Open Access Journals, Subvention Funding, OA Policy, and Public Access Compliance

Good afternoon I'm happy to see you all today I'm so excited about this session  uh for several reasons but mainly because I love sharing meaningful Resources with our faculty uh that  really seem to be sort of hiding under the surface a bit and if people just knew more about them they'd be taking  advantage of them are um so it often really surprises me when I bring up the concept of  um you know I'm working with a team of folks and I bring up the concept of Open Access journals or or even subvention  funding and discover that lots of people are operating under perceptions that may  have been popular long ago and just haven't learned more about the evolution  over the last few years so today we have some excellent presenters to help guide us to better understand that evolution  of these terms and these Concepts over the last several years so today to talk about Open Access  journals prevention funding the OA policy and Public Access compliant are  we have our presenter and facilitator uh Dr David music who is our senior Dean  for faculty Affairs at Virginia Tech curling School of Medicine um and our panelists Curie Dubose and  who is associate director of Health Sciences Health Sciences Library head veterinary medicine library and liaison  to animal sciences and the head of Freeland biomedical research institute  Health Sciences and Technology Library University and the university libraries  of Virginia Tech that's a lot curious um and Rachel miles who is the research  impact coordinator of the University libraries at Virginia Tech so please  join me in welcoming our presenters and um panelists today go ahead and take  that away folks thank you thank you Dr wicker I will I will just say a very brief word of  introduction and express my appreciation to Rachel and Kerry for being here it was a little over a year ago that we  first as a medical school started participating actively in the Virginia Tech research libraries convention fund  which has been very helpful to our authors as we have continued to learn more about Open Access publishing and um  so I got introduced to them that way and some other members of their team it's been a real joy to work with them and  I'm just going to turn it over to them because they have a very well thought out and very organized presentation  they're going to give us and there will be lots of time for you to either put your questions into the chat feature and  we will be monitoring that actively or we will actually stop the presentation and answer questions as they arise so I  think our first speaker is Kerry so Kerry thanks so much for being here today  yeah and thank you very much for having us and um my my title actually changed  as of July 1st so I'm now a director and um I also gave up what I say gave up  Roberto Silva who is here is now the head of the fbri hsnt library so um lots of us are here to help and again  anytime you have any questions please feel free to reach out um and in today's session as we mentioned you can ask questions anytime  I'm also going to ask for some feedback we have some questions as we go through this that we can also use the chat for  uh just to give a couple answers to some questions I'm going to pose out to you all but to get started let's go ahead and  look at look at our um so I'm gonna get  journals for Open Access there's a lot to think about in that area and then I'm also going to talk a little bit about  the Open Access evention fund and then I'm going to transfer it over to Rachel who's going to talk about uh Virginia  Tech's intellectual property and our open access policy how you can deposit and share your works on our  institutional repository AV Tech works and then also there are mandates coming out now that's our calling for public  access and how that is similar and different from what Open Access is and has been  so that's a lot to cover but again if you have any questions feel free to post them in the chat we want this to be  session as helpful for you as possible and again you can also contact us afterwards if there's any questions that  come up that you think about later so I'm going to start again with the overview of Open Access and I'm going to  ask you all well what is open access what does that actually mean to you or what comes to mind so again if some of  you want to just go ahead and put some thoughts in the chat about what Open Access means to you how you define it  okay awesome yeah I can download it without a subscription it's free you can see it anywhere  almost anywhere on a computer anywhere yes um it won't magically appear in any other medium other than online content  digital content  yeah so what you've heard in the past with those journals you have to pay to publish articles with them that's one of  the older items and it's still sort of true but a little bit different so we'll talk  about that a little bit later foreign  so there are actually a lot of definitions out there I pulled this one from Springer it does mention that it is  freely available online to all at no cost with limited restrictions with regard to reuse so there is still  copyright that is um applied you can't just grab it and then plop it into another work and sell that work that  would be violating the copyright there um but it doesn't have necessarily as  high of restrictions because again you can download it you can get to it very easily and and such like that now the  the idea of the unrestricted distribution has three components to it so the authors their work gets seen by  more you don't have that um you know barrier of only those who who can afford it can get to it and so  therefore the readers can then access and build about the work that you've done and then also progress science that  way and then the funders get a little bit and do it too because they can see that broader impact of where their money has  gone so they get that bit more return on investment at that point behind besides what used to be the subscription model  so that's Springer's definition the library oops wrong buttons up sorry the zoom's  always in my way um gotta move the little bar so the library um has a little bit more of a of a very  broad um definition where it's the removal of price and permissions barriers to peer-reviewed research and then also it  can be by publishing in an Open Access Journal which is a way that a lot of folks do make their work openly  available or you can deposit an article version such as the accepted manuscript into a repository and that's what we're  going to be talking about a little bit later in today's session now I want to talk a little bit about  the value and the benefits of Open Access and in that regard again if you guys can all use the chat and tell me  what you think is the value the benefit of publishing your work open apps in an  Open Access format  faster quick way to share your research a  greater reach yep wider access keeping up with the latest info yep  more broadly more accessible available yep  yeah funders know what's out there exactly it makes it easy for them to get to as well  able to be more easily cited  okay so you guys all gave really great examples about the value and the benefit  here is a nice infographic I found that again we talked a little bit about the more exposure to your work that  practitioners can apply your findings higher citation rates um I can also influence policy because  again who has access to it is what they can read the you know knowledge is