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Checklist for Open Access terms

This checklist is intended for the use of consortium or library staff negotiating open access agreements with publishers and is aligned with ESAC:s recommendations External link..

Kort information på svenska: Checklista för avtalsvillkor för öppen tillgång

De nordiska konsortierna har tillsammans utvecklat en checklista för avtalsvillkor för öppen tillgång. Checklistan baserar sig ursprungligen på en lista skapad av det nederländska konsortiet UKB och har uppdaterats för att stämma överens med de krav som är gemensamma mellan de nordiska konsortierna. Listan är anpassad efter ESAC:s rekommendationer External link. och uppdateras kontinuerligt.

Listan är avsedd att användas av personal inom konsortium eller bibliotek som förhandlar med förlag om öppen tillgång.

Checklist for Open Access terms in Publisher Agreements with Nordic Consortia

The original checklist was made by the Netherlands UKB Working Group. This version is modified by the consortia in the Nordic countries.

Nordic consortia commitments

Open Access model & price model and transparency.

Open Access Model & Price Model

100% OA or
Offsetting or
Read & Publish or
Clearly stated self-archiving rights with no embargo period.

Transparency

Information on the agreement to be published on consortium webs. Transformative agreements shall be published in the ESAC Registry External link..

Publisher service deliveries

Article submission, publication charges, funding etc.

Article submission

Open access should be set as a default option.

Metadata standard

Publishers should deliver article metadata including open access licence information to CrossRef and other relevant third parties, according to standards, for example NISO Standard, ORCID and Ringold, and license this under a CCO licence. See Initiative for Open Citations External link..

Verification eligibility corresponding authors

Preferably done automatically at publisher side, using at least two of the following methods:

A) Authors stating their affiliation(s) at article submission
B) IP ranges specified by the paying institution and/or
C) e-mail domain(s) defined by the paying organisation

Communication between publisher and author

The publisher is responsible for findable, clear information for authors on the publisher’s website.

The publisher is responsible for updated and clear information on the DOAJ External link. and SHERPA/RoMEO External link. websites.

Public page with info on the open access agreement on the publisher’s website, to be furnished by the publisher.

Licence to publish

Default CC BY.

Article delivery

Publishers should commit to supporting automated delivery of article versions eligible for sharing via institutional repositories.

Publisher agreement

Sustainable access, non-disclosure clauses, usage statistics etc.

Keep access sustainable

Do not give up perpetual access rights to non-OA.

Article types covered by agreement

All articles
or
Peer-reviewed articles

Eligible authors affiliation

Must be stated in the article.

Journal title list

A list of journals shall be included in the agreement text

  • Journal type shall be specified (hybrid, fully OA, subscription only)
  • Including information on embargo period if applicable

When title lists are updated publisher shall inform the consortia.

Publishing reports

Monthly publishing reports shall be sent to consortia and participating organisations or be presented in an administrative tool accessible to consortia and participating organisations. Publishing reports shall include all article types and licenses. (Both OA and non-OA) The following information should be included on both reports and APC-invoices:

A) Name and email address of the author who is affiliated with the paying institution (must be the corresponding author)
B) Complete statement of the author’s affiliation to the paying institution (as specific as possible, preferably down to department level)
C) Funding organisation (research funder)
D) Date of acceptance
E) Date of publication
F) Journal title
G) ISSN
H) Article title
I) Article type
J) DOI-link
K) Amount due
L) Discounts and discount group (if applicable)
M) CC license

Confirmation of eligible articles

Confirmation should be made by the organisation within 5 working days upon notification from Publisher if applicable.

Retrospective Open Access publishing

If an article is being published behind a paywall or under an open access license other than CC BY during the agreement period, with the author’s consent the publisher shall retrospectively convert the article to CC BY with no extra cost. If an affiliated author paid for open access publication covered by the agreement, funds shall be refunded to the author.

Publishing rights

In the event a journal change publication format (eg from hybrid OA to fully OA) from a format covered by the agreement to a format not covered by the agreement, consortia will retain the right to publish open access as stipulated before the format change.

Definitions for Joint Nordic Checklist

  • The practice of archiving a version of an article for free public use in an institutional or subject repository (e.g. PubMed Central). Where this is done by the author the term ‘self-archiving’ is typically used.

  • Peer-reviewed articles within a subscription-based journal are made immediately open access (Gold OA), typically on payment of a publication fee (also called an article processing charge or APC) to the publisher.

  • Publication in journals that make all of their content OA via payment of a publication fee, and do not rely on subscriptions.

  • Publication in fully open-access journals which do not charge an APC.

  • Offsetting is where institutions receive a deduction on their license costs depending on the APC paid in the previous year.

  • Pay-as-you-publish refers to research institutions covering the costs of their publishing output only, no upfront payments, no lump sums, no guaranteed amounts and no access-based cost components (publications by corresponding authors affiliated with the research institution).

  • Read and Publish is a combination of a publishing fee (main component) and an additional reading fee.

  • Voucher model is a system that provides subscribing institutions with vouchers to spend on APCs.

  • The final published version of a scholarly research paper, after undergoing formatting (and any other additions) by the publisher. Also sometimes called ‘Version of Record (VOR)’.

  • Version of a research paper subsequent to peer review (and acceptance), but before any type-setting or copy-editing by the publisher. Also sometimes called a ‘postprint’.

  • Version of a research paper, typically prior to peer review and publication in a journal. Also sometimes called a ‘preprint’.

  • APC is a fee which is sometimes charged to authors to make a work available open access in either an open access journal or a hybrid journal. APC should specify all charges included in total amount due: e.g. publication fee, submission fee, additional charges for colour pages/works/page charges/editing. APC is also known as Publication Charges.

  • Eligible authors must be corresponding authors and affiliated with the paying organisation.

  • The person who handles the manuscript and correspondence during the publication process – from manuscript correction and proof reading, to handling the revisions and re-submission of revised manuscripts up to the acceptance of the manuscripts. The author has the authority to act on behalf of all co-authors in all matters pertaining to publication of the manuscript including supplementary material. The corresponding author is responsible for obtaining such agreements and for informing the co-authors of the manuscript’s status throughout the submission, review, and publication process. In addition, the corresponding author also acts as the point of contact for any enquiries after the paper is published.

  • Peer reviewed scientific journal articles, conference proceedings and monographs/chapters.

  • Subscriptions + APC + APC admin costs.

  • Day when a research paper is released for the very first time in one of publisher’s journals, electronically or in print.

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