how oa compliant is your institution - jisc digifest 2016

How OA Compliant is your Institution?Meeting RCUK and REF OA Policy requirements

IntroductionBill Hubbard, Deputy head of Scholarly Communications Support

Workshop agenda

»OA landscape and funder policies»Jisc OA services»Case study: University of Leeds »Group discussion»Wrap up

2/03/2016 How compliant is your institution?

OA policies and response

OA policies and response – the need

»Funders now require OA to research that they fund»Compliance will affect future grants

› Effectively, responsibility lies with the institution»The REF now requires discoverability, deposition and OA for

any input to be eligible for the next REF»Compliance will affect quality of REF submission

› Effectively, responsibility lies with the institution

OA policies and response – the problems

»RCUK and HEFCE policies: close, but not the same»Publishers’ policies: diverse, diffuse and difficult»Individual’s actions bypass the institution, but affect

compliance»Institutions need to report on what they do not know»Institutions need information they may not yet have

OA policies and response – the questions

»How can an author know if their chosen journal is compliant?

»How can an institution know when an article is published?»How can an institution know what impact an article has

made?»How much is being spent on APCs – could there be savings?»How can articles be tracked across different institutional

systems?

Jisc OA service offer

1. Takes complexity: simplifies information and processes2. Saves you time, specialist resources and money3. Provides advice, tools and routes for adoption

Focus 1 – Policy compliance

Helping you meet and demonstrate compliance with the range of different funders’ and publishers’ requirements

Policy compliance

Focus 2 – Discovery, usage and impact

Supporting you to improve the visibility of your repository and demonstrate the reach and impact of your research

Discovery, usage and impact

Focus 3 – Cost management

Support with improving your processes and systems; and providing information and shared services, in order to save costs

Cost management

Focus 4 - Interoperability

Helping you to achieve interoperability between funder, publisher and institutional systems

Interoperability

How compliant is your institution?

Support through the lifecycle of a research article

2/03/2016

Select journal

Check compliance

Pay APC

Deposit in repository

Select journal

Check compliance

Pay APC

Select journal

Check compliance

Pay APC

Report on compliance

Maximise impact

Record impact

Report

Maximise impact

Record impact

Report

Maximise impact

Record impact

Report

SHERPA ServicesHelping you comply with funding council, research funder, publisher and journal Open Access (OA) policies

Lifecycle of a research article

2/03/2016

Select journal

Check compliance

Pay APC

Select journal

Check compliance

Pay APC

Select journal

Check compliance

Pay APC

Maximise impact

Record impact

Report

Maximise impact

Record impact

Report

Maximise impact

Record impact

Report

Where SHERPA Services fit in

Problem space

The environment of rights and responsibilities for authors, OA support staff and institutions is complex

The environment

From an author’s view point

How compliant is your institution?2/03/2016

Jisc SHERPA services

»SHERPA FACT - sherpa.ac.uk/fact › I am about to publish, does the journal I wish to publish in

comply with my research funders policy and what OA options are available to me?

»SHERPA REF - Beta release in March › I am about to publish, does the journal I wish to publish in

comply with HEFCEs OA policy and what OA options are available to me?

»SHERPA RoMEO - sherpa.ac.uk/romeo› I have published, does my journal allow me to self archive

a copy of my paper and what other OA options are available to me?