power but it's all stemming from the pieces of  information that we can pull together and if you can't access something then you can't put that as part of your knowledge base we have that idea also of  compliance with Grant rules so again that idea of making things openly available or public publicly accessible  another one when we talk about that broad reach is that researchers in developing countries can see your work  and then also not just the funders but the taxpayers um they can actually see where their money is going by the  research that is then published now while there's always a benefit there  are also challenges uh so what are some challenges that folks think about or  know about or have seen about Open Access  foreign expensive very costly unclear how  rigorous the peer review is yes these are all great comments because each one of these is very much uh very much in  play right now yeah it can be fake predatory journals  yep unprofessional interactions yes there's that too um so the predatory publisher is one of  the biggest challenges the way the Open Access model works is it's it's that idea where you pay to  publish but it's not paid like a vanity press and that's a lot of the stigma but it is to come you know to to recoup the  publisher for their cost of making these things available rather than through subscriptions there are generally  article processing charges or other ways that they have to generate Revenue to cover their costs um but probably the  most popular one is the article processing charge again as I mentioned there are other ways to fund these but  that's been the one that's applied to predominantly done now that being said on the Predators came out because they  figured well people need to publish they have to do it there's that Joy of publisher Parish  and then they will you know stay their peer-reviewed journal and usually they  are a bit less in those processing charges but their peer review is uh very  low to usually non-existent um usually you'll see um papers submitted July 1st and  published July 10th and I don't know about you all but as a reviewer uh it's just not enough time for me to give any  feedback or comments about the quality of the article or what I may have found to have the person then go back and edit  or address my questions um but that is a lot of things and we did mention that or somebody mentioned  that it was very um costly or expensive so these are some of the main challenges to open access  um and I hope you guys like that little picture because the wolf hiding in there it is um it is sometimes a challenge that you  don't always see right away but it is a challenge to be addressed in ways to avoid some pitfalls such as those  predatory publishers and that's what we're going to talk about right now a little bit is that  selecting of journals for publication um and this right here is probably the  first thing that I always recommend to anybody looking to publish is think about the the journal itself what is the  scope what's the purpose and who's the audience and is that who you're trying to reach um because if the answer is no to those  even if it's a you know great place or you know might be a little more questionable you need to make sure your  work is in a place that makes sense and from there you can look at the rigor and  reputation of that journal and that discoverability or findability and there's a library tool called ulrix  which is a periodicals database that will actually tell you where that journal is indexed so is it in PubMed is  it in web of science is it in cab abstracts is it in biological sciences where are people going to be able to  find that particular Journal index so when they run a search that your article is likely to come back up and then the  one that's also important in particular for promotion and tenure is the impact factor or if as we call it which is run  by webassigns which that's a whole other conversation for a whole nother topic I'm happy to talk your ear off about  that one at another time but that one is also an important thing in in Academia  but the again the idea is you know who's going to publish it what's it going to be for your own credibility and what's  it going to be for people to find your work that makes sense uh within that particular Journal so looking again a  lot of that scope and the audience the quality um and then where it's indexed are probably the three most as well as what  is the rigor behind uh peer review and that kind of thing and then also are  there agreements that would allow you to make it openly available and how do you have to have an article processing  charge is there potentially a discount that the the library or university you're with has access to or can you put  it into an Institutional repository so those are all things that you can look at  now when we talk about that idea of the Predator Publishers um a lot of times some of you might have  been contacted by by a publisher to say hey we've seen your work on XYZ we think you should submit here  um usually the biggest red flag for me is they pick something and then they tell me what topic and I'm like that has nothing to do with that I published on  at all um so it's usually a big red flag but the big thing is there's a site called  think check submit and so again when you're when you are contacted by by a  journal to publish um most of the reputable ones have you come to them but not all so there's a  place to go to actually do some checking some checklists and before you submit it  and they are for books and chapters as well as Journal articles now the caveat  here is these are great lists to help use but it does require you to do some digging in order to actually find the  information to see if this is a viable publication outlet that you want to have your name associated with so so it takes  a little bit of time and thank you Father for putting the links in the chat so that way you can see  um what's going on with like how to get to those resources but they are really really helpful so again just take a few  minutes to go through and see uh yes this definitely looks like a credible publisher or  [Music] I don't think I want to go here  so with that I want to take a moment to pause um I am a librarian so I go with the typical Cat theme  um so yes that is one of my things uh but if does anybody have any questions right now about Open Access or what  we've covered so far yet this is Deb I did see a question in  in my chat I'm not sure it went to everyone but the question was are apc's transparent and I think you covered some  of that but just wanted to throw that out and let you elaborate a little more  journals are really good about listing up front what the APC is and then others will make you log into actually submit  your paper before they're going to tell you how much it costs um let me talk a little bit more about that I prefer if they tell you upfront  what it is uh and like I said I've come across now a few journals that used to  tell you up front but now they wait until you are actually in the process of submitting or have to at least create an account to then find out how much they  charge which to me is a little bit of an extra hoop that they shouldn't necessarily make you go through  especially when you do look at some of these charges and how some of them have gotten fairly expensive over time  and then it's just taking time away from you uh to be able to do other things besides look up how much this is going to cost  a related question Carrie somebody asked