1. Open Access Problem Solving Workshop ARMA Conference 11 June 2014 Bill Hubbard Director, Centre for Research Communications, University of Nottingham Valerie McCutcheon Research Information Manager, University of Glasgow

2. Session Objectives Share concerns and possible solutions relating to Open Access issues

3. Session Plan Identify issues Overview of current environment and drivers Priorities Sharing concerns and guided discussion Summary - Ways forward and what is next? Beyond - working together

4. Identify issues What is the key open access issue for you? –Stick it on a Post-It note –Put “1” in a circle in the top left hand corner Got more issues? Write more notes and hand them to a facilitator before you leave the session –these will be considered in the report from this event Examples?

5. Overview Open Access Routes to Open Access Drivers for Open Access Blocks to Open Access Open Access as a service environment

6. Open Access Access to research articles (and other outputs) that is free at point of use Use of research articles (and other outputs) free of most licensing restrictions Increasingly, open access to underlying research data as well

7. Routes to Open Access Depositing material in an open access repository AND publishing as normal (“Green”) Contrasted with Publishing in a journal that makes the article open access (“Gold”)

8. Repositories Listed in OpenDOAR –Institutional repositories –Subject based (i.e. Europe PubMedCentral) –Governmental repository Free for user to deposit, as centrally funded AND publish as well

9. Open Access Journals Fully OA journals listed in DOAJ Also, “Hybrid” OA journals Most likely payment of a fee –£1,000 - £2,000 and up And deposit as well

10. Drivers for Open Access #1 Advent of the internet Finch Report, Financial Crisis Government policy RCUK, NIH, Horizon 2020

11. Governmental Following Finch Committee Report Funded research to be made Open Access Maximum 12 month embargo Implication for so-called “unfunded”, in-house research

12. Research Councils UK RCUK –all Councils –various embargoes –Gold as target, Green allowed –initial compliance target of 45%, now rising –compliance will affect future grants Wellcome Trust –compliance will affect future grants

13. Drivers for Open Access #2 HEFCE REF2020 Articles and conference proceedings to be made open access to be eligible – from point of acceptance for publication Embargo periods are accepted Green OA - not Gold OA

14. Blocks to Open Access Complex, restrictive policies –some publishers, e.g. Elsevier, Wiley, have policies that change if the institution or funder has a policy! –consider place of publisher in process - as service? Push for take-up of hybrid option, for a fee –concerns of double-dipping, on national scale –speculation on fee-levels in future Moves into asking for rights in data Overall picture fragmenting

15. Pity the researcher...

16. Researchers view from the past... Funder Public Funder Institution Publisher Funding Researcher

17. Researchers view Researcher Funder Public Funder Institution Publisher Funding Institutional Repository

18. Researchers view Researcher Funder Public Funder Institution Mandate Publisher Funding Institutional Repository

19. Researchers view Researcher Funder Public Funder Institution Mandate Publisher Funding Institutional Repository

20. Researchers view Researcher Funder Public Funder Institution Publisher with OA Option Open Access Publisher ?Mandate Funding Institutional Repository

21. Researchers view Researcher Funder Public Funder Institution Publisher with OA Option Open Access Publisher Central/subject Repository ? ? Mandate Funding Institutional Repository

22. Researchers view Researcher Funder Public Funder Institution Publisher with OA Option Open Access Publisher Central/subject Repository Institutional Repository ? ? Mandate Institutional Database Funding

23. Researchers view Researcher Funder Public Funder Institution Publisher with OA Option Open Access Publisher Central/subject Repository Institutional Repository ? ? Mandate Funding Mandate Institutional Database

24. Researchers view Researcher Funder Public Funder Institution Publisher with OA Option Open Access Publisher Central/subject Repository Institutional Repository ? ? Mandate Funding Mandate Institutional Database

25. Researchers view Researcher Funder Public Funder Institution Publisher with OA Option Open Access Publisher Central/subject Repository Institutional Repository ? ? Mandate Funding Mandate Institutional Database

