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Open access and your funder

An increasing number of funding bodies now have policies in place that require grant holders to make any resulting publications open access. These policies are a condition of your research grant and it is important that you know how to comply. Failure to comply with your funder's policy may affect your eligibility for future funding.

It’s important to be aware of your research funder policy on publishing before submitting manuscripts, as how you comply with your funder’s open access requirements will largely depend on the policy of the publisher of the journal you are intending to publish in.

You can check the SHERPA/FACT database for publisher compliance with your funder and the SHERPA/RoMEO database for publishers’ self-archiving policies.

Funder requirements apply even if the research was only partially funded by that organisation. If your paper/article acknowledges support from more than one funder, you must ensure that all funder requirements are met.

Requirements differ between funders. We have included the requirements of many of the major funders below, but this list is not exhaustive. Other funder policies can be checked using the SHERPA/JULIETdatabase.

*In addition to funder policies all Queen Mary researchers are affected by the HEFCE Open Access policy. See our Open Access and the REF page for more information. Please note that compliance with funder policy does not automatically mean compliance with the REF policy.*


The Queen Mary Open Access Fund is open to all current Queen Mary researchers and is primarily intended to cover the open access fees for research outputs for which no other funding is available, or where provision for open access publication is not included in a research grant.

This fund is managed by the Library, and available on a first-come-first-served basis, subject to the following eligibility criteria; these criteria are generally in line with other research funder’s open access policies:

 

  • Available to cover the cost of open access publication fees for: original research, review and conference papers
  • A CC BY licence is preferred; however, the paper must be published under at least a Creative Commons CC BY-NC (non-commercial reuse and derivatives allowed with attribution) licence
  • The fund can only be used to pay open access costs. Other costs related to publication, such as page and colour charges, are not covered by the fund and separate arrangements will need to be made to cover these
  • Monographs are not covered by the fund at present, but authors wishing to consider open access publication of monograph and other book-form outputs should contact the Library

 

Spending of the Queen Mary Open Access Fund, and procedures and criteria around access to the fund will be reviewed throughout the year. Applications may be subject to an approval process in future.

To apply please complete an Open Access Funding Claim Form and send it to the Repository and Research Information Team at scholarlycommunications@qmul.ac.uk

For more information about the fund and to check eligibility contact the Repository and Research Information Team at scholarlycommunications@qmul.ac.uk


Summary

The Charity Open Access Fund (COAF) is a partnership of seven medical charity funders to enable free and unrestricted access to the published outputs of the research they support.

If your research is funded in whole, or in part, by one or more of these charities you must comply with their open access policy.

Requirements

  • The policy applies to original peer-reviewed research articles, non-commissioned review articles and study protocols.

The Wellcome Trust also requires open access for monographs and book chapters.

  • The policy does not apply to editorials, letters, conference proceedings or commissioned review articles.
  • All research outputs must include proper acknowledgement of the supporting grant including the grant number. See our Citing yourself, QMUL and your funder page for more information.
  • All research outputs should include a statement on how underlying research data, samples and/or models can be accessed, if applicable.
  • The research must be deposited in Europe PubMed Central immediately upon publication, or at the latest within six months of publication.

Gold open access

The COAF charities prefer Gold open access and provide the university with funds to cover the costs of article processing charges (APCs) for eligible papers. This fund is managed by the Repository and Research Information Team on a first-come, first-served basis. If your paper complies with the terms of the policy you can apply to have your Article Processing Charge (APC) paid. See our Apply for funding to pay APCs page for more information. Please note that the COAF fund cannot be used to cover other publication costs, such as page and colour charges.

These funds may be used to meet open access costs providing:

  • The article is made immediately open access on the date of publication.
  • The publisher deposits the published version, immediately on publication, to Europe PubMed Central on the authors’ behalf.
  • The article is released under a Creative Commons Attribution CC BY licence.
  • The publisher has signed the open access publishing agreement (Publishers in the agreement can be found in this document maintained by the Wellcome Trust: https://tinyurl.com/k6ob6ok). If you have chosen to publish open access but your publisher is not on the list please contact us.  

The Wellcome Trust permits CC BY-NC or CC BY-NC-ND for books and book chapters, though CC BY is preferred.