Jisc SHERPA services simplify this:

Jisc SHERPA services

»Provide clarity»Make compliance with research funder, funding council,

publisher and journal OA policies quicker, easier and accurate

»Provide you data that allows you to compare multiple OA compliance options from a single point of information

Jisc SHERPA Services save you time and money:

Jisc SHERPA Services

»Maintain the worlds largest dataset of quality assured and current information on publisher and journal OA policies and rights information

»We maintain OA policy and rights information on:› 30,000 journals› 2183 publishers

Behind the scenes:

Jisc Publications RouterHelping you capture your institution’s research outputs

2/03/2016

Select journal

Check compliance

Pay APC

Select journal

Check compliance

Pay APC

Select journal

Check compliance

Pay APC

Maximise impact

Record impact

Report

Maximise impact

Record impact

Report

Maximise impact

Record impact

Report

Where Router fits in

Overview of Router – its rationale

»Simplify many-to-many relationship between publishers and repositories

»Direct articles to appropriate institution(s)»Alert institution to its outputs»Help capture them to repository or CRIS

What it’s for

Building on earlier prototype

»Earlier version developed for Jisc by EDINA»Project objective: to demonstrate a viable prototype»Project at EDINA completed on 31 July 2015»Successor system now ready»Now based at and run by Jisc

Capturing a critical mass of content

»Scalability: capturing outputs published globally»Capturing at acceptance

How we’re addressing them»Adding multi-publisher sources – PubMed, Crossref»Alternative ingest methods from publishers – expert

consultants

Key challenges

New Router – new content!

»Europe PubMed Central»eLife

New feeds:»Two major new publishers now supplying daily feeds »Further publishers coming soon!

Inherited from prototype:

Operational overview

2/03/2016

Jisc Publications Router

Routing based on matching

criteria (author

affiliation to institution)

Publisher

Repository/ CRIS

Event: metadata and text

On acceptance/ publication

De-duplication at receiving system

Contractual framework

JiscEmbargo periods

Publisher

Institution

Legal agreement

Getting involved

»Let us know what system(s) you have»Review the agreement text – legal department»Fill in form telling Router how to match your outputs »Tell us an account on your system»We’ll support you in making it work for you

Contact: pubrouter@jisc.ac.uk Info at: https://pubrouter.jisc.ac.uk/

Jisc MonitorMonitor Local and Monitor UK

2/03/2016

Submiss

Select

journal Check

complia

Acceptance

Deposit in

repository

Publication

Report on

complia

Record

tReport

Where Monitor fits in

Jisc Monitor: Two separate but integrated systems

»Institutions can record and report data relating to their OA publications

»Institutions can record and report on their APCs

»Hosted in the cloud for security

Monitor Local»Shared application

aggregating and presenting data analytics

»Institutions and funders can evaluate cost and compliance data

Monitor UK

Monitor Local Integrations

Key Integrations:

2/03/2016

Monitor local: Benefits

»UK specific focus»Automation of data collection and validation wherever

possible› Publication record enhancement and compliance checking

»Compliant with open standards for data exchange and exploit data from global and UK services such as › CORE, CrossRef, “How Open Is It?”, KB+ and SHERPA

Monitor UK

2/03/2016

Monitor UK: Benefits

»Institutions: compare and benchmark pricing, as well as assess publishers

»Jisc Collections: identify anomalies and trace potential double dipping, which will inform UK negotiations with publishers

»Funders: understand the national picture and inform policy review

Standards development and implementationTo support funder OA compliance

2/03/2016

Select journal

Check compliance

Pay APC

Select journal

Check compliance

Pay APC

Select journal

Check compliance

Pay APC

Maximise impact

Record impact

Report

Maximise impact

Record impact

Report

Maximise impact

Record impact

Report

Problem space

»No consistent use of key and common metadata fields across scholarly systems

»No consistent use of vocabularies»No clear remit of metadata elements from funders and

inconsistent descriptors on common elements

Metadata and vocabularies to support OA reporting:

What you can now use

(Research Papers)»Worked with RCUK and HEFCE»Developed by Paul Walk (EDINA) and Sheridan Brown (Key

Perspectives)

RIOXX metadata application profile and guidelines

»EPrints RIOXX plug-in for 3.3»DSpace patches for version 3,4 and 5

Applications to support RIOXX implementation:

»Recommend:› Implement the RIOXX plug-in for EPrints

jisc.ac.uk/repository-technical-support and start collecting the relevant data for compliance

