FAQ – Green OA & Repositories

    • What is a repository?

      What counts as an institutional or subject repository? If it’s listed in OpenDOAR , the ‘authoritative directory of academic open access repositories’, you can be confident it meets funder requirements and HEFCE policy for the post-2014 REF. Oxford’s institutional repository ORA definitely qualifies, as do subject-based repositories like arXiv, PubMed Central and its counterpart Europe PMC , RePEc and  Zenodo. They are: a permanent and stable archive; have institutional or funder support & staffing; are organised & managed, using international standards; can assign DOIs and permanent URLs; and comply with copyright regulations.

      From the end user perspective they are open to all, no login required – unlike networking and sharing sites such as Academia.edu, Mendeley and ResearchGate, which perform a different role.

    • If I decide to go for green open access/self-archiving, do I have to deposit in PMC myself or will ORA do it?

      Some funders, e.g. Medical Research Council, NIHR, and Wellcome Trust / Charity Open Access Fund require deposit in PMC/Europe PMC. The ORA team don’t add papers to other repositories, so if you are using the ‘green route’ for open access and the journal doesn’t automatically deposit in EuropePMC for you, you need to do it yourself. The record will then get a PMCID number.
      To get started please go to https://europepmc.org.

      This is in addition to depositing into ORA via Symplectic, for ‘Act on Acceptance’ (open access and next REF) – http://openaccess.ox.ac.uk/home-2/act-on-acceptance.’

    • How do I deposit (self-archive) in Europe PMC?

      The first thing you should do is to register from the home page:
      https://europepmc.org
      “Sign in or Create an account” is in the top right hand corner.
      The link to the “How do I submit a manuscript?” section is here.

      The following steps from the home page (https://europepmc.org) lead to this link:
      Click on Help (top right), then choose “Help using PMC Europe”. From this page scroll down to “Additional Services and Tools” where there is the link “How do I submit a manuscript?”

    • How do I deposit in PubMed Central (PMC)?

      For PubMed Central (USA), go to the home page: http://www.ncbi.nlm.nih.gov/pmc/.
      From “Public Access” on the lower right of the screen the relevant link to click on is “How Papers Get Into PMC”:
    • Where can I look up whether or not green OA (self-archiving) is permitted by my chosen journal?

      Sherpa RoMEO is a good starting point if you need information on what is allowed by your publisher. The funders’ and authors’ compliance tool (Sherpa FACT ) maps journals and publisher information for RCUK and COAF. You can also check your actual journal’s policy on self-archiving by visiting the author pages on the journal’s website.

    • How do I publish Open Access via the Green route at Oxford?

      Publish your article in a journal in the traditional way, and deposit your accepted manuscript in the Oxford Research Archive (ORA), which makes it available freely and openly on the web, usually after a publisher-imposed delay known as the embargo. Oxford is asking all its academics and researchers to do this for all newly-accepted articles, under the Act on Acceptance initative for open access. No publisher fee is required.

      The way to deposit articles into ORA is via the online deposit form in Symplectic Elements.

      All academics and researchers will automatically have Symplectic accounts created using Single Sign-On.

      Those who are not given automatic Symplectic access (e.g. administrative staff, technical support staff, postgraduate research students, college-only researchers etc.) can now request accounts directly from the central Symplectic Helpdesk symplectic@admin.ox.ac.uk. For other queries please visit the support pages on the Research Services Symplectic Elements website (https://www.admin.ox.ac.uk/researchsupport/awards/symplectic/) or contact your Departmental Symplectic administrator.

    • What version of my work should I self-archive?

      The latest version of your work permitted by the journal publisher (usually the Author Accepted Manuscript, AAM). Sherpa RoMEO is a good starting point if you need information on what is allowed by your publisher. Your funder terms and conditions will also stipulate which version you are allowed to self-archive, if this is the route to OA that you are taking.

    • What do the journals and publishers think of green OA repositories such as ORA?

      Most journals will permit deposit of a copy of an article into ORA. There might be a condition such as an embargo period (for example, the ORA copy may only be released 6 months after publication. As a general rule of thumb publishers permit the ‘accepted’ version (ie the final version with all changes following peer-review included) to be disseminated via ORA. SHERPA FACT and SHERPA ROMEO host information about publishers’ Open Access policies and funder requirements. Use this web site to check the position of your chosen journal. But we strongly recommend you check the actual journal’s policy (usually found under ‘For Authors’ or similar) or ask your <subject librarian> for help.

    • If there is a 3 yr embargo for viewing the full text of theses in ORA, is there a similar embargo for journal articles and data?

      No. Journal article embargoes vary according to the publisher’s policy. The policy of the selected journal should be checked to ensure you comply with any funder policy. For example RCUK policy states that ‘Research Councils will accept a delay of no more than 6 months between on-line publication and a research paper becoming Open Access, except in the case of research papers arising from research funded by the AHRC and the ESRC where the maximum embargo period is 12 months.’ We understand that in the event of APC funds being unavailable during the ‘transition period’ 2013-18, embargos may be lengthened to 12 months for STEM subjects and 24 months for HASS disciplines: the direction of travel will be towards 6/12 with a view to that being the norm by the end of the transition period (5 years).

    • If I move to another University, what will happen? Is there a way of pulling papers together and putting them in the same repository?

      Common practice is for researchers to submit items to their local repository whilst they are a member of staff at that university. When they move the paper will remain in that repository. The papers can usually be linked to for example, from personal or departmental web pages, whatever their location. Repositories like ORA are usually set up to comply with standards so they can ‘harvest’ items from other repositories. A cross-repository search facility is available from the SHERPA service OpenDOAR (http://www.opendoar.org/search.php).