Green open access

If the journal's Gold open access option does not meet these requirements, authors should self-archive the final accepted manuscript in Europe PubMed Central so that it is freely available no later than six months after publication.

  • Your publisher must allow you to make your final accepted manuscript open access in Europe PubMed Central no later than six months after publication. Use Europe PMC plus to deposit your paper.
  • Use the Wellcome Trust book deposit form to self-archive Wellcome-funded books and book chapters.

Wellcome Trust monographs and book chapters

The Wellcome Trust has extended their open access policy to include scholarly monographs and book chapters.

Original published monographs and book chapters that arise from Wellcome Trust funding must be made freely available via Europe PMC and the PMC Bookshelf repositories with a maximum embargo of six months. The Wellcome Trust block grant can be used to pay publisher open access monograph processing charges on condition that the works are made available without embargo and be licensed for reuse. The CC BY licence is strongly preferred, but CC BY-NC and CC BY-NC-ND licences will be accepted.

See the following links for more information:

Charity Open Access Fund

Wellcome Trust Open Access policy

Wellcome Trust Open Access policy on monographs


Summary

From 1st April 2013 all papers accepted for publication in journals or conference proceedings produced as a result of research partly or wholly funded by RCUK are subject to the RCUK Policy on Open Access.

Requirements

  • The policy applies to original peer-reviewed research articles, conference proceedings and non-commissioned review articles.
  • All research outputs must include proper acknowledgement of the supporting grant including the grant number. See our Citing yourself, QMUL and your funder page for more information.
  • All research outputs should include a statement on how underlying research data, samples and/or models can be accessed, if applicable. EPSRC funded researchers are required to provide information about the supporting data in the output.
  • MRC-funded papers must be deposited in Europe PubMed Central within six months of publication.
  • The Creative Commons Attribution (CC BY) licence is required for Gold open access

Gold open access

RCUK provide funding to the university to cover the costs of Article Processing Charges (APCs) for eligible papers. This fund is managed by the Repository and Research Information Team. If your paper complies with the terms of the policy you can apply to have your article processing charge (APC) paid. See our Apply for funding to pay APCs page for more information. Please note that use of the RCUK block grant requires approval from the School Director of Research or Institute Director.

Where RCUK funds are used for APCs, articles must made open access at the time of online publication and be licensed under a Creative Commons Attribution (CC BY) licence.

Green open access

If a journal does not offer Gold open access, RCUK require deposit of the final accepted manuscript in a repository such as QMRO.

Where deposits are subject to a publisher embargo before they can become open access, RCUK require that this does not exceed the embargo period acceptable to your funder:

BBSRC, EPSRC, MRC, NERC, STFC = 6 months

AHRC, ESRC = 12 months

Where a journal does offer Gold open access, but funds to pay APCs are not available to researchers, Green open access with longer embargo periods may be acceptable:

BBSRC, EPSRC, MRC, NERC, STFC = 12 months

AHRC, ESRC = 24 months

The RCUK preference is for CC BY, however, the formal requirement is that the licence places no restriction on non-commercial reuse, including non-commercial text- and data-mining. The licence should also allow for the sharing of adaptations of the material. This means a CC BY-NC licence, or equivalent is acceptable. A CC BY-NC-ND licence is not compliant.

See the RCUK Open Access Policy and Guidance for more information.


European Research Council (ERC)

As of June 2012, it is the expectation of the European Research Council (ERC) that any publications resulting from projects receiving their funding should be open access. They have issued the following guidelines for academics working in the physical sciences and engineering:

  • Electronic copies of any research papers and monographs that are supported in whole, or in part, by ERC funding should be made publicly available as soon as possible, and no later than six months after the official publication date of the original article.
  • ERC funded researchers should make their publications available in open access using discipline-specific repositories. If there is no appropriate discipline specific repository, researchers should make their publications available in institutional repositories or on their own webpage. The recommended repository for Life Sciences is Europe PubMed Central and for Physical Sciences and Engineering Arxiv is recommended.
  • It is essential that primary data, as well as data-related products such as computer codes, are deposited in the relevant databases as soon as possible, preferably immediately after publication and in any case not later than six months after the date of publication.
  • ERC funded researchers are reminded that open access fees are eligible costs that can be charged against ERC grants.

