Frequently Asked Questions
Answers to frequently asked questions about open access (OA) publishing.
The topic areas covered are:
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How do I deposit a paper?
You can deposit a paper in the Research Information System (RIS) in two ways:
- Using the Mediated Deposit Service (for journal articles and conference proceedings only)
Please refer to our Depositing your article page for full details of how to deposit your paper. When you use the Mediated Deposit Service, please only request one deposit per email.
What should I deposit?
University of Nottingham open access policy is that, where copyright allows, all research papers (including journal articles, conference proceedings, book chapters and similar material) should be made available in an open access form upon publication through the University repository. You should therefore deposit your research papers in RIS upon acceptance for publication, or as soon as possible thereafter.
You should deposit a copy of the Author’s Accepted Manuscript (AAM), unless the publisher allows you to deposit another version of the paper, such as the Version of Record. Our Depositing your article page provides you with full details of how to deposit your paper in RIS.
Which version is the Author’s Accepted Manuscript (AAM)?
The AAM is the version of the manuscript that has incorporated all academically necessary changes arising from the peer review process. It is the final version you submit before the publisher formally accepts the manuscript for publication. It precedes any copy-editing, typesetting and proofing by the publisher.
Can I deposit the publisher’s version?
You may only deposit the published version (the Version of Record) where copyright allows. Our Checking your journal’s policy page provides more information on how to establish what your journal will allow.
When self-depositing or using the Mediated Deposit Service you should deposit a copy of the Author’s Accepted Manuscript (AAM) as soon as possible following acceptance. We can replace the AAM with the Version of Record once the paper has been published, if this is allowed. Please send an email to us at firstname.lastname@example.org to let us know once your article has been published.
I received no external funding, what should I do?
My funder isn’t in the drop-down list, what should I do?
You should refer to the 'Add funders' section of the RIS Outputs and Research Repository User Guide. If your funder is not in the drop-down list you should add ‘00 Awaiting Funder Setup’ and record your funder’s details in the Notes field.
My journal isn’t in the drop-down list, what should I do?
You should refer to the 'Complete fields on the Create Output screen' section of the RIS Outputs and Research Repository User Guide. If your journal is not in the drop-down list, you should select ‘00 Journal not listed’ and record your journal’s name in the Notes field.
I self-deposited my article in RIS, why isn’t it publicly visible yet?
If your deposit is urgent, you should highlight this when you deposit your paper by sending us an email with the RIS Output ID to email@example.com.
Your article may not be publicly visible in the repository for a number of reasons. You should review your RIS record to confirm the status of your record:
- ‘In progress’: you may not have uploaded a file, pressed ‘Deposit’ or completed all the mandatory fields in RIS (fields marked with an asterisk *). Please refer to the RIS Outputs and Research Repository User Guide for more support with completing your deposit.
- ‘In review’: you have deposited your paper and we will review the deposit before making your paper live in RIS.
If neither of these options are relevant, please email us at firstname.lastname@example.org and include the article name and RIS Output ID in your email.
I don’t know if my publisher will allow me to deposit, what should I do?
Our Checking your journal’s policy page provides more information on how to establish what your journal will allow. We will review your journal’s OA and copyright policy as part of the deposit process and only deposit what is allowed. If a publisher claims there has been an infringement of copyright we also have a Takedown policy.
If your journal doesn’t allow a copy of the paper to be deposited or made available in our repository, you should still create a record of the publication in the repository, which can link to the published version. Please see our Open access policies page for more information.
Why do I need to let you know once my paper has been published?
We will not always be notified by harvesting when your article has been published. We therefore need you to send us an email to email@example.com with a link to your published paper as soon as possible following publication.
We need to know when your paper has been published so we can (1) update your record and (2) set the embargo period required by your publisher (if applicable). Setting the correct embargo period is important for REF, to ensure your paper meets the access requirements of the REF open access policy.
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My article has been published, how do I update the record?
You should send us an email with the article name, RIS Output ID and link to the publication at firstname.lastname@example.org
as soon as possible following publication. We will update the record and set the embargo period required by your publisher (if applicable).
How do I change information in a RIS record, such as linking an author, or delete a record?
You should send us an email with the article name, RIS Output ID and what you would like changed to email@example.com. We will update or remove the record for you as required.
Why can’t I find my article in the repository?
You may need support with searching in the repository: follow the steps below to search effectively in RIS.
- log in to RIS
- type your search terms in the black 'Search' box at the top of the page
- select the blue 'See all results for' pop up, which appears below the 'Search' box
- select the 'Outputs' tab to view the results
After following these steps if you can't find your article, please send us an email with the article name to firstname.lastname@example.org.
