It’s a year since the start of HEFCE’s open access policy, requiring that journal articles and conference papers (in publications with an ISSN) accepted since 1 April 2016 are deposited in an open access repository within 3 months of acceptance for publication, to be eligible for the next Research Excellence Framework (REF 2021).
Oxford’s message has been to Act on Acceptance and deposit the final peer-reviewed manuscripts (Author Accepted Manuscripts) of newly-accepted papers into our institutional repository ORA via Symplectic Elements.
During the first year of HEFCE’s policy (April 2016 to March 2017) a total of 13,106 items were deposited into ORA via Symplectic.
This includes 6,760 Author Accepted Manuscripts (AAMs), by 2,807 researchers. There was a steady increase in the proportion of AAMs in relation to total deposits (which included older articles and other publication types such as book chapters).
Many thanks to our researchers and everyone else involved in this considerable achievement.
Act on Acceptance: deposit tips for researchers
1) Remember to Act on Acceptance – don’t wait till publication.
2) What to have at hand before logging into Symplectic – your AAM (final revised typescript, before the publisher’s copy-editing, proof corrections, layout and typesetting) and the date of acceptance.
3) If you Claim before depositing, please add date of acceptance via Manual Record before uploading file. (See Deposit Guide.)
4) Unsure of acceptance date? It could be a date mentioned by the editor even in an informal email. It’s after any final editing by the journal, not the date when first accepted. If in doubt ask the journal.
5) Deposit is still a necessary step even with open access journals or if the lead author is non-UK.
6) Don’t worry if you make a mistake – it can be sorted out.
7) Wait for the confirmation email from ORA. Nothing is made publicly available until it’s been checked by the ORA staff. They make sure the version you upload is the right one, and only release full text when permissible.
Help & Training
Contact your Subject Librarian, email the OA Team (firstname.lastname@example.org), come to a drop-in or attend a training session. If you want to arrange a refresher session locally, please get in touch.