Guide to Open Access: Self-archiving (Green open access)

Self-archiving, or parallel publishing, (Green OA) refers to depositing a version of a publication, according to the publisher’s permission, in a subject-specific or institutional open access repository.

Self-archiving is a part of the process of collecting data on publications at Turku UAS.

Author, proceed as follows:

1. Agree on self-archiving at the beginning of the writing process with the other authors of the publication. Make sure that you have the permission to self-archive material subject to a third-party copyright, e.g. illustrations and graphics in the publication.
2. Submit the latest version of your publication, approved to be published by the publisher, to be self-archived via email at julkaisutiedonkeruu@turkuamk.fi. Simultaneously, you submit your publication information for the reporting of the Ministry of Education and Culture (MINEDU). N.B. For Turku UAS publication series or in Talk magazine, information on publications and the self-archived versions are sent to library automatically, so you do not need to submit them.

Turku UAS library verfies and checks self-archiving policies for you, deposits the publication version in Turku UAS open access repository Theseus, as well as adds the persistent URL of the self-archived version to the publication information in Research.fi, the national service collecting and sharing information on research conducted in Finland.

The publication version to be self-archived may be

• so-called final draft version or AAM (author’s accepted manuscript), which is the peer-reviewed, last version of the publication before publishing, edited by the author according to the reviewers’ comments. Often this version lacks the layout and thus also page numbers, possibly also pictures and graphs
• publisher’s pdf, which is equivalent to the final publication

N.B. Save the versions of your publication, as Turku UAS library may request the unpublished version of your publication for self-archiving!

Self-archiving, or parallel publishing, is an option of open access publishing (Green OA), which has additional benefits in addition to general OA benefits:

• You can easily share the persistent URL of  the self-archived version of your publication in e.g. the your own website, to your students or in networking platforms, such as ResearchGate.
• Self-archiving ensures permanent accessiibility and findability to your publications.
• Self-archiving is free of charge and uncomplicated for the author.
• In self-archiving, the author retains the copyrights, and they are not transferred to the repository!

Read more on the article in Talk magazine (in Finnish) Julkaisuja vapaasti saataville verkkoon – lisää vaikuttavuutta rinnakkaistallentamisella by Liisa Tiittanen.

However, the publisher may require that the self-archived copy is openly accessible only after an embargo period. The embargo period starts from the publication date (either the electronic or the printed publication) depending on which date is earlier. The embargo period is usually 6 – 36 months.

When signing a publishing agreement, make sure that you withhold the right to self-archive your article in the Turku UAS OA repository. The publishing agreement should enable either immediate open access subject to a APC charge, or self-archiving either immediately or after an embargo period. Check the funding agreement requirements on open access for articles written as a part of project activities.

In case an author has signed a publishing agreement, which transfers all rights to the publisher, self-archiving may be forbidden.

In most cases, you find publishers´ and journals´ copyright and self-archiving policies in the SHERPA/RoMEO service.

In scientific publications, an affiliation is mentioned with the author’s name. Affiliation refers to the author’s home organization, higher education institution or research institution, as a member of which the publication has been created.

It is important that the article you publish contains your name and affiliation Turku University of Applied Sciences or Turun ammattikorkeakoulu:

• the affliation ensures the publication points to Turku UAS in the collection of publication information
• Self-archiving is easier when the publication already contains the information that it has been made as a part of work duties at Turku UAS.

N.B. Affiliation can contain more than one organization. For example, if your employer is Turku UAS and you participate in a project coordinated by another organization, both organizations can be listed as affiliations with your name in a publication.

Take care as the author that the permissions for self-archiving are in order

• all co-authors agree on the self-archiving of your publication in the Turku UAS open access repository - it is best done when you start planning the publication with your co-authors
• permissions for material under the copyright of a third party (such as illustrations, graphics, photos). N.B. Permissions obtained for using the material in the original publication does not automatically cover the self-archived version.

Consent for self-archiving with co-authors needs not to be a formal agreement. However, it is recommended that you discuss it with email and keep the emails.

When needed, ask english language templates for asking permissions by sending email julkaisutiedonkeruu@turkuamk.fi.

Library takes care of the publishers´ permissions

Turku UAS library verfies and checks publishers´ self-archiving policies and permissions for you. Some publishers require that the authors ask for the permission from the publisher themselves.

This guide contains Turku UAS’ instructions on open access. In the guide, for instance, the following themes will be covered:

• What do we mean by open access?
• How to publish open access?
• What are the recommendations of Turku UAS on open access publishing?
• How do I submit my publication for the reporting of the Ministry of Education and Culture (MINEDU) and self-archive it?
• How can the visibility and findability of research and publications be promoted?

Contact our experts on collecting data on publications via email at julkaisutiedonkeruu@turkuamk.fi

Contact the experts on open access publishing by email at openscience@turkuamk.fi.

We will be glad to help!

Author’s draft / Pre-print / Pre-refereeing / Submitted Version Under Review (SMUR)
A version submitted to the publisher before peer reviewing. Does not necessarily correspond the final version in terms of content. 

Final draft / Post-print / Post-refereeing / Author’s final / Author’s Accepted Manuscript (AAM)
A peer-reviewed and accepted final version of the manuscript, which lacks the publisher’s layout and page numbers, and sometimes also illustrations and graphs. In terms of content same as the published version. Publishers often allow the self-archiving of this version.

Publisher PDF / Publisher’s version / Final published version / Version of record
The final version of the publication, including layout, as it appears in the publication. Often in PDF format.

Guide to Open Access:

This publication has been licensed with the Creative Commons Attribution 4.0 International license.