Pilot of Open Access Requirements

THE PILOT IS NOW CLOSED PLEASE SEE 'How do I make my publications open access?'


Pilot of Open Access Requirements
To enable the University to develop appropriate policies and to assess the resources needed to meet recent Open Access requirements, the University’s Research Planning and Strategy Committee is undertaking a pilot exercise with funding provided by the UK Government Business Innovation and Skills Office.

Process to be followed
All staff who are acting as lead UoG author, irrespective of funder, with journal articles or conference proceedings in the pipeline between now and 1 April 2013 should provide the following information via research-openaccess@glasgow.ac.uk

You may wish to use the to provide this information.

  1. Title of the article
  2. List of authors (and employer where not UoG)
  3. The destination Journal
  4. The publisher
  5. Source of funding of research (including funder's grant ref number)
  6. Details of funding available to pay open access charges (if there is any)If

If you are seeking gold open access funding from the pilot pot and there is an urgent publication deadline or a press release pending please use the '!' high importance flag on your email and we will prioritise your enquiry.

This information should be provided once the author has received an email or letter confirming that the journal is committed to publishing the article and before the article is actually finalised and published.

The Library will work with the author to ensure that the publication complies with the need to Open Access (whether this is or Gold) using the decision flowchart below. Where Gold Access is required and no other funding is available, the costs will be met from the BIS funds until this is depleted.

The details will be logged to enable RPSC to build up a picture of the publication profile of the University.  The information Green gathered will be vital in enabling RPSC to determine future University policy with regards to compliance with Open Access requirements.

Administrators - If you are paying any Article Processing Charges (APC) please use Product Code LIB14 as the product code with immediate effect.  Article Processing Charges are upfront fees paid to a publisher to allow immediate open access to journal articles.  If you are paying such fees from an existing research grant or other source please use the Product code LIB14 which is associated with Account code 6162.  Account code 6162 should be used in any journal entries relating to APC's.

This will allow the University to identify APCs separately from other account codes and it will facilitate management of the new Open Access funding granted to the University and allow us to quantify how much money across the University is spent on APCs.

The Finch Report (also known as ‘Accessibility, sustainability, excellence: how to expand access to research publications’) was published on the 19 June 2012 with the recommendations being accepted by Government on 16 July 2012.

This adoption of these recommendations is very significant for the sector.  In effect, the Government has endorsed a requirement for all publicly funded research to be made open access.  In this context, publicly funded research covers all research that benefits from QR / REG funding, so all research publications emanating from Universities.  The routes to open access are either:

  1. Via the journal’s own website immediately at the time of on-line publication (GOLD OPEN ACCESS).  This may require payment of an ‘Article Processing Charge’ (APC) to the publisher, or
  2. The version of the published research paper as accepted for publication, including all changes resulting from peer review, but not necessarily incorporating the publisher’s formatting or layout, is archived and made accessible in an online repository – other than one run by the publisher (GREEN OPEN ACCESS).  Ideally, such papers should be made Open Access immediately at the time of on-line publication; however, in practice a short embargo of six months would be permissible. 

These recommendations have been further endorsed by HEFCE and the Scottish Funding Council, who are considering making this a requirement for submission of outputs to REF2020.

Subsequently, RCUK have published strengthened open access requirements for all RCUK funded research but will provide limited funds to the University to support compliance. This funding replaces the inclusion of APC costs for Gold Open Access in grant applications from 1 April 2013.  A workshop was held by RCUK on 13 November 2012 to discuss Open Access policy and the new funding mechanism. Notes and presentations from the workshop are available on RCUK's website.

In line with the Wellcome Trust, who also provide funds to pay APC costs, RCUK has a clear preference for Gold Open Access, although it is currently left to the Institution to determine the most appropriate route to open access.   It is clear, however, that RCUK will monitor compliance with this policy and they have indicated that they anticipate 45% of outputs they fund will be published via Gold Open Access in year 1 (rising to 75% by year 5).

The University therefore needs to assess the implications of these changes as quickly as possible to ensure we are able to comply with future requirements.  At the very least, the University will be required to set up an institutional publication fund to manage the block grants, and potentially other research funder block grants, for Open Access publication charges.