FAQsAdding papers to White Rose Research OnlineQ1. Why should I put my research papers
in WRRO?
Copyright / Negotiating with publishersQ1. If I put my refereed paper in the
repository, will I be breaking copyright? Finding self-archived research articlesQ1. Who can access the articles in WRRO? Preservation and SecurityQ1. Will my articles be available permanently
in this repository? Learned SocietiesQ1. Won't this damage learned societies? EditorsQ1. Editors are often stuck in the middle, unable to persuade publishers to change their policies. Open Access: ContextQ1. Where can I find out more about Open Access? Adding papers to White Rose Research OnlineQ1. Why should I put my refereed papers on the repository? By making your papers available you can:
The Open Access movement is gaining momentum internationally and there is increasing evidence that papers available on open access are cited more than ones that are only available through subscription services (for further information on citation impact, see, for example, articles from Antelman 2004, Lawrence (2001),)and/or access the bibliography of studies from the Open Citation Project). See Open access and citation rates for further information on this topic. Q2. How easy is it for me to add papers to the repository? Adding items is straighforward.
Please note, your article does not go "live" until is has been submitted to the repository's "buffer" where it will be viewed, amended if necessary (e.g. if any typing errors are spotted) and uploaded to the repository. Q3. What can I upload to the repository? Any RAE- type content. Our key aim is to provide access to research publications which are usually locked away behind a subscription barrier, so the main content in WRRO is journal articles. However, we're interested in accommodating any research outputs which are useful for your discipline. The repository holds book chapters, working papers, reports and conference papers. If you have questions about depositing a specific output, please email eprints@whiterose.ac.uk Items must have one or more White Rose authors (but may have been produced whilst working elsewhere). Items must not breach copyright(see the section on Copyright and publishers and our additional detailed
information on copyright) . Please note, even if you have signed your copyright away to a journal publisher, there is a very good chance you will be able to add your work to White Rose Research Online. As the author, you often retain the rights you need to add your work - or will be granted them on application. Q4. What can I do if I don't have time to add papers to the repository myself? Please contact the system administrator - see the Contact page. Please send basic details of your paper:
and attach your own copy of the work. Please note, if you send the formatted version of your article as produced by the publisher, we may not be able to use this; ideally send us your final post-peer-review draft, prior to publisher formatting (this may be a Word file, for example). If in doubt, please contact repository staff- see the Contact page. . Q5. My article has been accepted for publication but has not appeared in print yet – can I upload it? Yes, so long as it has been through the peer-review process and so long as your publisher agrees. In the "Status" field, please indicate that the paper is "In Press". If you have uploaded the paper yourself, once your paper has been published, it is possible to add a new version of the relevant record to show that your article is now published (and add any further details such as pagination). However, if the article was uploaded on your behalf by the system administrator, please email the details of any change in status to eprints@whiterose.ac.uk Q6. Who can I contact for help? For help on any aspect of the repository, please contact White Rose Research Online staff - see Contact page. Q7. What does my research funder say about open access? Several research funders - including all but one of the UK Research Councils - have made open access deposit of research outputs a condition of funding. Resaerchers are adopting this proactive stance to ensure that their funded research is as widely disseminated as possible. A service summarising publisher policies - JULIET - can be found here. Copyright and publisherQ1. If I put my article on the repository, will I be breaking copyright? The answer to this question depends on the licence agreement you signed when you published your paper: this may have been a copyright transfer agreement or an exclusive or non-exclusive licence. Many publishers allow authors to post a copy of their article to an institutional repository without the need to ask for special permission. Sometimes it is possible to use the publisher's formatted version (often a PDF file); more commonly, the author may post his/her own final draft of the article. If you need to seek permission from your publisher, a request template is available Q2. How can I check who owns the copyright on my refereed paper?
We have more detailed information about Copyright available to assist you. If you need to seek permission from your publisher, a request template is available. The repository team can provide further advice and limited assistance. We are a small team and cannot unterake widespread copyright checking but will help where we can. Unfortunately we do not have the resources to assist with copyright checking for pre 2001 publications. Q3. What should academics do if their publisher won't allow them to retain copyright, or to self-archive? It is often possible to archive even if copyright has been assigned to the publisher. If you need to seek permission from your publisher, a request template is available There are a small number of publishers who refuse self-archiving rights for their authors; in this case, there may be little that can be done other than to alert the publisher to the fact that many other publishers consider self-archiving rights a courtesy to authors. Be aware also that your research funder may have an open access position requiring open access deposit; if you are funded by the Wellcome Trust, it is required that you publish in an open access compliant publication. Q4. Which publishers allow authors to self-archive? . The RoMEO database has a listing of publishers with links to their copyright policies and indications of their policies on author self-archiving of pre-prints and/or post-prints . RoMEO is a good place to start - though not 100% comprehensive in its coverage of journal publishers. Note also that the situation regarding publisher policies can change. Q5. What can I do to retain rights over my own work? The rights you retain depend on the nature of the licence you sign with your publisher. Publishers sometimes have more than one type of licence; it's worth discussing your requirements if you are unhappy with the standard publishing terms and conditions. Advice for authors and sample licences are available from the JISC/SURF Copyright Toolbox Q6. I don't have a copy of my paper, can I scan it from the printed journal? You will need to ensure that any self-archiving permission from your publisher allows you to scan the work. If in doubt, check with the publisher direct. Unfortunately, there are no resources to support scanning of materials for submission to the White Rose repository. Q7. What does my funder say about open access? A short summary of some of the main research funder open access policies is available: this covers published research outputs. Funder open access policies. A more detailed listing, including funders' policies on the open deposit of data resulting from their grant funding, is available through the JULIET service. Finding self-archived research articlesQ1.. Who can access the articles on the repository? Anyone with access to the internet; there are no other restrictions. Q2. How will people find my article? There are a number of potential routes:
Q3. What’s the relationship between my personal web site and the papers on the repository? You may wish to add a link to the full text of your article from your own or departmental web page(s). If you already have links to full-text articles from your own web page, you may wish to upload the papers to the repository instead. Some of the advantages in doing this are:
Q4. Can I download records from the repository? The repository offers various export options including plain ASCII and export compatible with BibTeX and EndNote formats.
Preservation & SecurityQ1. Will my articles be available permanently on this repository? The long term aim of the repository is to address digital preservation to ensure permanent access to all hosted papers. At the moment, the three University libraries guarantee access for a minimum of 10 years. See our Preservation Policy for further details.Normal security provisions are in place. The repository is backed up each night. Top of pageLearned SocietiesQ1. Won't this damage learned societies? At present library budgets of this and other libraries subsidise learned societies in the UK, US and elsewhere. This is difficult to justify - particularly as library budgets are already over-stretched. Learned Societies exist for the benefit of their members, and may need to amend their business models to ensure that they remain viable. Q2. Will sale of reprints be affected? Sometimes these are a major source of income for a society. This will depend on the small print of any agreement signed between author and publisher. EditorsQ1. Editors are often stuck in the middle, unable to persuade publishers to change their policies. The Create Change and Declaring Independence projects show some possibilities. Top of pageOpen Access: ContextQ1. Where can I find out more about Open Access?
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