This page reflects the most common questions asked about open access and the REF OA requirements.
If you have other questions not answered below, please send them to openaccess@sruc.ac.uk - it doesn't matter how small or trivial it may seem, there's probably someone else wondering the same thing too!
(1) Can I put the publisher PDF on the SRUC Repository?
You must deposit a copy of the final peer-reviewed accepted manuscript in an institutional repository (e.g. 'SRUC Repository') as soon as possible after acceptance by the publisher, and no later than 3 months after this date. Full information can be found in our OA for REF guide.
(4) I can't see or access the full text of a paper on the Repository - why?
It may be that a copy of the accepted manuscript has not been supplied by the author(s) for open access deposit or more likely, that there is an embargo on making full text of the paper available via the Repository – most publishers place a 12-24 month embargo on making accepted manuscripts open access. It is recommended that in these cases, you follow the link to the final published version as it may be that your institution has a subscription to that journal and you can access the paper there. Alternatively, if the record has a locked file attached, you can click on it to access the “Request a Copy” service which upon entry of some personal details, triggers a request to the author for the supply of a copy of the accepted manuscript.
(5) One of my papers is missing/ not listed on the Repository - why? How can I fix this?
It is up to you, as the author, to inform us of your publications. If you have not completed the submission form on the intranet for a paper, then it will not have been added to the Internal Publications Database or the Repository. To get a paper added, new or old, complete the 'submission form' on the Intranet.
(6) Why do publishers set embargo periods and do they conflict with the REF OA requirements?
Publishers often impose a delay on making manuscripts available through open access repositories and the REF policy makes allowances for this. The maximum permitted period for our panel (A&B) is 12 months. Outputs with no embargo will be made accessible within 1 month of deposit and those with an embargo with be made accessible within 1 month of it ending.
There are some publishers who do not permit making manuscripts available through open access repositories at all. This means that it is vital to be aware of the REF requirements when deciding where to publish and to ensure that the journal you are publishing in will allow you to meet them. To see a list of the journals most often published in by SRUC authors and their compliance with the REF OA requirements, check the publications area of the 'Contracts Office Intranet Pages'. For other titles, you can use the 'SHERPA/RoMEO' service (link below) which offers a quick way to check what open access options a journal offers
(7) The journal I want to publish in doesn't allow green OA/ self-archiving - what should I do?
You should examine and consider other journals that allow deposit within the requirements as an alternative venue of publication. If after serious consideration, you feel that the original non-compliant journal is still the most appropriate place for your paper, please speak to your Team Leader. You can check a title's compliance with the REF OA requirements using 'SHERPA/RoMEO' (link below) for journal policies or contact openaccess@sruc.ac.uk for assistance.
(8) When should I submit my papers to the Repository?
To comply with the REF Open Access requirements, you should submit your paper at the point of acceptance by the publisher and no later than 3 months after this date.You can still submit papers for inclusion after this time; however it may not be eligible for inclusion in the REF submission.
(9) How can I tell if a journal meets the REF OA requirements?
You can search 'SHERPA/RoMEO' by journal title and review the current publisher open access posting policies and options. It also provides links to further information on publisher webpages where available. If you’re uncertain or have concerns, please contact openaccess@sruc.ac.uk for advice or clarification.
(10) Can I upload my papers to ResearchGate, Academia.edu or other similar services?
Whether you can upload your papers to these third-party, often commercial, services is governed by copyright and publisher policies. There is much variation between publishers so before uploading any papers, it is vital to check which version you are permitted to upload and where, and if there are any restrictions or embargoes. Before uploading to these services, you will need to check your publishing agreement to see how you are allowed to share your paper. You can also do a general check on the publisher copyright and sharing policies on 'SHERPA/RoMEO'. However, if you do use this to assist you to determine copyright guidelines, it is advisable to still check publisher websites and your publishing agreements, as you are responsible for meeting copyright requirements when you post.
We would recommend uploading the accepted manuscript, which has undergone peer review, to the 'SRUC Repository' and linking to this from any of the third-party services. This way the publisher's policy will have been checked before putting the paper online, so you can be sure that you will not be in breach of copyright.
