IU South Bend Passes Open Access Policy

This blog post was authored by Craig Finlay, Scholarly Communications Librarian at IU South Bend.

We are very pleased to announce that on Friday, January 18, 2019, the Indiana University South Bend Faculty Senate unanimously approved an Open Access policy, making us the third IU campus to do so.  We join IU Bloomington and IUPUI in working to promote OA and in so doing increase the accessibility, reach and impact of our faculty scholarship.

The policy itself can be found here.  While based on the Harvard Policy, our policy differs in that it contains no language requiring faculty to provide copies of their research.  The small size of our campus and the comparatively smaller research output (Compared to large universities like IUB and IUPUI) affords us the luxury of relieving faculty of that requirement.  The Office of Research – Academic Affairs produces an annual publication list gleaned from the faculty annual reports (now Digital Measures). The number of publications makes it feasible for us to grab them ourselves and check for copyright permissibility.  This could be an important point to remember for smaller universities looking to pass an OA policy.  Often faculty objections to a policy stem from resentment over requirements of self-deposit.

Over the past few years I pounded the pavement visiting department meetings and giving presentations aimed at highlighting traffic to publications already placed into our IU ScholarWorks community. I generally did not spend much time talking about the altruistic aspects of OA, having found that this approach is greeted more with polite affirmation than anything else.  More effective is convincing faculty that OA publishing will drive attention and citations to their publications.

This strategy was strongly influenced by a pair of talks by Jere Odell, Scholarly Communication Librarian at IUPUI, at the Michiana Scholarly Communication Librarianship Conference at IU South Bend in 2014 and 2016. Jere was also a continual source of advice and wisdom in my journey, the value of which I cannot overstate.

While it may seem tempting to focus heavily on the potential of OA to reach underserved communities, the fact is self-interest seems to grab people’s attention much more readily. Given limited presentation times at departmental meetings, time is of the essence.  After some time demonstrating usage statistics and talking about the potential citation boost, I started pitching the OA policy itself.

First, I approached faculty allies who had already taken initiative to contact me regarding depositing their scholarship, hoping to get them to help spread the message.  I also sought and received endorsements from the Office of Research, the Library Affairs Committee and the head of the newly-established Center for Excellence in Research and Scholarship (CERES). I repeatedly emphasized the unique aspect of our proposed policy, that it would require no extra work on the part of faculty.  It was the LAC that brought the policy before the senate, which, being from a committee, meant the policy was already seconded when it was announced.

Ultimately, the policy passed unanimously.  Given seven minutes to explain the policy to the senate, I discussed the traffic to existing publications in the IR and the fact that our policy asked nothing of faculty save consent of deposit. I owe a great debt to the colleagues, campus departments and faculty allies who aided in getting our policy passed.  If I had to give one bit of advice to a librarian at a small campus such as IU South Bend trying pass a policy while balancing myriad other job responsibilities it would be to identify and cultivate such sources of support and advice.  There’s no point in trying to do it alone.

IU Bloomington Open Access Article Publishing Fund

Are you interested in publishing a manuscript in an open access journal, but concerned about securing funds to pay the article processing charge (APC)? The IU Libraries and Office of the Vice Provost for Research have collaborated to establish a new Open Access Article Publishing Fund for faculty on the IU Bloomington campus. Faculty may apply for up to $2,000 to cover the article processing charges associated with eligible journal articles.

break through publishing barriersFund FAQ

Eligibility

Who is eligible for the Open Access Article Publishing Fund?

IU Bloomington tenured, tenure-eligible, and non-tenure-track faculty, research scientists, research scholars, research center directors, and librarians are eligible.

What kinds of publications are eligible for funding?

Peer-reviewed journal articles in journals that meet the following criteria are eligible:

  • The journal is fully open access (ie, the journal provides immediate, unfettered access to all articles)
  • The journal is either: listed in the Directory of Open Access Journals, a member of the Open Access Scholarly Publishers Association or adheres to its code of conduct, or a publisher that Indiana University Bloomington believes is taking a sustainable and affordable approach to open access publishing

How do I find out if my journal is eligible?

Contact the Scholarly Communication Department.


