You can still submit your publications to the REF and you should upload the manuscript to RIS where possible. These outputs can be selected for the REF even if a file has not been uploaded. The Library Research Support team will assign an applicable exception flag to the output record if you were previously employed by a non-UK HEI institution.
New members of staff should upload the final accepted manuscript (AAM) of all journal articles and conference papers accepted for publication after 1 April 2016. If you have previously uploaded your output to another institution's repository you can provide the URL details to the Library Research Support team. We can set an exception flag to demonstrate that the output is compliant in another repository.
Plan S is an initiative that hopes to make immediate, full Open Access a reality by 2021.
All Swansea University staff are expected to ensure that their published outputs align with the University Open Access policy and the requirements for submission to the next REF cycle.
Conference contributions with an ISSN are within scope of the policy if the date of acceptance for the output is after 1 April 2016.
In general if a conference proceeding is published with both an ISSN and an ISBN or in journals with an ISBN it is within scope, for example Lecture Notes in Computer Science.
The distinction between ISSNs and ISBNs is intended to separate two types of conferences:
Many funders require some form of open access - look out for policies when applying for grants. The details of their requirements may differ from the REF open access policy. If you don't comply with your funder's policy, your existing grant may be partially withheld, and you may not be eligible for future funding.
The publisher policy will specify which version you can upload to the Research Information System (RIS) for the repository. This could be:
Author's accepted manuscript version (AAM): normally the final peer-reviewed article that has been accepted for publication but has not been formatted with the publisher’s final layout. Self-archiving embargo periods may apply.
The author's accepted manuscript document is required to comply with the REF and the institutional open access policy.
Published version of record (VoR) incorporating the layout and typographical arrangement of the publisher. You are not usually able to upload the publisher created PDF version unless:
Contact the corresponding author or your co-authors so that you can upload a copy in good time.
Non-UK authors may need an explanation about the UK HEFCE/HEFCW requirement that UK authors are required to deposit the final accepted manuscript (AAM) in their institutional repository. The AAM, which is the version of the article that was peer reviewed but without the publisher's typesetting, will be made open access after a delay period specified by the publisher policy.
If you cannot obtain your final manuscript then we can apply a REF exception to your paper. Contact the Library Research Support team.
Creative Commons (CCL) are pre-prepared licences that are intended to help copyright holders distribute their work; they define how the work can be used by others without the need to grant permission each time someone wants to use it. There are various different types allowing for reuse, modification, commercial use etc. The Creative Commons web site has more information.
The licences contain four main elements:
These elements then combine to form six licences plus a final CC Zero or public domain licence which purports to waive all rights to the material it is applied to:
Uploading to RIS does not make your paper openly available unless you press the 'Publish to Cronfa' button.
A member of the Research Support team will usually double check the publisher terms and conditions using Sherpa Romeo and check that the applicable embargo period is applied to the journal output. The metadata description record will appear in Cronfa overnight but the full-text file is normally subject to the embargo period.
Visit the Copyright Library Guide for help on copyright at Swansea University
We are able to claim an exception for REF if an open access deposit would put the author or the institution at risk. If you have any concerns about placing sensitive material in the repository, get in touch with us
If you are required by your funder to add a data statement to your paper you could include information in this format:
My paper contains data which are openly available
My paper does not refer to underlying research data
It is not possible to make my research data openly available
The site supports the University’s Policy on Research Data Management. It provides guidance for Swansea University researchers on expectations, obligations, advice and support for research data management
How do I make my PhD open access to comply with my funder or institutional OA requirements?
Full text PhD theses produced at Swansea University are provided in Cronfa, the institutional repository.
Please visit our E-Theses Library Guide for information on the Library mediated deposit service.
Compliance with the UK Research Councils’ (RCUK) policy on open access:
The UKRI (RCUK) document "Research Councils Training Grants Terms & Conditions" Requirement TGC11.5 states that the institution must support RCUK funded Ph.D. students to publish the results of their research in the institution's repository as soon as possible after award. A full text version should be available within a maximum of 12 months following award.
Research Councils’ policies on research data require data generated or collected by research that supports published research findings (which could include e-theses) to be preserved and (where no commercial, ethical, or legal restrictions apply) made publicly available. Clarification on the EPSRC data access requirement can be found on their website. We can link your e-thesis record to your research data if you provide a URL
Publishing models for books are complex and at the moment there is no requirement to make books open access.
If you would like to make a chapter from your book available you are welcome to put it in RIS/Cronfa if your publisher allows this. Author's are strongly encouraged to upload outputs outside the scope of the REF policy to increase citations and to provide greater research visibility. We usually ask Swansea University authors to provide their book chapter manuscripts for RIS.
Further information is also available on our Library Guide: Publishing and Research Impact or you can discover a selection of Guides for OA Monographs from the OAPEN website. The Knowledge Exchange report Towards a Roadmap for Open Access Monographs outlines key findings and recommendations for developing OA monograph policy, author engagement and technical infrastructure.
The OAPEN Foundation has launched a new open access (OA) books toolkit for researchers and academic book authors. The toolkit is a free-to-access, stakeholder-agnostic resource that aims to help authors better understand OA for books, increase trust in OA book publishing, provide reliable and easy-to-find answers to questions from authors, and to provide guidance on the process of publishing an OA book.
The toolkit was created in collaboration with Springer Nature and The University of Glasgow and has been written by a global and diverse group of stakeholders from the academic community and scholarly communications organisations.
A librarian maintained list of publishers that allow open access author self-archiving of book chapters and books.
In the majority of cases you should be able to use your usual journals. However, you should make sure you are aware of a publisher's policies before you choose a journal. In a small number of cases it might be advisable to change.
It is not usually necessary to pay. Most publishers allow the deposit of an accepted manuscript or postprint in an institutional repository, often with an embargo period. In some cases where you have funding you can pay the publisher to make your paper freely available straight away (gold open access).
Further information here