Open Access and Repository

Open Access and the Next REF

What Do You Need To Do?
To make your journal and conference papers eligible for the next REF, upload your accepted manuscript to the Keele Publications Database OR email it directly to the repository team at research.openaccess@keele.ac.uk

When Should You Do This?
Within 12 weeks of the date the paper was finally accepted for publication - don't wait for your paper to be published, deposit it within 12 weeks.

Not Sure How To Upload Your Manuscript?
Watch our video, read What Do I Need To Do? further down this page or simply get in touch with us at research.openaccess@keele.ac.uk

What Do We Mean By Accepted Manuscript?
Your final word-processed author version which includes changes from peer-review, which was then finally accepted for publication.

Can We Really Do This Before The Journal/Series Actually Publishes The Paper?
Yes - in most cases the journal will ask repository managers to set an "embargo" on release of the accepted version of the paper - usually between 6 and 24 months depending on the publisher. We set all this on the repository system for you. The repository record will provide a web link to the published "version of record".

What About Books and Book Chapters?
These don't have to be made open access to be eligible for the next REF - only journal papers, and conference papers which are being published in a series with an ISSN (International Standard Serial Number).

Do You Need To Pay For Open Access?
No - most journals allow you to deposit your manuscripts open access through university repositories without charge. This is known as the GREEN route to open access. Paying for open access is usually only necessary if you are publishing with a fully open access journal that makes all of its content freely available - e.g. PloS One. This is known as paying for GOLD open access. Find out more below.

What Is Open Access?

The Open Access (OA) movement is based on the idea that publicly funded academic research should be made available to the public to ensure the work reaches the widest possible audience.

Open Access research papers are usually made available through online repositories (i.e. online collections of research documents and data), or through academic journals. Repositories can be subject-based online collections or repositories in educational institutions. As research is also published in academic journals, these too have become another source of OA material. Some publishers have created entirely new Open Access journal titles, and many existing high-impact titles have also developed options for authors to make their work OA.

The main point is that through either route, OA material is online and free to any reader at the point of access. Broadly speaking, making material OA on a repository is called the “Green route”, and making material OA through a journal is known as the “Gold Route”.

Many studies have identified the benefits resulting from the growth of OA publishing, including wider readership, more downloads and a "citation boost" for journal papers or research outputs.

What is Open Access?

The Open Access (OA) movement is based on the idea that publicly funded academic research should be made available to the public to ensure the work reaches the widest possible audience.

Open Access research papers are usually made available through online repositories (i.e. online collections of research documents and data), or through academic journals. Repositories can be subject-based online collections or repositories in educational institutions. As research is also published in academic journals, these too have become another source of OA material. Some publishers have created entirely new Open Access journal titles, and many existing high-impact titles have also developed options for authors to make their work OA.

The main point is that through either route, OA material is online and free to any reader at the point of access. Broadly speaking, making material OA on a repository is called the “Green route”, and making material OA through a journal is known as the “Gold Route”.

Many studies have identified the benefits resulting from the growth of OA publishing, including wider readership, more downloads and ultimately more citations for journal papers or research outputs made available under this model.

The HEFCE REF Open Access Policy

The new Higher Education Funding Council for England (HEFCE) Policy for Open Access (OA) in the post-2014 Research Excellence Framework (REF) states that to be eligible for submission to the post-2014 REF, authors’ final peer-reviewed manuscripts must have been deposited in an institutional or subject repository on acceptance for publication.

This ONLY applies to journal papers and conference papers (with ISSNs), but credit is also given for other types of publications. The policy applies to journal papers and conference papers accepted for publication on or after 1 April 2016.

Publications accepted after this date should be deposited on the Keele Research Repository within 12 weeks of the date of acceptance. Instructions on how to do this are below in the section What Do I Need To Do?

The version which should be deposited is the final word document (or document converted to PDF) which includes any changes for peer review - and which was then finally accepted for publication by the journal. This is also known as the "accepted version", or "author's post-print".

Research Councils and other funding bodies have also recently updated their OA policies. As a condition of funding, grant holders may now be required to make resulting publications OA.

Research Councils UK’s (RCUK) OA policy states that from 1 April 2013 peer reviewed research papers which result from research that is wholly or partially funded by the Research Councils must be published in journals which are compliant with RCUK policy on OA.