26. Researchers view Researcher Funder Public Funder Institution Publisher with OA Option Open Access Publisher Central/subject Repository Institutional Repository ? ? Mandate Funding Mandate Institutional Database

27. Researchers view Researcher Funder Public Funder Institution Publisher with OA Option Open Access Publisher Central/subject Repository Institutional Repository ? ? Mandate Funding Mandate Institutional Database

28. Researchers view Researcher Funder Public Funder Institution Publisher with OA Option Open Access Publisher Central/subject Repository Institutional Repository ? ? Mandate Funding Mandate Institutional Database

29. Researchers view... with data Researcher Funder Public Funder Institution Publisher with OA Option Open Access Publisher Central/subject Repository Institutional Repository ? ? Mandate Funding Mandate Institutional Database Mandate # Central/subject Repository Institutional Repository Institutional Database Publisher with Data Option

30. Researchers view from the past... Researcher Funder Public Funder Institution Publisher Funding

31. Researchers view today Researcher Funder Public Funder Institution Publisher with OA Option Open Access Publisher Central/subject Repository Institutional Repository ? ? Mandate Funding Mandate Institutional Database Mandate # Central/subject Repository Institutional Repository Institutional Database Publisher with Data Option

32. Open Access service environment Institutional response Third-party services Jisc involved in establishing service environment Openness, publishers and “walled-gardens”

33. Institutional responses Repository Mediated deposit service OA publication funds Institutional OA support service Gold fee finance systems Institutional policies Funder grant compliance systems REF planning

34. Activity Find a partner/or a group of three Decide which of your two or three issues is most important Number this issue with a 2 in a circle in the left hand corner Pass the Post-it notes to a facilitator

35. Activity Stay in your group or join another Decide which of your two prioritised issues is most important. Number this issue with a 3 in a circle in the left hand corner. Pass the post-it notes to a facilitator.

36. Discussion on prioritised issues The three main issues are – Look at the key issues raised Identify some solutions Add any other comments If something is already noted and you think it is a key point underline it.

37. Possible Issues How will we afford future REF exercises if more items need funding for open access? How can we measure compliance? How can we get researchers and senior management to engage? Who pays – award holding organisation, lead author’s organisation? Humanities research, books etc

38. Tying this together #1 Researchers need to know what to do - clear, concise, contextualised for the institution Research support services need to be on top of open access as an idea; as a process; as a work-flow within the institution; as grant requirements; as a developing policy environment Institutions need to accept repository and OA services as essential infrastructure

39. Tying this together #2 Clear responsibility accompanies RCUK grant - but who picks up this responsibility? Who checks compliance? –Publication follows end of grant - what workflow? Clear institutional need to support REF2020: –policy - needs advocacy, top-level support, funding and process and compliance workflows –repository deposit - needs full service integration –support service - needs expertise and acceptance

40. Institutional Systems Administration systems for: –OA information and support –Compliance - which grants produce which outputs? Financial systems for: –top-sliced pre-payment arrangements –OA fee payments to multiple publishers IT systems for: –repository –data archiving?

41. Support OpenDOAR - lists OA repositories DOAJ - lists OA journals RoMEO - summarises Publisher policies JULIET - summarises Funder policies FACT - direct advice for RCUK + Wellcome authors OAK - payment intermediary for OA fees ARMA - and each other!

42. Summary Short summary of the discussions on ARMA website This is not the end of the discussion – use mailing lists oa@lists.arma.ac.uk, era@lists.arma.ac.ukoa@lists.arma.ac.ukera@lists.arma.ac.uk Contact us: Bill Hubbard bill.hubbard@nottingham.ac.uk Valerie McCutcheon Valerie.mccutcheon@glasgow.ac.uk

43. Bill Hubbard Director, Centre for Research Communications, University of Nottingham Valerie McCutcheon Research Information Manager, University of Glasgow