me not long ago can you negotiate on these apcs or are they usually like all  you know it is what it is no negotiation or can you can you negotiate with them  on your institution be willing to negotiate um others though will say nope you're in  an R1 there you go that's what it is yeah uh so so in some cases there might be but  I'm going to say in Virginia's tax case there's not a lot of room to negotiate uh but that being said we do we have  done on the library side negotiations with Publishers to at least get discounts um and also Viva which is a Library  Consortium for all of Virginia has a contract with Wiley right now so any  Wiley Journal that has an open act that's a fully 100 Open Access Journal we do not have to pay the apcs to  um so they will publish because we have that agreement through Viva and there's a couple other ones that we get like a  10 discount to uh and some that we have 30 um Rachel if you have any chance to go  ahead and put that discounts page um in the chat I know we have it linked in one of our guides as well but that  way folks can have it to see what different journals and if there's an area that would be really helpful for us  to investigate to see if we can do some of that collective bargaining uh on your behalf to see okay New England Journal  of Medicine what options do we have to possibly work in there or um Nature's a  little bit more difficult sometimes not always but sometimes for negotiating um or can we maybe take a 10 and make it  15. so there there is room and it never hurts to ask the most they're going to tell you so one one takeaway for me we were  looking at a springer Journal this morning and it looked like there was a 15 discount because of the relationship  that you have with Springer journals so I guess the takeaway for me is anytime you're considering an Open Access  General would be good idea to contact somebody at the library to see if there's some type of a discount or  Arrangement available thank you heather for putting that Link in the chat as well that's our page that  has our most up-to-date list of discounts that we have and that we have I guess our negotiations and contracts with to provide really 15 is not  insignificant when you're looking at some of the amounts of these um fees so  um Carrie I was going to ask one question and you may be getting to it eventually but I don't want to lose it just in case so when you're when you're  talking about hybrid journals the journals that will either publish um straight out or through Open Access  model can you talk a little bit about the distinguishing characteristics between that or is that something you'll get to in a little bit we'll get to it  just a little bit okay great thanks okay I don't see any other questions in  the chat um so so as mentioned uh the apcs can be  pretty costly and um back I want to say in about 2013 2014 we started offering  an Open Access suspension fund and this was a way to help offset some of those costs of Open Access publishing  and there's been some changes so this fund grew quite a bit over the past few  years but it's become actually unsustainable for us to keep offering the same amounts as before so this year  there was I'm just going to say a significant reduction in the funding available and  that's partly because there have been multiple ways and other options available or that have started to become more available than just coming and  getting this uh suspension fund from the library now the first is looking at again seeing  if you can find out how much that processing charge is going to be before you select a journal or even just getting an idea if you have your as  you're putting your Grant together you might have five or six Outlets you're thinking about so look at their costs  and their charges is anybody you know again through an agreement or discount we have or are they all you know  anywhere from three to five thousand dollars per article and then if you're applying for a grant can you put that in  your budget request and I have easy and quotes because I know it's easy to write down a number and it's harder to  sometimes justify it or actually get that funded but that is kind of an option that we're looking at is putting  these into the grant funds for part of that dissemination of the research that  you find now that being said it may not be option for smaller grants uh vetmed  works a lot with the Morris foundation and their grants may be five thousand eight thousand dollars and they have stipulations about what those funds can  and cannot be used for but you can make that argument to and say Hey I want to publish this but the grant well I have a  grant it's not enough to cover any of the publishing costs there's also ways to go to your  department or within your college so some departments currently are already allocating a certain amount of their  funding to pay for article processing charges others sometimes have end-of-year money that they're willing  to put that way so that's going to be a conversation between you and your department head or your college to find  out what is available and how can your research be supported in the costs for  publishing be supported that way and then if if those are both coming up as as not viable options you can come to  the library but we did put a maximum of fifteen hundred dollars for article costing charge and they did this year  take away the cost sharing option um I'm still trying to talk more about that with some of the folks that are  higher up about the reasons behind that and again this page also has the  discounts available so definitely checking ahead of time again back up in here where you might want to go publish  and see what areas might have really really good discounts or at least have something to help offset those costs  Gary do you mind saying just a tiny bit more about the cost sharing option what what does that mean and  um yeah so previously we would call share between departments so the library still had caps  um back it was I don't have to think um I want to say it was 2 000 per article  there's a Max per author and there's a Max per article last year was 2500 25  okay yeah I've lost track of my history so if the if the article processing charge let's say was uh three thousand  dollars which exceeded the cap of the library the library would fund up to 2500 and then the department or some  other Revenue that was available would cover the last 500. um but they decided this year not to do  that anymore um I was not in those conversations I have ideas um but  this year it's now 1500 total you can't go over it or the library is not going  to be able to help with that funding so that means that if if a journal charges  any more than fifteen hundred dollars the library won't be any part of it exactly that is that is the current  policy um that being said I can get  about those decisions because as I told you I have ideas um about ways that could maybe be a  little bit um keep because if you had an 1800 APC that's still not you know I mean it's  high but it's not as high as some of these that are running 32 35 4 800  um and but it's yeah um I have ideas that's very helpful  thank you so that is that is in current play this year that's not to say it couldn't change next year and maybe they  will if there's enough feedback to say how this is becoming um challenging especially if they do have some funds  but not enough to cover everything Yuri somebody asked not long ago and I I may  have told them something incorrect I don't know but the question was