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Some useful clarification of the ambiguities in the HEFCE instructions Stevan, for which thanks. But it would be easier now to count angels dancing on the head of a pin, than to make proper sense of the status quo. Best, Philip Hunter <[log in to unmask]> Quoting Stevan Harnad <[log in to unmask]>: > A little bit of (easily resolved but very important) ambiguity has crept into > the HEFCE instructions and FAQ: > > Many items conflate DEPOSIT and OPEN-ACCESS DEPOSIT. > > It is ever so important, in order to prevent misunderstanding and to ensure > timely compliance, to clearly distingush DEPOSIT rules from OPEN-ACCESS > rules. > > DEPOSIT IMMEDIATELY UPON ACCEPTANCE (with 3-month grace period) has to be > mandatory. > > Rules concerning when the deposit is made OA should be clearly separate from > this. > > Here are the ambiguous passages: > > "The policy 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. Deposited > material should be discoverable, and free to read and download, for anyone > with an internet connection. “ > > The article must be deposited immediately upon acceptance but deposits do not > need to be made OA immediately upon acceptance. > > 11. From what start point is the embargo period active, and how can this be > calculated? (NEW) > Embargo periods are normally calculated from the date of first publication, > including online publication, but publishers may set their own policy. If the > paper is not published by the time it is deposited, the embargo end date must > be entered into the repository record at a later point. Institutions may > choose to ask for ‘closed’ deposits from authors, and when they know the > output has been published (perhaps assisted by a publications index), they > may set the embargo period based on information found in SHERPA/RoMEO. Over > time, publications metadata will evolve to include embargo information, > allowing for this step to be completely automated. Publishers are committed > to implementing the NISO-approved <license_ref> tag to provide the > publication date, the embargo end date and any licence metadata for green > open-access via CrossRef. Repositories will be able to ingest these metadata > from CrossRef automatically, meaning deposits can be made accessible at the > end of the embargo period without any additional manual work. > > Deposit is upon acceptance. Papers are almost never published immediately > upon acceptance. > > 19. Some publishers ask that institutions sign agreements before allowing > deposit of outputs in the repository (specifying that embargo periods will be > respected etc.) Must institutions sign these in order to create the > conditions for compliance? (NEW) > This is a question that concerns the relationship between institutions and > publishers. If institutions wish to achieve open access via their > institutional repository, and agreements are required by publishers in order > for outputs to be deposited, then we do not see these as a barrier to > compliance. If agreements are signed, we would welcome a brief report on > these to be emailed to [log in to unmask] > > Publishers have absolutely no say over deposit itself, only over when the > deposit is made OA. > > 21. What should Medical Research Council and Wellcome Trust-funded authors > do? (NEW) > Authors who receive funding from the Medical Research Council, the Wellcome > Trust and a number of other funders are required to deposit their papers in > Europe PubMed Central. This repository is a permitted venue for complying > with the REF open-access policy requirements. However, authors, when > publishing in a fully OA journal (or a hybrid journal in which they have > selected the author pays option) should not deposit their accepted > manuscripts in Europe PubMed Central because the final, version of record, > paper will be automatically deposited by the publisher into the Europe PMC > repository. > > If this automatic deposit happens within three months of acceptance, the REF > deposit requirements will be met and no further action is needed by the > author. If automatic deposit does not happen within three months of > acceptance, the author will need to deposit their manuscript elsewhere > (typically in an institutional repository) in order to meet the REF deposit > requirements. > > (1) Deposit is supposed to be immediately (within 3 months) of acceptance, > not publication. It is OA that is calculated from date of publication. > (2) How is it to be determined whether automatic publisher (OA) deposit has > taken place within 3 months of publications? And what about > publisher-embargoed OA? > > MRC/Wellcome authors should, like all other authors, have to comply with the > immediate-deposit requirements of HEFCE. It is a big mistake to loosen the > rules for them. In PMC deposits, the “automatic deposit” can be as late as > subsequent to the OA embargo (6-12 months), which is far, far later than the > immediate-upon-acceptance requirement for everyone else. > > 29. If a publisher actively disallows deposit, but has a ‘hybrid’ gold OA > option, is the author expected to pay the APC in order to get permission to > deposit? (NEW) > No. We do not wish for authors and their institutions to pay publishers for > permission to deposit their work. If the publication does not allow > open-access deposit, and it is the most appropriate publication for that > work, there is a relevant access exception in the policy. (This assumes the > author is not already publishing via the gold route.) > > A publisher can only disallow OA, not deposit. There can be an exception for > OA but not deposit. > > These loopholes can easily be patched be very clearly reiterating the > distinction between the no-exception immediate-deposit-upon-acceptance rule > and all rules on OA timing, version choice, or repository choice. > > Stevan Harnad > > On Oct 31, 2014, at 6:30 AM, Ben Johnson (HEFCE) <[log in to unmask]> > wrote: > > > Dear colleagues > > > > *For information, and with apologies for cross-posting* > > > > We have today published information and audit requirements for the policy > for open access in the post-2014 REF. These can be found on our website at > the following link, under ‘Technical resources’: > http://www.hefce.ac.uk/whatwedo/rsrch/rinfrastruct/oa/policy/ > > > > We have also updated our FAQs to include a number of new questions (all > marked with ‘NEW’): > http://www.hefce.ac.uk/whatwedo/rsrch/rinfrastruct/oa/faq/ > > > > I’d be grateful if you could pass this to the relevant contact within your > institution. > > > > If you have any questions about these requirements or next steps, relevant > contact information is given in the documentation. Alternatively, please > email [log in to unmask] > > > > Best wishes > > > > Ben Johnson > > Policy Adviser (Research) > > HEFCE, Northavon House, > > Coldharbour Lane, Bristol BS16 1QD > > 0117 931 7038 > > [log in to unmask] > > www.hefce.ac.uk > > > > --------------------------------------------------- This mail sent through http://www.easynetdial.co.uk