These guidelines are subject to periodic review, and any future updates can be found here. The ERC is currently reviewing the existing practices and infrastructures on open access publishing for researchers working in humanities and the social sciences, and will make recommendations in the future.

Seventh Research Framework Programme (FP7)

Researchers funded by Seventh Research Framework Programme (FP7) projects must ensure open access to peer reviewed research articles resulting from funding in certain areas.

The policy applies to these research areas: Energy, Environment, Health, Information and Communication Technologies (Challenge 2: CognitiveSystems, Interaction, Robotics), Research Infrastructures (e-Infrastructures), Science in Society, Socio-economic Sciences and Humanities.

Open FP7 Projects

Gold open access fees can be charged to project grants.

Green open access can be achieved by making papers available through QMRO within 6 months of publication (Energy, Environment, Health, Information and Communication Technologies, Research Infrastructures), or 12 months of publication (Science in Society, Socio-economic Sciences and Humanities).

Closed FP7 Projects

The EC now provides some open access funding for closed FP7 projects. Researchers publishing infully open access titles may be eligible to have their Gold open access fees paid subject to the following requirements:

  • Outputs must be published in fully open access titles (e.g. PLOS, BioMed Central).
  • The project must have closed on or after 1 January 2014.
  • Fees can also be paid for monographs, book chapters and conference proceedings.
  • A maximum of three publications per FP7 project will be funded.
  • Funding is capped at €2,000 per publication (€6,000 for monographs) - including VAT, where applicable.

Green open access can be achieved by making papers available through QMRO within 6 months of publication (Energy, Environment, Health, Information and Communication Technologies, Research Infrastructures), or 12 months of publication (Science in Society, Socio-economic Sciences and Humanities).

See the FP7 Open Access Policy and the payment pilot webpage for more information.

Horizon 2020

Horizon 2020 grant holders must ensure open access to all peer-reviewed publications resulting from funded research.

Researchers can comply with the Horizon 2020 policy through Green or Gold open access.

Gold open access charges are eligible costs to Horizon 2020 grants. You will need to indicate expected costs in your grant proposal.

Gold open access

  • Pay the open access charges from your grant.
  • Deposit your final published version in an open access repository on publication.

When you deposit your paper in an open access repository, include the following information:

  • The terms ["European Union (EU)" and "Horizon 2020"] or ["Euratom" and “Euratom research and training programme 2014-2018"].
  • The name of the Horizon 2020 action, acronym and grant number.

Green open access

Provided your publisher's embargo is no longer than 6 months (12 for Social Sciences and Humanities), you can comply by depositing your final accepted version into an open access repository. This must be done ideally within 3 months of acceptance (but certainly no later than 3 months after first online publication). This will also make you compliant with the REF policy.


From April 1st 2014, articles arising from research supported through NIHR funding should be made open access.

The NIHR preference is for Gold open access and they encourage researchers to publish research outputs in a peer-reviewed journal compliant with their open access policy.

The cost of Article Processing Charges (APCs) associated with Gold open access publishing can be supported through the original NIHR award. Where appropriate, additional funds may be available from the NIHR through their Open Access Fund. Researchers should contact the awarding NIHR Programme Coordinating Centre for guidance.

NIHR researchers are entitled to a 15% discount on APC for BioMed Central journals through the Supporter Membership scheme.

Where NIHR funds are used to pay an APC the publication should be published with a Creative Commons Attribution (CC BY) licence and allow for immediate deposit of the final published version in other repositories without restriction on re-use. The final, author accepted manuscript must be deposited with Europe PubMed Central upon acceptance, to be made freely available as soon as possible and within six months of publication.

We also encourage you to deposit a copy in QMRO, subject to publisher permissions.

See the NIHR open access policy for more information.


The following funders also have open access requirements:

Bill and Melinda Gates Foundation
CERN
Leverhulme Trust
MNDA (Motor Neurone Disease Association)
World Health Organisation

If your funder is not listed, you can check SHERPA/JULIET for information. SHERPA/JULIET is a searchable database of research funders who have registered open access requirements. The record will provide a summary of your funders' policy with links to further information online. Please note that if a funding body does not have any requirements registered with SHERPA no result will be shown. If no results are found try your funder's website or contact the Repository and Research Information Team for guidance.

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