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Library Research Support & Services: HEFCE REF Open Access Policy - depositing your work via Elements into PEARL

In a nutshell: HEFCE's Open Access Policy for the next REF:

All accepted manuscripts of journal articles & conference papers (in proceedings with an ISSN) accepted for publication post 1st April 2016 must be deposited by the author into a repository (within 90 days of publication*).

You will need:

Horse Racing FAQ's

Accepted Manuscript (which version of my work is this?)  

To aid citing of your work and to abide with publisher copyright policies, include a link to the published version e.g.: 

"This is the author's accepted manuscript. The final published version of this work (the version of record) is published by [Publisher name] in [Journal Title and date] available at: [DOI].   This work is made available online in accordance with the publisher's policies. Please refer to any applicable terms of use of the publisher."  

Acceptance Date (more information)

Embargo Release Date if required (how do I find this out?)

Steps to deposit:

Help and support

Drop in, sign up sessions, bespoke workshops for research groups and committees plus and 1:1 support is available.
You can also contact your Information Specialist or
email: / tel: 01752 (5)87114

* From April 2018 HEFCE require deposit within 90 days of acceptance for publication.  Planning is underway to develop the infrastructure to support deposit upon acceptance including keeping a watching brief on policy and sector developments.

^Where embargos are stipulated by publishers they should be applied but not exceed 12 months for Panels A&B and 24 months for Panels C&D.  Limited exceptions are possible e.g. where a journal's embargo period exceeds the HEFCE stated maxima and was still the most appropriate publication for the output.  Exceptions should still be deposited.  Publisher copyright should be adhered to.

'How to deposit' guides

Why self-deposit?

HEFCE's guidance states:

"3.1. Who is responsible for depositing the output?
The author is responsible. It is a feature of this policy that it places a responsibility on authors to deposit their work and consider their open access options. We see this as the clearest way to increase awareness and uptake of open access within the research community."

The library undertakes a number of steps to support authors with compliance:

  • Ensuring the correct publication version has been deposited according to copyright (and saved in the correct file type)
  • Ensuring the embargo is accurate according to the publisher policy (Sherpa Romeo)
  • Applying policy exceptions or waivers as appropriate
  • Correcting records (acceptance dates) in Elements and Pearl
  • Configuring complex system reports