Best practices for university OA policies
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- This is a guide to best practices for university OA policies.
- The doc is under way but far from complete. All the entries to date are tentative. Undecided questions are marked with three slashes (///).
- Currently the guide is private in the sense that no web pages deliberately link to it. I believe that some pages automatically created by the wiki software will link to it. Is that private enough for our purposes?
- Incorporate ideas and language from these docs:
- Harvard's annotated Model OA Policy
- PS article on OA policy options for funding agencies and universities
- Alma Swan's Policy Guidelines for the Development and Promotion of Open Access, UNESCO, March 2012.
- PS has asked EK to research recommendations for encouraging or incentivizing repository deposits.
- To do list
- Find and remove all cases of the three slashes (///).
- Decide whether to make all or some of it public.
- Decide who is authorized to revise this doc. (At the moment, it's just the HOAP principals.)
- Before release, get other key partners to make their own suggestions and sign on to the result, e.g. SPARC and EOS.
Drafting a policy
- Grant of rights to the institution
- Deposit in the repository
- Deposit timing
- Faculty should deposit their peer-reviewed manuscripts at the time of acceptance for publication.
- Waiver option
- The waiver option should apply only to the grant of rights to the institution, not to the deposit requirement.
- Scope of coverage, by content category
- Scope of coverage, by time
- Transferring rights back to the author
- Separating the issues
Adopting a policy
- Adopting authority
- The policy should be adopted by the faculty, not the administration.
- Educating faculty about the policy before the vote
- Also see the recommendations on Talking about a policy.
Implementing a policy
- Individualized writing
- A Harvard-style policy grants the institution certain non-exclusive rights. But if an author under such a policy deliberately or inadvertently signs a publishing contract transferring exclusive rights to a publisher, which prevails, the earlier policy or the later contract? Under US copyright law (17 USC 205.e) a "nonexclusive license, whether recorded or not, prevails over a conflicting transfer of copyright ownership if the license is evidenced by a written instrument signed by the owner of the rights licensed or such owner's duly authorized agent." Hence, the institution must ask those covered by the policy to sign a "written instrument" affirming the background policy granting nonexclusive rights to the institution.
- Facilitating deposits
- Facilitating waivers
- Multiple deposits
- Dark deposits
- If a deposit is dark (not yet OA), at least the metadata should be OA.
- Repository indexing
- The repository should be configured to support crawling by search engines.
- Repository withdrawals
- Content beyond the policy
Talking about a policy
- "Opt-out" and "opt-in"