to use your example uh the total APC was three  thousand dollars and the library if if the journal would provide two separate  invoices with the would the library pay the 1500 and then the department could pay the  other 1500 but it doesn't sound like that's an option I think if they're separate invoice  I just don't know how many Publishers would do separate invoices yeah yeah that's going to be the harder part  because they're going to then do the managing on their side to make sure both payments came in right  yeah like I said it's it's there are some decisions made um but I think giving feedback about how  some of the ramifications may not have been thought of as thoroughly or as what would the greater impact be with some of  these there might be a way to uh reinstate that but again that's that's beyond my pay grade  um but I can bring examples of where it might be a way to try to do some sort of level  um and it might be putting more back on the department saying if the department brought up 70 of the costs and then the  rest was under the you know fifteen hundred dollars then the library would still that's one of my ideas um but again that's not part of the  conversation I'm having with the the dean right now but that's something that it could be brought up from folks who  are saying front lines this is how this is impacting me  um so I'm going to talk a little bit about the General open access invention fund this page has a link to the whole  part that talks about the policies it talks about again the discounts are linked off of that page  um but the big thing was again These funds were available to underwrite those apcs that were accepted for publication  in Open Access journals anybody who is currently affiliate of  Virginia Tech school of medicine and faculty who are employed by Carilion Clinic are eligible  again that's part of our Partnerships that we have um so it's VTC Som and Virginia Tech all  of us have access to this this funding now this is again where that I they put  kind of in bold writing that that there was Grant supporting the research upon which the article is based the the open  X intervention fund was not available but as I mentioned earlier sometimes there's smaller grants that don't  support publications of research results so it's just a matter of you explaining that in the fund process or in the form  that yes there is a grant but it was you know a small amount and it could not it could barely cover the cost of like the  pros you know the research itself and not for the actual dissemination  um also and this one is is again they're kind of trying to push back on the library side back to the Departments  about having the Institute or the college that has funds to support Open Access publishing  um so you will have to check with your Affiliated units before you can apply for the fund again trying to open up those lines of communication and part of  this stems from again as I mentioned earlier end of your money and trying to get it spent out well if you wanted to publish in September you're not going to  know until March or April if there's end of your money to capture that so this is trying to distribute that money out a  little bit earlier in the cycle um and any questions that you do have about the fund can be sent to the  general email oas-g at vt.edu and so that way again any concerns you have can  also be brought to that group they're the ones that oversee this particular funding source  and then does the medical school provide fund to support OA publishing I will have David answer that question  the short answer is no we we have not identified a line item in our budget for that this is relatively new for us and  so last year we worked with departments in almost all instances it was based on  the cost sharing approach that was described earlier but that's not an option now so not to say we could never  put any in there but um I think it would be a hard sale I think people would probably look to the  Departments as opposed to the school to fund this yeah I would I would agree with that statement because the Department's going  to know what they've got the school is the next level up and we'll know less about what's at each specific level  um and also talking about our guidelines um so the question about hybrid journals so these are the ones that publish  primarily under a subscription model but then will allow you to pay we do not support these because it was considered  double dipping um so if we subscribe to the journal and then had to pay to make the article open we generally didn't get any discounts  for that either on the subscription side or the Open Access fee and so we were  then paying something that we accessed and then paying to make it available and that just did not seem sustainable and  there's a item called plan s which also talks about that in Greater detail um now you can decline that OA option  and then put in no embargo access to your accepted version using Virginia Tech's open access policy so that is a  way to still publish in a subscription-based journal or even a hybrid journal and not have to go  through the Open Access processing charges but it becomes the what I call not pretty version where you have  oftentimes your lines are written out but the content is there the content is after the peer review process  um for fully Open Access journals uh this again is done to help with the  Predator Publishers that they have to be one of these members so either cope or oaspa and comply with similar codes of  conduct and each of those has places you can search for Journal titles to see if  the journal you're looking at is in one or more of those areas and then also if  they're registered with an open access directory such as the Director of open externals or what's called Sherpa Romeo  they're two different systems but there are a lot of overlap between the two and again we mentioned this  um 1500 per article and the invoices have to be paid in full um there's no cost sharing but again the  idea of splitting the invoices that's something that I haven't seen how they're going to address so that might  be possible um but also some of these rationales for the changes so this was an example  of a journal article that traditionally this would have been a subscription by year say 32 25 it's a  modeling price subscription Journal let's say 250 libraries subscribe to it and that would give the publisher about  806 000 and change Avenue for revenue for that year under the Open Access business model  what we're seeing is those subscription fees are now becoming article processing charges and we've seen uh one journal in  particular that's actually I took this the site um example from last year had 2113 articles published which gave that  journal one Journal of their 213 journals that they published 6.8 million  dollars so you can see how that quickly becomes uh unsustainable and how much more they're  making uh from a yearly subscription to doing this OA with how many articles they're publishing now  also looking at the cost so this is a statistic that Rachel had pulled up from  the open APC initiative it is priced in euros um we were trying to figure out because  the costs actually tend to go up so why between 2018 and 2019 it dropped and all  um all I can think of is that more Open Access journals came in and usually when there's a new OA journal the the price  to publish is less to incentivize folks to publish there and then it goes up after that  so that's the only reason I can think about this major decline in