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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 recommendationslänk till annan webbplats.

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 UKBlänk till annan webbplats och har uppdaterats för att stämma överens med de krav som är gemensamma mellan de nordiska konsortierna. Listan är anpassad efter ESAC:s rekommendationerlänk till annan webbplats 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, license period and transparency.

Open Access Model & Price Model

100% OA or
Offsetting or
Read & Publish or
Licensing agreement combined with discount on Publication Charges and/or
Clearly stated self-archiving rights after specified embargo period

License period

If no open access terms are included, only sign one year agreements [LIBER PRINCIPLE]

Transparency

Information on agreement to be published on consortium webs

Publisher service deliveries

Article submission, publication charges, funding etc.

Article submission

Open access should be set as a default option

Clearly visible information on agreement in place and country specific national guidelines

Publication Charges

APC amount should be visible at submission/invoice when applicable even when covered by the agreement

Funding

Text on published article: Open access funded by ..

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 Citationslänk till annan webbplats.

APC invoices

APC invoices should clearly state what the invoice concerns.
Invoice address schould only include the paying institutions name and address.

A) Name and email address of the author who is affiliated to the paying institution
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

Standard OA Counter reports

Reporting of OA ration in paid for/hybrid titles APC payments [LIBER PRINCIPLE]

Verification eligibility corresponding authors

Preferably done automatically at publisher side, e.g via

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

Submission

Preference for open access already at submission instead of after acceptance

Communication website Publisher

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

Publisher is responsible for updated and clear information at the DOAJ and SHERPA/RoMEO websites.

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

Author’s page (submission page) to be furnished by the Publisher.

Licence to publish

Default CC BY

API service – embargo period information

Publishers should commit to make embargo period information available through API services

API service – article delivery

Publishers should commit to support automated delivery of article versions eligable for sharing via institutional repositories by API services

Publisher agreement

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

Keep access sustainable

Do not give up perpeptual access rights to non-OA content [LIBER PRINCIPLE]

Avoid non-disclosure clauses

Avoid non-disclosure clauses in license agreements. According to the Freedom of Information Laws in Nordic countries we will strive to share information as openly as possible. [LIBER PRINCIPLE]

Usage statistics

Reporting of OA ration in paid for/hybrid titles [LIBER PRINCIPLE]

Article types covered by agreement

All

or:

Research Article
Conference Paper / Proceedings Paper
Review
Letter
Note
Editorial / Editorial Material

Eligible authors affiliation

Must be stated in the article.

Journal title list

List of journals and years/volumes covered by deal – including information on embargo period if applicable

Reports

Monthly or bimonthly reports to be sent to consortium@consortium.xx and participating organisations. The following information should be included on both reports and APC-invoices:

A) Name and email address of the author who is affiliated to 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 off eligible articles

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

Automated article delivery

Automatic depositing of oa in repositories via API service

Penalty Clause

A clause stating that participating organisations’ articles are immediately available open access. If the clause is not followed, compensation should be discussued

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.

Collaboration

The checklist is made in collaboration with: