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For Researchers

Researchers-IconWhat you need to do to deposit Open Access and comply with funder mandates.


1 - How is my project visible on OpenAIRE?

By depositing your work in a repository and adding project information to the metadata, project information and related publications and data will autmatically become visible on the OpenAIRE portal.

When relevant project information is added to the metadata, OpenAIRE can harvest this research output from repositories and makes them visible on the OpenAIRE portal. On this portal, each project has a dedicated page featuring:

  • Project information
  • App & Widget box
  • Publication list
  • Datasets
  • Author information

When the research output is available in Open Access, users can access them directly through the portal.

Remember that by making at least one version of your work Open Access – even if it doesn’t have the publisher’s layout – has immense influence on the visibility of your work!

A majority of publishers allow you to deposit an Open Access version of your work in a repository, even if the journal is not Open Access! If unsure whether the deposited version can be made Open Access, the SHERPA/RoMEO website is a useful tool.

2 - How can I edit or remove a record on OpenAIRE?

OpenAIRE does not create content, but aggregates content (publications and data) from other sources.
  • If you have deposited your publication or dataset in a repository, you should contact the administrator of the specific repository
  • If you haven't deposited the publication or dataset yourself, or if you don't know how the record ended up on the OpenAIRE portal, contact the OpenAIRE helpdesk

3 - Where can I find a suitable repository?

 Open Access Repositories can be either linked to an institution or department or linked to a research field or subject, i.e. Institutional or Subject Repositories.

When using the OpenAIRE deposit service you will be guided through the steps of deposition and also if possible guided to a relevant repository. OpenAIRE uses data from the Directory of Open Access Repositories, OpenDOAR.

 Publisher's policies relating to self-archiving can be checked at the SHERPA/RoMEO website.

There are several resources to find repositories:

 !!! OpenDOAR and thus OpenAIRE may not be comprehensive. Go to the OpenAIRE helpdesk if you are having trouble finding a suitable repository.

You can also use ZENODO, the former OpenAIRE 'Orphan Repository'. ZENODO is hosted by CERN and accepts both publications and datasets.

Some journal publishers also have agreements with OpenAIRE and allow harvesting from their archives. Check with your publishers to find out if they participate.

 

4 - How can I make research data Open Access?

You can deposit your data in dedicated data repositories. Some repositories, such as Zenodo, accept both publications and datasets. Data repositories allow you to provide persistent links to your datasets, so that they can be cited, linked and tracked. This also allows for version control. Just like publications, you can license your data to make clear what level of reuse you will allow for your dataset. OpenAIRE recommends to use the Creative Commons CC0 Waiver or CC-BY licence for open access to data.


Overviews of data repositories can be found on re3data.org. It is recommended to select a certified so-called Trustworthy Data Repository, when this is available in your discipline.


More information about Research Data Management (RDM) and making your data open:

5 - Why make my work Open Access?

The central idea behind Open Access is that the results of publicly financed research should be available to the public – citizens, SMEs, researchers at other institutions, medicine staff, journalists, teachers, …

Access to knowledge, information, and data is essential in higher education and research; and more generally, for sustained progress in society. Improved access is the basis for the transfer of knowledge (teaching), knowledge generation (research), and knowledge valorization (civil society).

Providing Open Access to research, both research papers and (the underlying) datasets, is not only beneficial for the public, but also for the researchers: several studies indicate that openness increases citations. Openness also improves reproducibility of your research results – and it might introduce new and perhaps unexpected audiences to your work.

For more information on Open Access, visit our dedicated page.

Useful information: The Open Access Citation Advantage

 

6 - What to deposit?

Either one of the documents described below should be deposited in an institutional or subject repository upon acceptance for publication:
  • Published version: publisher’s final version of the paper, including all modifications from the peer review process, copyediting and stylistic edits, and formatting changes (usually a PDF document) or
  • Final manuscript accepted for publication: final manuscript of a peer-reviewed paper accepted for journal publication, including all modifications from the peer review process, but not yet formatted by the publisher (also referred to as post-print version).

When your project is part of the Open Research Data Pilot, you should also deposit the data (and metadata) needed to validate results in your scientific publications, and other curated and/or raw data (and metadata) that you specify in your Data Management Plan.

7 - What is OpenAIRE and how can I participate?

The FP7 project OpenAIRE aimed to support the implementation of Open Access in Europe. It provides the means to promote and realize the widespread adoption of the Open Access Policy, as set out by the ERC Scientific Council Guidelines for Open Access and the Open Access pilot launched by the European Commission.

Its successors OpenAIREplus was aimed at linking the aggregated research publications to the accompanying research and project information, datasets and author information. The goal is to make through the portal www.openaire.eu, as much European funded research output as possible available to all.

This research output, whether it is publications, datasets or project information is not only accessible through the OpenAIRE portal, extra functionalities are also offered, such as statistics, reporting tools and widgets – making OpenAIRE a useful support service for researchers, coordinators and project managers.

OpenAIRE relies heavily on a decentralized structure where there is a representation in all member states (the so-called NOADs or National Open Access Desks) who can give specialized advice. If you have a question about a country-specific situation, you can contact them.

Researchers working for European funded projects can participate by depositing their research output in their own repository, publish with participating journals or deposit directly in the OpenAIRE repository ZENODO– and indicating the project it belongs to in the metadata.

Dedicated pages per project are visible on the OpenAIRE portal.