those years because you can also see from 2012 to  2015 there was a significant price increase of how much an article processing charge was  when we look at the Hybrid journals this is again what we here's your completely open access Journal costs and then  here's what it was costing to go into an open to a hybrid Journal which again they're getting subscription fees on top  of article processing charges to make you know random articles available free or openly available at Open Access and  that's where that again why we do not support hybrid journals as part of the openx suspension fund because even  between the two they're still getting quite a big scale up in terms of how much they're charging per article  uh so again recruit your class must be under 1500 and authors are limited 3000 per year if you have multiple authors  that that cap will be prorated so again if there are 1500s per article never three Virginia Tech articles each author  would only have 500 apply to their particular yearly cap so that's just something to be aware of as well  uh and again the Provost office has been the group that has supported us in having the open access attention fund uh  and they've really been the one driving the changes in reducing the amounts that are available to reduce commercial side  of OA infrastructure which as I showed you before 800 000 a year to 6.8 million dollars a year for for one Journal  and then also one of the big things that's happened in the past two years and primarily is there's other means to  make your work openly available we we started a policy in 2021 that anything  that was published as of July 1st of that year um is going to be you have the option to  make it openly available through institutional Repository um and then also this is another graphic  that kind of shows the articles with the apcs versus no apcs so this is the big nine we like to call those big nine  Publishers where again very little of their stuff was published with no fee and then quite a substantial amount had  fees but if you look at all open access you can see that there's actually quite  a few options available where there is no fee to support that particular type of of publishing model  um this could be through memberships it could be through like University presses yes there's still money coming in to  support that but it's a different way that the revenue is applied versus charging authors to help support how  they make their money or how they support their services and probably a big takeaway from this  this um Source down here This Waltz for Crawford um self-published book while nearly 69 of active Open Access journals  are no fee most of the Articles 65 are actually published in the fee charging  journals and that goes back to the big nine right you people recognize the Publishers elsevier Wiley a springer  those groups um Taylor and Francis so name recognition is one of the reasons why in smaller  societies um are over here but they're not as well known necessarily across fields  a couple quick things and I'm going to pass it over to Rachel is Beware of the paper mill journals  um so uh Frontiers when they first came out had just a handful of journals they  were pretty rigorous on their peer review and I'm just going to say that um they're the ones that had the 2113  articles published in one year honestly I don't know how they found enough reviewers to do that and have rigor's peer review that's my own  personal opinion uh mdpi is another one that generates a lot of papers uh now  they are still members of cope and osapa but again sometimes their scholarship is  pretty fast maybe not within two weeks but you know the peer review process you used to take uh you know a couple weeks  a couple months sometimes years and sometimes when I look at their stuff it seems to be coming up fairly fairly  quickly and I'm not sure how authors have had time to actually implement the information from the peer reviewers that  they've had also um you can find OA journals without the article processing charges you can go to  the directory of Open Access journals website and search with the journal in your subject and then without fees  filter to also might highlight some that don't charge for particle Crossing charges  now you can't sort by the amount but you can at least browse and find the information  and then there's a page on further reading so if this has stimulated your curiosity to learn more we have a number  of links to other resources that will also be shared as part of these slides at the end and with that Rachel I'm  going to go ahead and stop my share and I will let you take over  sorry my mute button just went to a totally different place um hi everybody  um okay um let me get this slide show in  slideshow mode everybody can see it right we're good  okay all right so first I want to talk about the intellectual property policy and the  open access policy is actually a part of Virginia Tech's IP policy so it was  integrated into the IP policy two years ago July 21st  um or it was approved March 22nd but I think it actually became a part of the policy in July so it was because of the  fiscal year so what it says is that you can provide a no cost and burger free open access  for the accepted version of your scholarly article so this is the exact  exact text on the right from the policy and you can go to the link here and if you all want to we have  um Heather's providing a lot of the links there in the chat um basically what you're doing legally  is you're providing um a non-exclusive license to the university to your scholarly article  um but it's the accepted version so you have to actually be the one to do that we cannot do that on your behalf because  we don't have the accepted version the accepted version is the one that's gone through peer review and it's gone  through the additional changes after peer review but it hasn't gone through that final editorial type setting and  formatting and branding that the the journal puts on it so it kind of just looks like a Word document PDF you know  I might have the author's names on it and a lot of times you'll if the publisher send it back to you it'll have  many of the lines and they'll be numbered um so if that is the one you use um that's completely fine if you want to  keep the numbers on it I don't think it's a problem I'm going to go through some other things you should do to prepare that and we'll get to it in just  a minute so what does the policy actually allow you to do so again it's that authors  accepted manuscript we refer to it in our library world in the scholarly publishing world as the aam it's got  accepted manuscript a lot of times I just say accepted manuscript we used to also refer to it as the post prints so  you're probably familiar with preprints um and a lot of times people were calling them post Prints but now it's kind of uh the language is shifted to  aam um but sometimes you'll hear people say that just FYI so if anything has been  published after July 1st 2021 it is eligible to be put into the Repository  um you can deposit immediately after acceptance to I'm not sure why they have this legalese in there the to  the month after publication but you can pretty much put it in the repository anytime after publication if you are  unsure you feel unsure about that just let me know and I'll double check but as far as I know you can pretty much put  anything published up after July 1st 2021 into the repository  um you do not have to honor the publisher copyright policy or your contract that is