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.
- the recommendations in the BOAI-10 doc
- Emily Kilcer is researching 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, EOS, EIFL, MIT.
- Investigate tools for making nice printouts of wiki pages, or tools for translating wikis into other formats (e.g. PDF) for printing; as far as possible, built those tools into the best-practices guide
Drafting a policy
- Grant of rights to the institution
- The policy should be worded so that the the act of adopting it thereby grants the university certain non-exclusive rights. It should not merely ask, encourage, or require faculty to retain certain rights when they sign future publishing contracts. By granting the rights in advance, the policy makes it unnecessary for faculty to negotiate with publishers, secures the rights even when faculty fail to request them, and secures the same rights for every faculty member, not just the rights that a given faculty member may succeed in obtaining from a given publisher.
- Deposit in the repository
- Deposited version
- Deposit timing
- Faculty should deposit their peer-reviewed manuscripts at the time of acceptance for publication.
- Waiver option
- 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
- Facilitating deposits
- Facilitating waivers
- Author addenda
- ///sense in which they are not necessary; sense in which they are desirable anyway; how to talk about this without creating fear or intimidation; stressing that no negotiation with publishers needed; risks of transferring away all rights without obtaining a waiver
- Multiple deposits
- Dark deposits
- If a deposit is dark (not yet OA), at least the metadata should be OA.
- Deposited versions
- Repository indexing
- The repository should be configured to support crawling by search engines.
- Repository withdrawals
- Content beyond the policy
- Treaties with publishers
- Learning the denominator
Incentivizing deposits in the repository
Talking about a policy
- "Opt-out" and "opt-in"