Co-authorship

What if I have non-IU Bloomington co-authors on the manuscript?

In the case of an article with multiple non-IU co-authors, each author is responsible for a prorated portion of any publishing fees. For example, for an article with three authors that is to appear in a journal with a $3,000 publication fee, each author is responsible for $1,000 of that fee.

What if I have IU Bloomington faculty co-authors on the manuscript?

In the case of an article with multiple IU Bloomington authors, each author is responsible for a prorated portion of any publishing fees. For example, for an article with two authors that is to appear in a journal with a $2,000 publication fee, each IU Bloomington author may apply for up to $1,000

What if I have IUPUI co-authors on the manuscript?

IUPUI has its own IUPUI Open Access Fund. Applicants with IU Bloomington/ IUPUI co-authored manuscripts are encouraged to contact the Scholarly Communication Department to coordinate joint applications.

What if I have student co-authors on the manuscript?

The fund will not count student authors when splitting APC responsibility among co-authors. For example, in the case of a manuscript with one IU Bloomington faculty author, one IU Bloomington graduate student, and one non-IU Bloomington faculty author with an APC of $2,000, each faculty author would be responsible for 50% of the APC, and the IU Bloomington faculty author could apply for up to $1,000 in funding to cover the cost of 50% of the APC.


Payment

If my application is accepted, how will the APC be paid?

The Open Access Article Publishing Fund will pay publisher invoices directly – reimbursement is not possible and authors with approved applications will not pay for APCs from personal or research funds. More details will be sent upon approval.

Are there strings attached?

We do ask that all fund recipients deposit their published article in our institutional repository and complete a brief survey, but there are no additional requirements.


Application

How do I apply for the fund?

To read more about the fund and to apply, visit the OVPR internal funding opportunity page here: https://research.iu.edu/funding-proposals/funding/opportunities/open-access-journal-fund/index.html

Who can I contact with questions?

Questions may be directed to the IU Libraries (iusw @ indiana.edu ) or the OVPR (ovprgrnt @ indiana.edu).

The Scholarly Communication Department Welcomes Open Scholarship Diversity Resident

The Scholarly Communication Department welcomes our new Open Scholarship Diversity Resident this week – Willa Liburd Tavernier. Willa is the IU Libraries’ first Diversity Resident. She will be working with the Scholarly Communication Department and IU Press to advocate for and assess the impact of policies and practices that make research, educational materials, and data, openly accessible.

Image: Photo of Willa Liburd Tavernier
Willa Liburd Tavernier, IU Libraries Open Scholarship Resident

Willa’s current research interests include investigating the underlying theoretical basis for open scholarship, and critical information literacy.  Before joining IU, Willa worked as a student specialist at the University of Iowa conducting bibliographic analysis of open access funded research and assisting with administration of the institutional repository.

Willa earned her MLIS from the School of Library and Information Science at the University of Iowa together with a Graduate Certificate in College Teaching.  She also holds a Master of Laws from American University Washington College of Law, a Legal Education Certificate from Norman Manley Law School and a Bachelor of Laws from the University of the West Indies at Cave Hill.

Please join us in welcoming Willa to the IU Libraries!

The Great American Read

This post was authored by Scholarly Communication Department student assistant Jenny Hoops and Scholars Commons Librarian Alyssa Denneler.

Image 1: PBS Great American Read
Source: https://www.pbs.org/the-great-american-read/resources/downloads/

The Great American Read is an eight-part televised series on PBS that celebrates the American novel. The series is the centerpiece of a digital, educational and community outreach campaign, designed to get the country reading and passionately talking about books. With the help of a national survey, PBS has selected 100 of America’s “most-loved novels”. These novels range widely in terms of time period, setting, and tone, but all have captured the interest of the public and crafted American literary culture.

Libraries are a great a way to access these 100 books- and not just through the traditional check-out process. About one-fifth of these books are public domain, meaning that they are out of copyright, and thus can be accessed digitally completely free. Public domain also ensures users the right to reuse, adapt, or transform these works without restriction, encouraging meaningful engagement with the material for years to come.  IU’s HathiTrust is an excellent resource for these public domain books. Classics such as Frankenstein, Pride and Prejudice, and The Call of the Wild, to name only a few, are available in a high quality, accessible format. Countless books beyond those in the Great American Read’s Top 100 are in the public domain, and IU librarians are always ready to help you figure out which books are out of copyright and free for you to find and use.