because we have a  pre-existing policy here at Virginia Tech it is it trumps the any policy with  the publisher or any contract you sign um because it came first um so in also it's been legally pretty  much grounded in other universities Harvard was the first one to do an open access policy like this and they've had theirs for  uh at least 10 years maybe maybe even 15 years or so and so they've had in a really long time and they've never been  legally challenged at least not successfully and you could pretty much permanently linked to and save your most  important scholarly work this also goes for other types of work so this doesn't just have to be your accepted manuscript I always put my presentation slides and  my posters into VTech works so that's just something to think about as well and then you can link that to your other  profiles and one of the things I also want to point out is that Google Scholar will automatically figure that out for  you you don't have to do that so Google Scholar is one of the most visible Platforms in our world can when you  think about discovery of scholarly works and so what we'll do is it'll kind of integrate that into the  into the links so it'll say there's five versions of this article and one of those will be VTech works so you don't  have to do any work on that end at least when it comes to Google Scholar or your Google Scholar profile  um so you can open up this guide here and it will take you through all sorts of um information that I'm already kind of  covering today so what is this about the actual policy text  um there's lots of keywords and phrases that they've put down at the bottom a lot of it's kind of legalese and policy  language um the version prep is something I'm going to cover next in the slides  there's three different ways to deposit there's an FAQ there's a waiver but honestly even though we have uh  technically this is an opt out policy so that means that you know if you decide you don't want to deposit your work you  can opt out of out of it at any time but we have a hard time you know  um enforcing the policy right so but the best thing about the policy though is  that it enables you so we're not trying to police people and go out and find them and say you better deposit your  work some universities do do that and I'm not saying that's a bad approach but it's just it's a very difficult approach  a lot of times especially since people have a hard time finding their accepted manuscript getting into a version that  they feel comfortable with and so a lot of times it's just the time consuming part that is a struggle for a lot of  people so I do want to talk about uh the how to's of this before we get into the  next part about public access so VTech works and I want to ask if there's any questions about the policy before I move  on to VTEC works this is kind of the um how to's whereas the policy was kind of the why you can do this  I'm not seeing anything but please put them into the chat as I'm talking totally fine to do that  all right so btech Works um is our institutional repository most universities especially large  universities have institutional repositories now um it provides Global access so it's open access  um to a lot of different scholarships so actually Virginia Tech was the first University we were kind of a Trailblazer  um here and the librarian that started she just retired I think a year ago but uh to require Theses and dissertations  to be deposited into into a repository into an Institutional repository so it was a big deal uh back at the time when  this happened uh but there's lots of other scholarship in VTEC works as well you have Journal articles book chapters  reports slides and papers videos um images uh creative works and general  performances things like that and also things for and by the Virginia Tech Community so not necessarily all of it  is written by the community but it or the researcher in scholarly Community  but it's also for the community so some things are kind of archived here as well  um so we have a lot of different benefits of V-Tech Works um obviously there's a lot of items and it's growing over 3 000 downloads per  day on average a usage all over the world but most of the usage comes from the US India China Philippines UK Canada  um the biggest thing and I kind of described this before with Google Scholars were indexed on Google Scholar and on paywall I should have linked on  paywall in there on paywall I do think that it's worth checking out if we have  just a moment and see if he actually yeah I'm going to show you this uh  example I wish you would have linked it here this uh particular article he had um  and I'm looking for Google Scholar sorry  um this was the prevalence and practice of academic library and close  I spelled it wrong of course  should come up though so as I was saying before there's these versions listed  um and so you'll see uh kind of like elsevier here this looks like some other  perhaps a citation index but we have VTech Works listed here so we know that  that's the Open Access version and that that's really helpful on Google Scholar but if we're actually on the um  publisher site uh we'll see this here and it doesn't look like I have access  um we might have access through the institution I'm I didn't actually click on the uh get VTEC works so you could do  that but there's this little uh icon so you can download this browser tool called on paywall and then it'll take  you to the Open Access version it's actually taking me to a different repository which is probably one of the  other maybe it's one of the other co-authors um they got uh that pushed on here so  um this is kind of a nice thing to have an indexed on this thing it's a nice tool to have and also on Google Scholar  all right so um one thing we also can do with the  tech works is it's a preservation of the digital item so not only are we indexing  on lots of search engines there's a permanent URL or a handle which is what a DOI is it's a type of handle uh you  also have download statistics for each item and includes the countries where they've been downloaded and then we do  preservation for the item and it's metadata so it's maintained um by our library team  um in the scholar communication department and you can read more about it here at this VT news article  so one thing that I really do recommend if you do want to take advantage of this policy is to create either a cover page  or a header on the first page of your aam um it can it needs to include your  information so your name and affiliation link to the Publisher's version  um preferably preferably with the DOI because that's the permanent URL and  also the information and citation about the published work you can also check for accessibility I think that this can  be a little bit more challenging if you're writing more technical uh things you can always check with somebody about  accessibility there's a check accessibility within like Google Docs but also in word so that might might be  helpful it might create more of a headache for you but I know that there are ways to do that um and then you convert that to a PDF  once you've done all of those things so I'm going to show you a couple of examples I think that they might have  put that in there yes so this was actually um the published version we were allowed to it's a print book as a book chapter  and we were allowed to put a um the published version and a repository under  this license um with the association of college and research libraries was the publisher