UCL Discovery: raising the Open Access profile at the institution Margaret Stone Project Manager, Research Publications Service University College London 25 January 2010, Helsinki

Overview Background – UCL and Open Access UCL OA strategy and governance Research Publications Service UCL Discovery Future plans

Background: University College London (UCL) Founded 1826 4,000 staff; 20,000 students from 140 countries Highly-ranked for research; especially biomedical sciences, architecture, law, economics, computer science Leading Open Access partner in London (SHERPA-LEAP) Open Access repository launched in 2004 – run by Library Lead partner in DART-Europe E-theses Portal

Context: Open Access in the UK Source: OpenAIRE (www.openaire.eu) Nearly all the top 40 research-led universities have an IR Increasing number of institutional OA mandates Most major research funding bodies have an OA mandate Many OA projects underway (most funded by JISC) But coverage of mandates is not yet translating into substantial increases in deposit rates More info: www.jisc.ac.uk/openaccess

Background: Open Access at UCL (1) Repository is based on Eprints software Deposit was voluntary Deposit was mediated by UCL Eprints team Scope: all UCL-authored research in any format e.g. journal articles, discussion papers project reports, conference papers, presentations, recordings Not limited to full text: metadata-only records accepted, including items submitted for UK research assessment

Background: Open Access at UCL (2) Institutional IPR and Copyright policy in place Deposit mandate for electronic theses (2008) UCL Open Access mandate May 2009: Copyright permissions allowing, a copy of all research outputs should be deposited in the UCL repository in Open Access Individual UCL academic researchers should be directly responsible for providing and maintaining details of their publications in relevant UCL databases so as to support both Open Access and the requirement for UCL to keep an accurate record of its research outputs

OA stakeholders at UCL Senior managers – support from Provost and Vice-Provost (Research) in particular Faculty Deans – including support from both Engineering and Arts & Humanities Heads of Department – complex array of departments Research staff (and postgraduate students) Departmental research administrators Development Office – stories for marketing

? OA challenges at UCL Quality assurance is required Copyright compliance is essential Admin support for these is labour-intensive Copyright issues can be off-putting to researchers Need incentives to support and comply with the mandate Eprints repository needs excellent visibility and usability, for depositors and end-users (globally)

UCL Publications Board UCL Solution UCL Publications Board Publications Policy Open Access Mandate Research Publications Service (administration) UCL Discovery (public interface) Marketing Other Systems

UCL Publications Board Overview UCL Publications Board Publications Policy Open Access Mandate Background – UCL and Open Access UCL OA strategy and governance Research Publications Service UCL Discovery Future plans Research Publications Service (administration) UCL Discovery (public interface) Marketing Other Systems

UCL Publications Board Publications Policy Open Access Mandate Governance Publications Board established to oversee all matters relating to research publications, including open access Membership: Vice-Provost (Research), academic staff from all faculties, Library Services, Academic Services Remit: OA and publications – implementation, advocacy, editorial oversight, advice Publications Policy ratified by UCL Academic Board – describes mandate, rationale and benefits

UCL Publications Board Overview UCL Publications Board Publications Policy Open Access Mandate Background – UCL and Open Access UCL OA strategy and governance Research Publications Service UCL Discovery Future plans Research Publications Service (administration) Other Systems UCL Discovery (public interface) Marketing

Research Publications Service (1) UCL research information systems are being improved Researchers’ work previously listed on: in-house database; personal and departmental web pages Research Information Service being developed, with a profile for each researcher (funding, interests, awards, publications) Publications lists required for internal and external appraisal Project to implement a new Research Publications Service to meet these requirements

Research Publications Service (2) Purchased ‘Elements’ software from Symplectic Ltd. (specialist for UK) Key features include harvesting of researchers’ publications from e.g. Web of Science, Scopus, PubMed Easier to maintain a comprehensive publications record, especially in Science and Medicine Switch to researcher-led entry, rather than admin staff Launched in March 2010

Number of publication records Usage of RPS Number of publication records

Bibliometric reporting System interfaces Eprints repository UCL appraisal system RPS Information about researchers Harvested publications metadata Manual publications metadata Full-text files Management reporting Bibliometric reporting IRIS (researcher profiles)

Daily synchronisation (metadata and full text links) RPS and Open Access RPS Enter metadata Upload full-text (show T&C) Link to full-text Eprints Display metadata Process full-text Display full-text Daily synchronisation (metadata and full text links) Dynamic file upload RPS is now the deposit point for OA files Eprints repository now includes a ‘full’ record of UCL publications, ready for the addition of OA files

UCL Publications Board Overview UCL Publications Board Publications Policy Open Access Mandate Background – UCL and Open Access UCL OA strategy and governance Research Publications Service UCL Discovery Future plans Other Systems Research Publications Service (administration) UCL Discovery (public interface) Marketing

UCL Discovery After launch of Research Publications Service, Eprints rebranding commenced Single interface to UCL publications (not provided by Symplectic) Benefit from Eprints’ search engine optimization Two audiences: the public, and UCL researchers New name: ‘UCL Discovery’

OA Challenges at UCL - revisited ? Mediated deposit is labour-intensive Quality assurance is required Copyright compliance is essential Copyright issues can be off-putting to researchers Incentives to support and comply with the mandate? Eprints repository needs excellent visibility and usability, for depositors and end-users (globally)  metadata harvest  guidance notes  easier workflows  new interface

Incentives for researchers OA provides greater visibility for researchers’ work Enter data once, then re-use for CV, personal webpages, promotion/grant submissions, research assessment Long term hosting and preservation of research outputs Download statistics and bibliometrics are available to researchers Plus, central monitoring of response rate! Wider benefits: Rapid and open dissemination to global society (incl. those without access to commercial content) Influence senior policy and decision makers Promote UCL to prospective students

Communication to stakeholders Launch to Heads of Department (Oct 2010) Public launch (Q1 2011), media stories Internal promotion, e.g. case studies, video podcasts Advocacy by librarians – linked to departments Advocacy by Discovery support team Overseen and supplemented by Publications Board

Lessons learned Importance of management support – UCL Discovery as a core institutional resource, not a ‘library’ resource Value of robust policies (IPR and Publications) Promotion and appraisal provide a good incentive Training: classifying publication types Systems are still quite immature in this area

Overview Background – UCL and Open Access UCL OA strategy and governance Research Publications Service UCL Discovery Future plans

Future plans Implement communication plan Ongoing increase in OA deposit – possibly linked to appraisal/promotion Quality control according to clear priorities Closer integration with UCL’s wider research information service (links to researcher profiles, joint reporting) Integration with Research Excellence Framework report (UK national research assessment)

margaret.stone@ucl.ac.uk http://discovery.ucl.ac.uk Thank you – Questions? margaret.stone@ucl.ac.uk http://discovery.ucl.ac.uk