Take some time this fall to re-read an old favorite, or pick up a new classic recommended by others! Before the voting ends in October, check out the Great American Read display in the Wells Library Scholars’ Commons, on the bookshelf in front of Hazelbaker hall. All of the available books for this initiative have been collected there so you can more easily find your next great read. They’re all available for check out as well, if you feel compelled to take one home with you. Finally, you can still vote online for your favorite.

Curious about Open Access and the public domain? Our Scholarly Communication department is leading a workshop this fall on Starting an Open Access Journal, where you can learn more about academic publishing in a new way.

Summer Project Roundup

Campus may be deserted, but Scholarly Communication is working hard this summer to wrap up projects (and start some new ones) before the fall semester. Here are some of the things we’re looking forward to this summer:

  • Video training modules: Starting with some of our most frequently asked questions, we will be creating short explanatory modules that can be watched individually or linked together to create a training program for a system, concept, or policy.
  • Open Scholarship expansion: Our website, openscholarship.indiana.edu will be undergoing some changes to better reflect the work we are doing and provide some more content for our patrons. You can expect a new and improved workflow for depositing data into IUScholarWorks as well as information on creating and adopting Open Educational Resources.
  • Crossref Cited-by: We are exploring the possibility of participating in the Cited-by service, which would enable authors and readers who use our journal programs to discover who is citing the articles we publish.
  • Journal metrics: This summer we are working on a plan to share journal usage data with editorial teams. We hope to have a plan and template in place by September so that we can launch the service in fall.

If you have questions or would like to propose a project to the Scholarly Communication department, don’t hesitate to reach out by email (iusw@indiana.edu) or tweet us @iulibraries

IU Libraries Diversity Resident Program

Image: ACRL Diversity Alliance Logo

IU Libraries are new members of the ACRL Diversity Alliance and have developed a Diversity Resident Program modeled on successful programs managed at other Diversity Alliance institutions. The IU program aims to increase the inclusion and diversity of librarians at our institution as evinced in our Diversity Strategic Plan and to further the growth and development of academic librarians at Indiana University. Read the full program description here.

 

Our Year in Review

Last December, the Scholarly Communication Department carved time out of our annual retreat to reflect on our successes from 2017 and our goals for the coming year.

Greatest Accomplishments of 2017

Scholarly Communication Major Goals for 2018

  • Complete our implementation of the Open Access Policy to ensure that every IUB faculty member is able to effortlessly make open versions of their journal articles available. You can learn more about our implementation here.
  • Upgrade all the journals we host to the newest version of our publishing software, enabling more streamlined editorial processes and improved user interfaces.
  • Improve and expand website content to better meet user needs – including the development of video tutorials to demonstrate use of our services.
  • Work in collaboration with the OVPR to provide support for researchers publishing in Gold Open Access journals, which often charge article processing fees to authors.
  • Provide more robust support for campus’ data publishing needs
  • Continue to publish weekly blog posts and expand our engagement with the IU research community on social media platforms – starting in 2018 we are tweeting from @iulibraries
  • In partnership with UITS and the eText program, raise awareness about how course material costs affect students and encourage the adoption of affordable course materials

Frequently Asked Questions About the IUB Open Access Implementation

This FAQ is supplemental to the official Open Access Policy FAQ, available here

What do I need to do to comply with the IUB Open Access Policy?

  • Publish in an open access journal OR
  • Agree to archive an open access version of the article OR
  • Opt out of the policy

What kinds of publications are subject to the policy?

The policy only applies to scholarly journal articles authored by IU Bloomington faculty, published after February 21st, 2017.

I read that I can comply while completing my annual report. How can I do this?

Some faculty might not be able to publish in an OA journal. If that’s the case, you simply need to fill out your DMAI (annual report) as you would every year. We will check to see which version(s) you can create open access and then follow up with you to deposit that version. If you choose, you may opt out in the reporting system by selecting the opt out box for your article.