so that's why it looks like the published  version that's the only reason normally this would be an aam um but I have this cover page here it  tells you what chapter it is the authors are affiliations we have the citation here and I link to the print version  here and I give you the license information a lot of times license information is not something you'll need  to include because most the time the publisher is not going to allow you to have that license on your work but  sometimes there are exception exceptions so then this links to the book CCU this is an example of a header so I just kind  of put a very very basic header at the top of this accepted manuscript for this  particular article we publish and I explain that it's accepted my manuscript  for this publisher in this journal a special issue of this the data  publication and then there's the DOI so pretty simple and straightforward as a conference proceeding paper  okay so you can get more information and tips and I think I already showed you this but we have  um these tips here for for just getting that that put together and the header will be completely acceptable and one  reason you want to do this is not just because a lot of times Publishers require it or because  um the user will be able to find it or be able to figure out what it is more easily there was actually one thing at  my last institution I forgot to put a header on the article and so of course somebody who is thinking about this will  copy paste the the the title of the paper and then go look for it but a lot  of times uh users who are looking for research or any type of information  um we'll just go find something else and if they can't cite it they'll say okay this is interesting information I'm just  gonna go find something else because I um don't know how to cite this I don't know where it's coming from it just has  this title and uh there's actually a poster I'm gonna have to update as well the PDF does not have the the title of  the conference on it and that was my mistake and it's just something I need to go back and do and this helps with  the user and it helps with your citation Advantage as well so there's a citation Advantage with uh making your work Open  Access not just with publishing publishing actually has a lower citation advantage  overall on average than when you are putting it into a repository so it's kind of that author Open Access versus  the publisher Open Access and there's a huge citation Advantage we're not really sure why um as Librarians we  narcissistically believe that it's because we're so great at doing all the metadata on the back end and it makes it  more discoverable I'm not really sure if that's the reason or not um but we do know that there is an advantage with it  um in uh making your work more available makes it more accessible makes it easier to cite makes it more likely to be cited  all right so there are three ways to deposit into VTEC works you can do it directly on the VTEC works you can do a  web deposit form which is like a Google form or you can deposit via elements if you're an elements user this is probably  the easiest way to do that so I'm going to show you how to do it via elements but if you go to this link  which you'll have access to the slides it's on our open access policy guide and then it links to each of these how to's  so the web deposit form if you just wanted to submit that you could but it's  pretty easy to do it via elements as well so what it will say when you log into elements is you will see your article  and a lot of times your articles especially if they're referee Journal articles they'll be brought in from these databases for example this one has  been brought in from scopus and the only reason I know that's because the scope is icon up here and then it will say it's in OA policy  and you'll know that automatically that means it's covered by the open access policy and you can deposit it you can  click on the deposit button it's a big black button there and then from there you will get a pop-up box and you have  to click the deposit button again so just kind of follow the prompts and then once you get to this page you want to  browse for the article and then you need to put in the file version that is the accepted version and then use this file  um one thing I get a question about is what if it's not covered by the policy uh our system the element system does  not automatically denote book chapters as being covered by the policy but scholarly articles does follow under  that kind of legal jargon of being a scholarly article it's a book chapter not full book not a full book so keep  that in mind but a book chapter should be covered by the policy but it's not going to give you that automatic in OA  policy on elements so just keep that in mind if you have a book chapter and you want to deposit it it should be fine under the policy  um and if it's published before July 1st 2021 there are you can retroactively go  back and deposit your works so I want to talk about that for a minute in case anybody's you know wanting to do like as  a spring cleaning uh Slash summer project where they want to deposit their  older manuscripts um usually you just have to go on the condition of an embargo period and so if  it's published before that date your copy contract the copyright contract is the best place to look but if you cannot find that you can go to the publisher  policy database which is sherpa Romeo that um Kerry mentioned before and so Sherpa Romeo links to they tell  you kind of an overview of the policy they give bullet point items and then it also links to the full policy but if  you're ever confused about policies you can always email us I'm an expert in those policies and I can help you out  with it if you need it um so this database is also integrated into elements so you don't necessarily  have to get on that database to look things up so this is what it'll look like normally this institutional advice  is kind of like the default thing and if it says it's not covered by the policy then you can click on the sherpa Romeo  advice here and then you can click on the accepted Tab and then it'll tell you option one  and it'll have some things listed it says only on the author's home page or in named repository I forget what names  repository means Curie do you remember what that means um I think that's something like what  VTech Works would be because it isn't aimed or if it was stipulated in the contract oh if it's stipulating the contract I think that's what it means  because the other one option two is an Institutional repository I think this is an elsevier article because there's  actually a loophole to this one um where you can put it on your personal website and there's no embargo then you  can put this license on it and that license actually enables um us at Virginia Tech because it has a  cc buy-nc ND license it just says you can use it without changing it without making any with a non-commercial way  to put it on the repository so there's this little elsewhere loophole I've seen somebody give a presentation on before  where you could take it off of the personal website and then put it on institutional repository  um so they do actually say that you have to put this license on it with the accepted version as a 24 month embargo  but again if you wanted to go through the loophole with this particular one you could um you just have to put it up somewhere  on a um on a personal website and then we can take it from there  um so yeah that just kind of gives you an