You might need to deposit your article in RIS: please refer to our Depositing your article page for more information on how to deposit your article in RIS.
You might need to complete your self-deposit in RIS: please refer to our ‘I self-deposited my article in RIS, why isn’t it publicly visible yet?’ FAQ in the Depositing in RIS section.
We might be processing your Mediated Deposit Request: please forward your original email to email@example.com.
Why have I received an email from Worktribe?
Worktribe are the providers of the system underpinning RIS and so some communications may be badged with their logo. Worktribe may send you notifications of updates for your output, or it may prompt you to take action (e.g. completing a deposit).
If you receive a message from Worktribe, please review your RIS record and complete any outstanding actions. If you’re unsure what you need to do, please forward your Worktribe email to firstname.lastname@example.org.
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What central funding is available for gold OA and how do I access it?
University of Nottingham doesn't provide a central fund of University money to cover the costs of gold OA. However, we do administer block grants received from the UK Research Councils and COAF to cover the OA costs for eligible research publications acknowledging the support of these funders. Please read the funder’s policy to check eligibility requirements.
A detailed explanation of how to apply for funding can be found on our Requesting open access funding page.
In summary, you should use our gold open access webform to apply for funding. Before you start completing the webform, please read this brief user guide. You should do this as soon as possible following acceptance for publication. Once we have confirmed funding, your application will be approved and we will provide you with an internal approval code.
Are there any publisher discounts on OA costs?
Yes. A full list of publisher discounts can be found on our APC discounts for authors page.
Some publishers offer a discount on the invoice and some through our prepayment account via a prepayment (discount) code. We only authorise payment through the prepayment account once funding source(s) have been confirmed by an approved OA funding application form. For prepayment accounts, once we approve your funding application we will provide you with a prepayment code to pass on to your publisher.
Can PhD students access the block grants?
Current and former PhD students funded by UKRI (formerly RCUK) can apply to the block grant in relation to publications that result from research carried out whilst studying here.
Current PhD students funded by COAF can apply to the block grant in relation to publications that result from research carried out whilst studying here.
Does it matter how I acknowledge funding in my paper?
What billing information should I provide to the publisher for OA costs and is the University VAT exempt?
The billing address is: Open Access Administrator, Research and Innovation, The University of Nottingham, East Atrium, Jubilee Conference Centre, Triumph Road, Nottingham, NG8 1DH.
You can email the invoice to: email@example.com. You should quote your internal approval code when contacting us if your funding application has already been approved. We can only process invoices once they are associated with an internal approval code.
We are not VAT exempt. The VAT number is: GB 690 391 225.
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What do I need to do to make my outputs eligible for submission to REF 2021?
RIS is the system we are using to curate our REF 2021 submission: therefore, please ensure that any output you want to be considered for submission is recorded in RIS. For certain types of output (journal articles and conference contributions with an ISSN), there are specific requirements.
To ensure eligibility for submission to the next Research Excellence Framework (REF) all journal articles and conference contributions with an ISSN, accepted for publication from 1 April 2016 onwards, must be:
- deposited in the Research Information System (RIS) within 3 months of acceptance (NB the version deposited in RIS must be the Author's Accepted Manuscript (AAM), unless your publisher allows you to deposit the published version (Version of Record))
- made open access within the stated maximum embargo period (12 months for REF Main Panels A and B; 24 months for REF Panels C and D)
Books, book chapters, monographs, and journal articles and conference contributions accepted for publication before the 1 April 2016, are all outside the scope of the open access policy for the next REF. However, if you intend to submit these to REF 2021 you must still deposit them in RIS because the University is using this system to manage its proposed REF submission.
Please also refer to our Meeting REF Requirements page for more information.
I’m new to the University, what should I do?
You should deposit copies of your research outputs into RIS. Please refer to our Depositing your article page for more information on how to deposit in RIS.
If you have questions about any previous publications in relation to REF requirements, please contact us at firstname.lastname@example.org.
You may also find our Open access publishing page a useful resource to visit for information about the support we offer for open access publishing and meeting REF requirements.
Do I need to deposit my book, book chapter or monograph to be REF eligible?
As RIS is the system we are using to curate our REF 2021 submission, you will need to ensure that any output you want to be considered for submission is recorded in RIS. However, these types of output don’t currently need to meet the REF open access requirements.
University of Nottingham open access policy covers book chapters. Some publishers allow authors to make book chapters open access in institutional repositories. Please contact us at email@example.com to ask for further advice.
My paper has not met the REF open access requirements, what should I do?
The REF policy provides certain scenarios where you may claim an exemption from the open access requirements. Please see our Meeting REF Requirements page for more information.
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