What will happen in the reporting system if I DO NOT opt out?

The Libraries will run a report in the reporting system that generates a dataset with citation information for articles subject to the open access policy. If a faculty member has not opted out, we will check the publisher’s self archiving policy. If the publishing agreement allows, we will deposit a PDF of the article in IUSW Open and send the faculty member a confirmation email. If the publishing agreement requires another version of the article or does not allow self archiving, we will be in touch by email with next steps.

Image 1: Arrow with workflow of submitting work to the repository

What will happen in the reporting system if I DO opt out?

The Libraries will run a report in the reporting system that generates a dataset with citation information for articles subject to the open access policy. If a faculty member has opted out, we will generate a letter waiving the University’s license to the article. This article will be sent to the author by email.

What about my existing publishing agreements? How will I know if I need to opt out?

If you already know that you need to opt out for an article, you may do so while completing your annual report or using IUSW Open. Otherwise, we will do the rights checking for you and get in touch if you have an incompatible publishing agreement or if we cannot access your publishing agreement.

Do I need to manage all of my publishing contracts, waivers, and potential addenda myself?

Not by yourself. While we do recommend that faculty keep records of documents signed in the publishing process, the Libraries will keep track of the agreements we receive from faculty and publishers.

Can I apply a blanket opt out to all of my articles?

Blanket opt-outs are not possible. The BFC policy states that faculty must opt out for each article subject to the policy. If you wish to opt out for all of your articles, the easiest way to do so is to check the opt out box for the articles as you enter them in DMAI.

What if I make the wrong choice or need to opt out later?

The archival status of an article subject to the policy can be changed at any time and our systems accommodate this. Contact us at iusw@indiana.edu to make the change.

Who can I contact with questions?

You can contact us by email at iusw@indiana.edu or reach out to your liaison librarian. The openscholarship.indiana.edu website will connect you to open access guidance and instructions for depositing in IUSW Open. If you have further questions, the policy FAQ may also be helpful.

 

Open Scholarship for All: Resources for Students, Faculty, and Staff

The IU Libraries support open scholarship for students, faculty, and staff across the Bloomington campus (and on other campuses as well). Read on to learn more about which services are available to you.

Undergraduate students

Graduate Students

  • IUScholarWorks is available as a resource to graduate students who wish to share their research as long as they have authorization from their sponsoring department. Any faculty member in the department can provide authorization.
  • Graduate students who are writing theses and dissertations do not need authorization to deposit in IUScholarWorks. Some units require a copy of graduate student theses and dissertations to be made available in IUScholarWorks. To make your thesis or dissertation available, use this submission form.
  • IU Open Journals support graduate student publications and students are encouraged to contact us if they are interested in starting a journal. Examples of student-managed IU Open Journals publications include:
    • New Views on Gender – research and creative work (poetry, short stories, photography, artwork, etc.) that deals with issues of gender and sexuality
    • Indiana University South Bend Graduate Research Journal – a multidisciplinary journal specifically for graduate students. The goal of the Journal is to publish the best research and/or critical graduate work produced at IU South Bend every year.
  • Research Data Services are available to graduate students at any level who need support planning, organizing, sharing, and publishing research data. For students applying for federal agency funding and required to provide a data management plan (DMP), a DMP review service is available.

Faculty

  • IUScholarWorks is available as a resource to faculty who wish to share their research. Examples of research output faculty share in IUScholarWorks include:
    • Submitted manuscripts (as sent to journals for peer-review)
    • Accepted versions (author’s final peer-reviewed drafts)
    • Published versions (publisher-created files)
    • Supplementary files, including streaming multimedia or datasets of any size
    • Gray literature (conference papers, working drafts, primary evidence)
    • Negative results or work that will not be finished
  • Our CV Service is available to faculty who would like all of the publications on their CV to be systematically deposited into the IUScholarWorks repository.
  • Coming soon, IUScholarWorks Open will be made available to all IU Bloomington faculty publishing work subject to the IU Bloomington Open Access Policy. For more information on the policy, visit our new Open Scholarship site.
  • The Office of Scholarly Publishing Journals provides publishing services to a select group of faculty-run journals at IU Bloomington. Examples include:
  • Research Data Services are available to faculty who need support planning, organizing, sharing, and publishing research data. For faculty applying for federal agency funding and required to provide a data management plan (DMP), a DMP review service is available.