› Implement the Dates http://bazaar.eprints.org/410/ plug-in for EPrints (adds significant dates to an EPrints record)

»Note: DSpace REF OA compliance checker is being built

EPrints REF OA compliance checker

Support for implementation

jisc.ac.uk/repository-technical-support2/03/2016

What you can use

»Version 2 of the APC data collection template http://bit.ly/APC_data_collection_template

»APC data collection template for Jisc, RCUK and Wellcome/COAF

»Openly released http://bit.ly/APC_data_HE_institutions data in the new format

»Data being used by Jisc Monitor

Standardisation of APCs collection

Benefits

»Supports easier compliance and reporting to funders»Ability to track and share data between systems»Ability to de-duplicate»Supports robust aggregations and interrogation of research

outputs»Better business intelligence (benchmarking, robust

statistics)»Transparency»Robust service functionality/trust in services

Standards and standardisation facilitates interoperability

Case studyJohn Salter, University of Leeds

How compliant is your institution?Or: How (un)compliant is(n't) Leeds.!? (confusing, isn’t it)

Setting the scene

»EPrints repository› locally hosted and developed

»University of Sheffield (Symplectic)»University of York (Pure)»University of Leeds (another Symplectic)

White Rose Research Online

University of Leeds

»Aligned with the HEFCE policy (but not with relaxed year-one)

»Try to encourage the right habits for academics»Get the right systems, structures and staff in place

Publications policy

University of Leeds

»Symplectic OA Monitor (other products called ‘OA Monitor’ may become available)

»Faculty based OA contacts»Drone-based publicity campaign

(not really, but maybe it would help?)»The message is still trickling through

Early start – April 2015

University of Leeds

»Gathered historic data from Symplectic, Web of Science, Scopus based on author affiliation

»Dump it into Endnote and de-duplicate»For 2013-2014, ~7,000 outputs of which ~6,500

in-scope

Leeds perspective on yearly outputs

University of Leeds

»After six months of the publication policy:› details of 30% of anticipated outputs were in

publications system› 50% of these were not complaint› some were due to a publication date not being

available, so embargo end date could not be determined

»now: 38% known› 62% of our anticipated outputs we know nothing

about› which is (obviously) a concern

Uptake(known unknowns / unknown knowns / unknown unknowns)

University of Leeds

»More (high quality / trusted) sources for data› CrossRef (in Symplectic) – licence info +

start date (=embargo end date?)› FundRef› JISC OA Monitor› Publications Router

»We’ve got a month to fix *everything*

Where do we go from here?

University of Leeds

»EPrints compliance checker› compare with OA Monitor› document any ‘interesting’ behaviour› work out how Symplectic OA Monitor exceptions

will get into EPrints»EPrints licence field – needs more finesse

Where do we go from here? #2

University of Leeds

»More academic engagement› the HEFCE compliance shouldn’t be a shock to any of

them now… should it?!»Promote ‘the right thing to do’› combat ‘I’m not going to submit this to REF so it

doesn’t matter’

Where do we go from here? #3

University of Leeds

»but we’re all in this together› If you find solutions / data sources / other magic,

share them› If you find problems, share them too (others can

help)› Coalesce around vendors (e.g. SyRT-UG –

Symplectic Repository Tools User Group)

We’re all individuals…

jisc.ac.uk

John Salter

Library Systems Team,University of LeedsJ.Salter@leeds.ac.uk

Group discussion

»What are your top three challenges and priorities over the next six months?

»You have heard what Jisc is doing in this area – what should we be doing more/less of?

Jisc OA service offer

1. Takes complexity: simplifies information and processes2. Saves you time, specialist resources and money3. Provides advice, tools and routes for adoption

jisc.ac.uk

Further information

Jisc Open Access Services

Contact us:oasupport@jisc.ac.uk

2/03/2016

jisc.ac.uk/content/open-access

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