ORCID is an open, non-profit, community-driven effort to create and maintain a registry of unique researcher identifiers and a transparent method of linking research activities and outputs to these identifiers. ORCID is unique in its ability to reach across disciplines, research sectors and national boundaries. It is a hub that connects researchers and research through the embedding of ORCID identifiers in key workflows, such as research profile maintenance, manuscript submissions, grant applications, and patent applications. 2. This video will explain to you how ORCID connects research and researchers. 3.You are encouraged to create your ORCID profile and enhance your online visibility as researcher. 4. ORCID has been integrated with UnisaIR. Authors that are registered in ORCID can link their publications in UnisaIR with their ORCID profiles.

UnisaIR Top viewed item and its Google Scholar citation count 1 Assist authors to keep track of citations to their articles 2 Who is citing your articles 3 Graph citations over time UnisaIR Top viewed item and its Google Scholar citation count A phenomenological research design illustrated T Groenewald - 2004 - uir.unisa.ac.za Cited by 1238 31844 full-text views 4 Compute several citation metrics The potential impact on the visibility of an item archived in the UnisaIR is illustrated by the example of the top viewed item capture on this slide. This article has been submitted during 2009 to the UnisaIR. On the 23rd June 2016 31844 fulltext views have been logged, while 1238 citations have been logged for this article by Google Scholar. Although this author does not have a Google Scholar profile, authors and researchers are encourage to register on Google Scholar. Google Scholar assist authors to keep track of citations, showing who is citing articles, presenting a graph of citations over time, computing 5 Find your articles on the Web – including in UnisaIR

Benefits of UnisaIR Fast dissemination Supports usage metrics and citation impact Fast dissemination Long term archiving and permanent URLs Increased visibility Linking with ORCID Indexing on Google and Google Scholar 1.The UnisaIR holds significant benefits for authors, including: Long term archiving and permanent URLs Indexing on Google and Google Scholar Fast dissemination Increased visibility Full-text searching Supporting usage metrics and citation impact For example through linking with ORCID Open access to online information is advancing E-learning Full-text searching Advancing E-learning

Unisa Institutional Repository Guidelines for Submissions URI: http://hdl.handle.net/10500/3375 Description: The first item in this list of files is a set of guidelines of how to prepare your item and submit it to UnisaIR. There is also a template that you can use when negotiating a copyright agreement with a publisher which could be adapted to fit your individual requirements. The rest of the files are templates for requesting copyright consent from publishers/copyright owners for various types of published materials. Now you should be ready to start uploading your articles to the UnisaIR. You will find a set of step by step guidelines by following the link in this slide. You can also contact your personal librarian to arrange for a hands-on training session. Please don’t hesitate to contact us if you have any questions in this regard. We are looking forward to your submissions!