OpenAIRE’s three main objectives are to

  1. build support structures for researchers in depositing FP7 research publications through the establishment of the European Helpdesk and the outreach to all European member states through the operation and collaboration of 27 National Open Access Desks;

  2. establish and operate an electronic infrastructure for handling peer-reviewed articles as well as other important forms of publications (pre-prints or conference publications). This is achieved through  a portal that is the gateway to all user-level services offered by the e-Infrastructure established, including access (search and browse) to scientific publications and other value-added functionality (post authoring tools, monitoring tools through analysis of document and usage statistics);

  3.  work with several subject communities to explore the requirements, practices, incentives, workflows, data models, and technologies to deposit, access, and combine research datasets of various forms in combination with research publications.

50 partners, from all EU countries, and beyond, work on OpenAIRE2020 project that aims to promote open scholarship and substantially improve the discoverability and reusability of research publications and data. The initiative brings together professionals from research libraries, open scholarship organisations, national e-Infrastructure and data experts, IT and legal researchers, showcasing the truly collaborative nature of this pan-European endeavor. A network of people, represented by the National Open Access Desks (NOADs), will organise activities to collect H2020 project outputs, and support research data management. Backing this vast outreach, is the OpenAIRE platform, the technical infrastructure that is vital for pulling together and interconnecting the large-scale collections of research outputs across Europe. The project will create workflows and services on top of this valuable repository content, which will enable an interoperable network of repositories (via the adoption of common guidelines), and easy upload into an all-purpose repository (via Zenodo).

OpenAIRE2020 will assist in monitoring H2020 research outputs and will be a key infrastructure for reporting H2020’s scientific publications as it will be loosely coupled to the EC’s IT backend systems. The EC’s Research Data Pilot will be supported through European-wide outreachfor best research data management practices and Zenodo, which will provide long-tail data storage. Other activities include: collaboration with national funders to reinforce the infrastructure’s research analytic services; an APC Gold OA pilot for FP7 publications with collaboration from LIBER; novel methods of review and scientific publishing withthe involvement of hypotheses.org; a study and a pilot on scientific indicators related to open access with CWTS’s assistance; legal studies to investigate data privacy issues relevant to the Open Data Pilot; international alignment with related networks elsewhere with the involvement of COAR.

8 - What should I do if the publisher does not allow me to archive my article?

In a small amount of cases, the publisher does not allow any version of the work being made Open Access (this is seldom the case, check Sherpa RoMEO for publishers’ policies on self-archiving).

If the publisher doesn’t allow you to deposit your article in a repository, the EC Open Access policy requires the author to contact the publisher. You are requested to inform the publisher of the EC Open Access requirements, and ask for an exception to the publisher’s normal policy to enable you to meet those requirements. It is important to obtain this permission in writing. A Template letter (.doc) is available that can be used when writing to the publisher asking for an amendment to your publishing agreement. When writing to publishers, it is better to write to the editor or officer in charge of authors' rights if possible, rather than to a general publisher's email address for permissions for re-use of published material. It is important that the request be seen as coming from the author and is part of the publisher/author relationship.

Relevant Documents:

Model amendment to publishing agreement:

BG CS DA DE EL EN ES ET FI FR HU IT LT LV MT NL PL PT RO SK SL SV

9 - My institution does not have a repository, where can I find one?

There are several resources to find repositories:

OpenDOAR and thus OpenAIRE may not be comprehensive. Go to the OpenAIRE helpdesk "Ask a question" if you are having trouble finding a suitable repository. You can also use ZENODO, the former OpenAIRE 'Orphan Repository'. ZENODO is hosted by CERN and accepts both publications and datasets.

10 - What is a License to Publish?

A License to Publish is a publishing agreement between author and publisher. Unlike many publishing agreements, it does not transfer the author's copyright to the publisher. Instead, the author retains his copyright and grants the publisher a "sole license to reproduce and communicate the scholarly work and certain other rights needed for publishing". It leaves the author the right to archive his article in an Open Access repository. The JISC/SURF Copyright Toolbox provides a model license. 
 
If, furthermore, you would like to ensure that others can be granted further rights for the use and reuse your work, you may ask the publisher to:
* immediately release your work under a Creative Commons license, or
* limit the term of exclusive rights and to release your work under a Creative Commons license afterwards.
These options can be included in your License to Publish.
Several publishers already combine a License to Publish with Creative Commons licencing. Some  require article processing fees to release your work under such terms. These fees can be paid out of the project budget and are fully eligible for reimbursement within the project period.

11 - I have already got my material on my website. Do I need a repository?

Yes! Most digital repositories are compliant with technical standards that enable cross-archive searching (Open Archives Initiative’s Protocol for Metadata Harvesting OAI-PMH).
 
A publication or dataset placed in a repository is far easier to find than through an individual's website. Several search engines such as Google or Google Scholar favour OAI-repository material, and display these results more prominently. Moreover, repositories are working to preserve materials in the long-term. The benefit is that if a researcher moves on, or their personal website changes, their publications and data are in a repository - and the links - will remain stable, readable and accessible.

Publisher's policies relating to self-archiving can be found at the SHERPA/RoMEO website.

There are several resources to find repositories:

12 - What about version-control? Will there be one version in a repository and a different published version?

The EC Open Access policies and ERC Guidelines ask for either the final manuscript or the published version of the article to be made available for Open Access. Most deposited versions are the author's final version - the version after peer-review, after revision and checking - that is, the version sent to the publisher for printing. Some publishers allow the use of the final PDF file which contains their layout and style of font - in which case the versions are identical. Otherwise, while the style of the font might be different, the text of the repository version is identical except for any minor copy-editing done by the publisher after it leaves the author's hands.

13 - Where can I find the publisher policies on open access and self-archiving?

You can use the database SHERPA/RoMEO to find the vast majority of scholarly journals and publishers standard archiving policies. The SHERPA/RoMEO database uses colour codes to give the user an easy and quick overview of the different policies of journals.