To assist with Research Councils UK’s OA policy Keele has received financial support for APCs (RCUK funded papers only) through a block grant to the University for those choosing the Gold OA route (see below). Authors wishing to explore this option should email: research.openaccess@keele.ac.uk, or contact David Amigoni, the Pro-Vice Chancellor for Research and Enterprise.

Green and Gold Explained

What Are The Open Access Options?

In meeting the obligations of the post-2014 REF and/or the OA policy of the funding body which has provided the grant for the research, authors need to ensure their work is made OA through one of the available routes (“Gold” or “Green”).

Green Open Access

In this model, authors publish a copy of their paper in a journal or elsewhere in the traditional way, and then self-archive in an OA repository. For Keele academics, this can be done through the Symplectic publications database, which enables publishing to Keele’s Research Repository. Most publishers will allow the author’s final version to be deposited in this way without any charges (but NOT the final published version as it appears in the journal).

Gold Open Access

Here, authors publish a copy of their research papers in Open Access (or partially OA) peer-reviewed academic journals or conference proceedings. Many publishers levy a so-called Article Processing Charge (APC) for this. Once accepted for publication, the publisher places the final version of your research paper on their website and makes it freely available under an OA licence. It is important to carefully check any licence agreements that you sign to make sure that you are allowed to deposit the published final version in repositories without restriction.

Keele advocates the Green OA route, please see Keele's Open Access policy, and has put in place staff and resources to help academics in publishing their work to the Keele Research Repository. There are some funds available for APCs, however these are limited and will be considered on application from the academic concerned. Please contact research.openaccess@keele.ac.uk

What do I need to do?

As soon as you have a paper accepted for publication you must log in to the Publications Database and (1) enter the details of your publication and (2) upload your final, accepted author manscript. Videos are provided below to show you how to do this.

We strongly advise that staff do this as soon as possible after their paper is accepted - the HEFCE REF policy insists on manuscrupts being uploaded within 12 weeks of the date of acceptance.

If you do not upload your manuscript within 12 weeks, the publication can not be submitted for the next REF.

The version of your journal paper we need for the repository is your final word document which you drafted that included any changes for peer review - and which was then finally accepted for publication by the journal. This is also known as the "accepted version" of your paper, or "author's post-print".

When depositing your paper for the repository, make sure you are providing the correct version. Unless you have paid for Gold Open Access (see the section above), DO NOT UPLOAD THE FINAL PUBLISHED VERSION OF YOUR PAPER, AS RELEASED ON THE PUBLISHER'S WEBSITE.

Most journals (but not all) mandate authors to deposit their accepted manuscripts on institutional repositories, under "Green" Open Access. The main condition they ask is that the manuscript is embargoed (or held back) from release to the public for a set time after it is published.

If there is an embargo you can still deposit and the repository administrators will ensure the embargo is respected. If you are unsure about embargoes please either check by searching for the journal title on the Sherpa/Romeo website, or contact the team at research.openaccess@keele.ac.uk.

The Depositing On Acceptance Publications Poster gives a quick overview on how to upload your publications to Keele's institutional repository.

Repository Guides

Please see the Repository Userguide for more detailed information.

Repository video guides:

Publishing With A Springer Journal? Free Gold Open Access For Some Journals

The university's current journal subscription deal with Springer now includes an option to publish papers Gold Open Access at no charge through Springer for a selection of their journal titles. Full details of the Springer scheme are available from this website.
 
The list of Springer journals included in this offer can be found here.
 
As part of this arrangement (which was negotiated by JISC);
 
- if you are a corresponding author
- from Keele
- and publishing in one of these journals
 
...you can take up an option to publish your paper Gold Open Access, and the cost will be covered.
 
Researchers publishing with Springer should be alerted through email communications during the acceptance process. If taking up the Open Access option, Springer will contact the Open Access team at Keele to verify your request for free Open Access under the scheme - once verified, your paper will be published Open Access through Springer and immediately eligible for the next REF.

If you have any questions about the verification process, or if you would like to check your eligibility, please contact the Keele Open Access team at research.openaccess@keele.ac.uk
 

Frequently Asked Questions

I’m not sure how to do this.
Get in touch with us! Send an email to research.openaccess@keele.ac.uk and the team will help.