overview of what everything I just talked about so sorry if that's  repetitive um but I really just wanted to emphasize that you can go back and put these things in the repository if you wanted  to kind of go and find these uh works in your files uh also Publishers are  required they have policies where they have to keep the versions of the manuscript for a certain period of time  so there's also something um and I didn't put this in my slides I apologize for that but it's called fine  I think it's like fine to aam I'll have to find it and I'll get the link to you and I'll put it I'll add another slide  on here but you can go through and there's like a link within the document to every single publisher big publisher  that is and it says how to find your uh versions of your manuscript on their publisher page  um so and that usually works and sometimes people do have issues with it and you can always email the publisher  and see if you can get the accepted manuscript if you can't find it yourself and you really want to make it open access especially if it's like an  important work of yours that you want to be more visible out there so when you do put it on VTech Works via  elements then it'll look like this it'll say download the PDF so this is a poster I put on VTEC works and then it kind of  integrates there onto elements as well as onto experts which I don't have time to talk about today but experts is a  um is the public facing uh profile system that uses elements data  all right so really quick we have about four minutes left and I want to talk about public access and most of you have  probably heard about this or at least heard Whispers of it uh last year there was a new memo called the 2022 Nelson  memo that came out from the White House saying that all articles resulting from U.S federally funded research uh need to  be made freely publicly accessible by default in an agency designated repository without any embargo or delay  after publication um so really important here that we're talking about repositories rather than publishing so it is not required to  become Open Access publishing you can do that if you want and we're going to talk about the workflow for that  um so really big not a huge distinguishing thing here but when we talk about public access it's more of a  result of a requirement or a mandate it has to do a lot of times with federal agencies and benefiting the public as a  whole whereas Open Access is typically by a choice of the authors by either by going through an Open Access venue like  a publisher or putting it in a stories sometimes both and usually an open license is also applied which enables  more reuse of that item and reproducibility um let's see I'm going to skip this video  for now because I just kind of explained everything but please go and watch it we mean we had our team here make a really  good video about uh Public Access so um so basically this is requiring all  federal agencies to comply with uh this memo it was initially just the NIH and  SF might mainly those were the two big ones it basically was saying 100 million  um dollars or more Revenue that they were managing and I think it was those were the two ones that qualified might  have been another one and it eliminates that 12-month embargo period which was what annihation and SF had  um it requires the data to be made Open Access as well in machine readable formats and the agencies have until  December 31st 2024 to implement uh to get their policies implemented with an  effective date of no later than one year after the publication of their agency plan  um some of them have to get that done sooner so they were if they're subject to the older Memo from the holdren  minimum memo then they have to do that sooner uh so they might a lot of times I would say NIH NIH and SF are going to  have their policies go into effect much sooner  um so there's some further reading here um especially regarding um the White House there's a fact sheet  uh where you can read The Full Nelson memo and there's agency updates listed  on the spark the scholarly publishing and oh wait scholarly gosh what is spark  I'm always forgetting the actual acronym meaning  um scholarly publishing us and research Coalition I think that's  what it's called um this is the workflow that I created for this so we have basically two  options here when you're receiving a grant so you would receive the grade and it result it maybe it requires the  Publications and the data to be open access so you can either plan to be to  budget for those Open Access article processing charges or don't budget for them if you budget for them you'll need  to go through the Open Access Journal selection um and I put a little asterisk here so  make sure I've got directory of Open Access journals but you can literally look on lots of different ways to go  through like think check submit and then determine the APC for maybe some of those desired OA or maybe a hybrid  Journal if you're wanting to do that instead and include that in your Grant budget if you don't budget for the  article processing charges you could do a subscription Journal instead and then make it open access and VTech works as  well as the agency repository or just one of the other um and that's why I have that little asterisk um a different asterisk there  and then you could do Open Access journal with no APC so search on the  doij just as Curie showed you in the beginning and then that's one way to publish Open Access or do an OA Journal  selection with an APC of 1500 or below just make sure you're searching on those qualifying membered websites uh doij  oaspa stripper Romeo to make sure that they are qualified for the Open Access submission funding from the library so  this will be shared uh Deb and Heather shared that in the chat and you can take advantage of that as well and I know  we're right at times so I don't know thank you yeah um does anybody have any questions or  concerns or comments that this is a wonderful presentation lovely uh outlining some lovely academic  advantages to being directly connected to a larger University it's fabulous um in a University Library  um uh Arthur I know that folks probably a lot of people have to go feel free to  leave and we do have their contact information if you need to contact them uh our presenters after today uh you're  more than welcome to do so but anybody who has questions or concerns or comments at this time feel free to  unmute yourself if you can stay for a few extra minutes  yes my one mentioned this will be this the um slides in the presentation will  be posted online right yes absolutely we'll have them all on the teach website within one week I'm not sure about the  the chat um which Heather did a great job of putting all the links in the chat but  along with the videotaped presentation um there's also the the separate uh  PowerPoint that will be posted as well I know it's a separate click but all of the links will be active in there as  well I'd like to thank Rachel and Kerry for both doing such a fantastic job with  this presentation I'd also like to impose upon them for a future presentation about research metrics  maybe we could come back and have you talk about that sometime that's a whole different can of worms that we're also  hearing a lot about these days it is about that  wonderful thank you all so much for your interaction uh today and uh please stay  tuned for our upcoming sessions otherwise thank you so much to the presenters and I hope you all have a  wonderful rest of the day take care.