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How OA compliant is your institution - Jisc Digifest 2016

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To comply with funders' policies HE institutions will need to record data about their open access (OA) research outputs in a consistent way.

In this session we’ll provide an overview of the Jisc-led tools and services that can support you with this. There will be an opportunity to discuss your workflows, plans, challenges and opportunities for RCUK and REF compliance and an HEI will provide an overview of their funder reporting and workflows.

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How OA compliant is your institution - Jisc Digifest 2016

  1. 1. How OA Compliant is your Institution? Meeting RCUK and REFOA Policy requirements
  2. 2. Introduction Bill Hubbard, Deputy head of ScholarlyCommunications Support
  3. 3. 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?
  4. 4. OA policies and response
  5. 5. 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 2/03/2016 How compliant is your institution?
  6. 6. 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 2/03/2016 How compliant is your institution?
  7. 7. 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? 2/03/2016 How compliant is your institution?
  8. 8. Jisc OA service offer
  9. 9. Jisc OA service offer 1. Takes complexity: simplifies information and processes 2. Saves you time, specialist resources and money 3. Provides advice, tools and routes for adoption 2/03/2016 How compliant is your institution?
  10. 10. Focus 1 – Policy compliance Helping you meet and demonstrate compliance with the range of different funders’ and publishers’ requirements Policy compliance 2/03/2016 How compliant is your institution?
  11. 11. 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 2/03/2016 How compliant is your institution?
  12. 12. Focus 3 – Cost management Support with improving your processes and systems; and providing information and shared services, in order to save costs Cost management 2/03/2016 How compliant is your institution?
  13. 13. Focus 4 - Interoperability Helping you to achieve interoperability between funder, publisher and institutional systems Interoperability 2/03/2016 How compliant is your institution?
  14. 14. Support through the lifecycle of a research article 2/03/2016 How compliant is your institution?
  15. 15. SHERPA Services Helping you comply with funding council, research funder, publisher and journal Open Access (OA) policies
  16. 16. Lifecycle of a research article 2/03/2016 How compliant is your institution? Where SHERPA Services fit in
  17. 17. Problem space The environment of rights and responsibilities for authors, OA support staff and institutions is complex 2/03/2016 How compliant is your institution?
  18. 18. The environment From an author’s view point 2/03/2016 How compliant is your institution?
  19. 19. 2/03/2016 How compliant is your institution?
  20. 20. 2/03/2016 How compliant is your institution?
  21. 21. 2/03/2016 How compliant is your institution?
  22. 22. 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: 2/03/2016 How compliant is your institution?
  23. 23. 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: 2/03/2016 How compliant is your institution?
  24. 24. 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: 2/03/2016 How compliant is your institution?
  25. 25. Jisc Publications Router Helping you capture your institution’s research outputs
  26. 26. Lifecycle of a research article 2/03/2016 How compliant is your institution? Where Router fits in
  27. 27. 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 2/03/2016 How compliant is your institution?
  28. 28. 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 2/03/2016 How compliant is your institution?
  29. 29. 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 2/03/2016 How compliant is your institution?
  30. 30. 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: 2/03/2016 How compliant is your institution?
  31. 31. Operational overview 2/03/2016 How compliant is your institution? Jisc Publications Router Routing based on matching criteria (author affiliation to institution) Publisher Repository/ CRIS Event: metadata and text Event: metadata and text On acceptance/ publication De-duplication at receiving system
  32. 32. Contractual framework 2/03/2016 How compliant is your institution? Jisc Embargo periods Publisher Institution Legal agreement Legal agreement
  33. 33. 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/ 2/03/2016 How compliant is your institution?
  34. 34. Jisc Monitor Monitor Local and Monitor UK
  35. 35. Lifecycle of a research article 2/03/2016 How compliant is your institution? Where Monitor fits in
  36. 36. 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 2/03/2016 How compliant is your institution?
  37. 37. Monitor Local Integrations Key Integrations: 2/03/2016 How compliant is your institution?
  38. 38. 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 2/03/2016 How compliant is your institution?
  39. 39. Monitor UK 2/03/2016 How compliant is your institution?
  40. 40. 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 2/03/2016 How compliant is your institution?
  41. 41. Standards development and implementation To support funder OA compliance
  42. 42. Lifecycle of a research article 2/03/2016 How compliant is your institution?
  43. 43. 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: 2/03/2016 How compliant is your institution?
  44. 44. What you can now use (Research Papers) » Worked with RCUK and HEFCE » Developed by PaulWalk (EDINA) and Sheridan Brown (Key Perspectives) RIOXX metadata application profile and guidelines 2/03/2016 How compliant is your institution?
  45. 45. What you can now use » EPrints RIOXX plug-in for 3.3 » DSpace patches for version 3,4 and 5 Applications to support RIOXX implementation: 2/03/2016 How compliant is your institution?
  46. 46. What you can now use » 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 2/03/2016 How compliant is your institution?
  47. 47. Support for implementation jisc.ac.uk/repository-technical-support 2/03/2016 How compliant is your institution?
  48. 48. 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 andWellcome/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 2/03/2016 How compliant is your institution?
  49. 49. 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 2/03/2016 How compliant is your institution?
  50. 50. Case study John Salter, University of Leeds
  51. 51. How compliant is your institution? Or: How (un)compliant is(n't) Leeds.!? (confusing, isn’t it)
  52. 52. 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 2/03/2016 How compliant is your institution?
  53. 53. 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 2/03/2016 How compliant is your institution?
  54. 54. 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 2/03/2016 How compliant is your institution?
  55. 55. 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 2/03/2016 How compliant is your institution?
  56. 56. 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) 2/03/2016 How compliant is your institution?
  57. 57. 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? 2/03/2016 How compliant is your institution?
  58. 58. 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 2/03/2016 How compliant is your institution?
  59. 59. 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 2/03/2016 How compliant is your institution?
  60. 60. 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 RepositoryTools User Group) We’re all individuals… 2/03/2016 How compliant is your institution?
  61. 61. jisc.ac.uk John Salter Library SystemsTeam, University of Leeds J.Salter@leeds.ac.uk 2/03/2016 How compliant is your institution?
  62. 62. Group discussion
  63. 63. 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? 2/03/2016 How compliant is your institution?
  64. 64. Jisc OA service offer 1. Takes complexity: simplifies information and processes 2. Saves you time, specialist resources and money 3. Provides advice, tools and routes for adoption 2/03/2016 How compliant is your institution?
  65. 65. jisc.ac.uk Further information Jisc Open Access Services Contact us: oasupport@jisc.ac.uk 2/03/2016 How compliant is your institution? jisc.ac.uk/content/open-access

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