What is the Accepted Manuscript?
This is the final word-processed author version that includes changes from peer-review, which was then finally accepted for publication. This is the version before publisher typesetting or copy-editing by the publisher. Please do not upload or send final published versions of record, or typeset proofs with publisher formatting, layout, logos – for copyright reasons we are not able to use these.

I’m hesitant to release the accepted version – do I have to?
This is what the HEFCE policy asks for - please note that your accepted version will often be embargoed until after publication by the journal/series. Embargoes are managed on your behalf by the repository team. Furthermore, the repository record will also provide a web link to the final published version of your paper. Anyone visiting the repository and viewing your manuscript will always be able to quickly link to the published version of record.

Will my journal/conference series let me deposit my accepted manuscript?
In most cases yes – the major publishers allow authors to self-archive their author manuscripts under Green Open Access – this is the type of open access Keele endorses and our act of acceptance advice is based on this model. We recommend you check with your publisher during the submission process and make clear to them that you want to archive your accepted manuscript on your institutional repository to comply with the REF policy. The SHERPA website provides up to date information on publisher open access policies, or you can contact research.openaccess@keele.ac.uk for help.

Do I need to pay the publisher for open access?
Publishers are quick to offer paid for (i.e. Gold) open access through their journal or series website. In the vast majority of cases, publishers allow self-archiving of the accepted manuscript (i.e. Green open access) which does not cost you anything. If you want to or can pay the publisher for open access and do so, that satisfies the open access rules for the next REF. Some journals, especially in the STEM disciplines (e.g. PLoS One) are fully Gold open access journals and require payment for you to publish with them – you must consider the costs of publication when submitting to these journals.

Do I need to upload books and book chapters?
No - the new rules only apply to articles or conference proceedings published in a work with an ISSN (International Standard Serial Number). This policy does not apply to monographs, book chapters or other long-form publications, working papers or data. However, Keele encourages researchers to share such outputs where possible, as going beyond the policy may earn us additional credit as part of the next REF.

Do I need to use Keele's repository?
You can use another subject based repository as long as doing so complies with the HEFCE REF OA policy (e.g. the accepted version is deposited and done so within 12 weeks of acceptance for publication in a journal/conference series). If you deposit on our repository through the Keele Publications Database we will be able to clearly audit whether your outputs comply with the policy, along with Keele's overall compliance with the policy.

What happens if I don't comply with the REF open access policy?
Your article or conference paper cannot be submitted to the next REF if it is not deposited on acceptance.

Training and Support

ONE TO ONE APPOINTMENTS

We are happy to meet with you to discuss any issues or queries regarding Open Access, the Repository, Symplectic, Open Access funding or REF Policy.  We can also arrange any training that you require.

To book an appointment with a member of the Repository Team please email us at research.openaccess@keele.ac.uk and we can make arrangements with you.

TRAINING SESSIONS

We also run a training session through the Academic Development 'Essential Skills for Researchers' series administered by the Keele Institute for Innovation and Teaching Excellence (KIITE), entitled 'Everything You Need to Know About Open Access and the Next REF'.

To book onto upcoming sessions please visit https://www.keele.ac.uk/academicdevelopment/bookaworkshop/

CONTACT US

Please contact any of the team on:

Research Support Open Access - research.openaccess@keele.ac.uk

OR

Scott McGowan - Research Support Librarian

01782 734506 / s.mcgowan@keele.ac.uk

Hannah Reidy - Research Quality Assistant

01782 733588 / h.reidy@keele.ac.uk

Ellie James - Head of Research Quality

01782 733569 / e.james@keele.ac.uk

David Amigoni - Pro Vice Chancellor (Research and Enterprise)

d.amigoni@keele.ac.uk

Useful Links

The following links will provide additional information and support: 

Publications Database - publications.keele.ac.uk

Keele Repository - eprints.keele.ac.uk

Keele's Open Access policy

Keele has a ‘Take down policy’ which can be found here.

Sherpa - www.sherpa.ac.uk

Sherpa Romeo - www.sherpa.ac.uk/romeo

Sherpa Juliet - www.sherpa.ac.uk/juliet

OpenDOAR - www.opendoar.org

HEFCE's Open Access Policy - http://www.hefce.ac.uk/rsrch/oa/Policy/

Jisc Open Access - www.jisc.ac.uk/open-access