Staff

  • IUScholarWorks is available as a resource to staff who wish to share their research.
  • IU Open Journals support staff publications and staff members are encouraged to contact us if they are interested in starting a journal.
  • Research Data Services are available to staff who need support planning, organizing, sharing, and publishing research data. For staff applying for federal agency funding and required to provide a data management plan (DMP), a DMP review service is available.

Other IU Campuses

 

If you have questions about whether you are eligible for a service or would like to learn more contact us at iusw@indiana.edu

Open Access Policy Guide: Opting Out

This post is the first in the “Open Access Policy Guide” series. This series will address components of the IU Bloomington Open Access Policy and its implementation. We have written other posts about passing the policy, leveraging the license (Part I & Part II), and resources to support it.

What is Opting Out?

The IU Bloomington Open Access Policy is an opt-out policy. This means that if faculty do not wish to make a version of their published article openly available, they must opt out of the policy. When a faculty member opts out of the policy, a waiver letter signed by the Vice Provost for Faculty and Academic Affairs is generated. This letter waives the university’s license for your article.

The Scholarly Communication Department is working to make it as easy as possible to opt out of the policy and generate a waiver letter. Are you a faculty member who needs to opt out of published articles? There are two methods you can use to opt out.

Method One

In IU’s annual reporting system – Digital Measures Activity Insight – faculty will see a new option in the Publications/Scholarship of Discovery category. This option is “Opt out of the open access policy for this article (IUPUI & IUB only).” To opt out of the policy for an article, simply click this box. A waiver letter will be generated and emailed to you.

Image 1: video of how to opt out in DMAI
Opting out in DMAI

Method Two

This is the best opt-out method if you need a waiver letter instantly and prefer not to wait for us to email you one. In IUScholarWorks Open (our repository extension to support the policy which will be launched shortly), complete the ‘Opt-out’ submission form. Enter your name, article title, and journal name (ISSN and DOI are recommended but optional). Select submit, and a waiver letter will be automatically generated for download. You will also receive an email with the waiver letter as an attachment. If you opt out using this method, you are not required to check the box in method one – we will track your waivers and ensure that it applies when you complete your annual report.

Image 2: video of how to opt out in IU ScholarWorks Open
Opting out in IUScholarWorks Open

Frequently Asked Opt Out Questions

Do I need to opt out for every article I have ever published?

No. The policy only applies to articles published after it was passed on February 21, 2017.

What if I forget to opt out for an article but realize later that I need a waiver?

The policy states that you are able to change the archival status of an article at your discretion. Please contact us to make this change and generate a waiver letter.

What if I co-author a paper with another IU Bloomington faculty member and one of us opts out in DMAI but the other does not?

In the event that there are multiple IUB faculty members who have co-authored an article and one opts out in DMAI, we will honor the request of the faculty member who opts out. Or, as the Head of our Copyright Program puts it, “While the creator of a joint work can license a work separately, their license cannot override another co-author’s denial of a license.”

I want to opt out for all of my articles, how do I do that?

According to the policy, “Upon express direction by the Faculty member, the Office of the Vice Provost for Faculty and Academic Affairs, or his or her designate will waive application of the policy for a particular article.” This means that faculty members must opt out for each article published after February 21, 2017. The fastest way to achieve this is by clicking the opt out button for each article when you are completing your annual report.

My publisher says that I need to apply an embargo (make an article unavailable for a predetermined amount of time) – does this mean I need to opt out? How do I make it available when the embargo has elapsed?

You do not need to opt out for an article that requires an embargo period before it can be made openly available. The IUScholarWorks Open repository will restrict the article and automatically release it after the designated amount of time has passed.

I have more questions – where can I find help?

We have an FAQ for the policy available on our website that provides helpful answers to a range of policy questions. We are also available by email at iusw @ indiana . edu and will soon be announcing drop-in sessions to answer questions about the policy.