Guide to Open Access: Self-archiving (Green OA)

What is self-archiving?

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

Self-archiving is part of the publication data collection process at Turku UAS.

Turku UAS author, follow these instructions:

1. Agree on self-archiving at the beginning of the writing process with the other authors of the publication. Also make sure you have permission to self-archive any material subject to a third-party copyright, e.g. images, illustrations or graphics in your publication.
2. Submit the final, publisher-approved manuscript version (final draft) of your publication to be self-archived by email at julkaisutiedonkeruu@turkuamk.fi. You can submit your publication information for the reporting of the Ministry of Education and Culture at the same time.
   • NOTE: For Turku UAS publication series or Talk magazine, publication information and self-archived versions are sent to the library automatically, so you do not need to submit them.

Turku UAS library checks the self-archiving policies for you, and deposits the permitted version in Turku UAS repository Theseus, as well as links the self-archived version into the publication information in Research.fi, the national portal that collects and shares information on research conducted in Finland.

Self-archived version of a publication

• In most cases, the author's final version of the article (final draft or AAM author's accepted manuscript) can be saved in an open institutional repository.
• The publisher's version of the article (publisher’s PDF or VoR Version of record) may only be self-archived if the publisher's self-archiving policy allows it, or the article has a Creative Commons licence.
• See the table below for more details.

NOTE: Save any versions of your publication, because Turku UAS library may request an unpublished version of your publication for self-archiving!

Sources:

Tampere University Library: Researcher's guide to responsible and open science

Aalto University: Self-archiving and repositories

Self-archiving rights that are the author's responsibility

As the author, make sure you are permitted to self-archive your publication before it is self-archived:

• You have agreed with all co-authors to self-archive the publication when you start planning to write the publication.
• Make sure permissions for materials under the copyright of a third party (e.g. illustrations, graphics, photos) also include self-archiving. NOTE: Permissions to use the material in the original publication do not automatically cover the self-archived version.
• The agreement to self-archive with co-authors can be informal, but preferably written down somewhere, for example in an email. Save the emails to have a written record of the agreement.

If needed, you can ask for an English language template for asking permissions by sending an email to julkaisutiedonkeruu@turkuamk.fi.
 

The library confirms the publishers' permissions

Turku UAS library confirms the publishers' self-archiving policies and permissions for you. Some publishers may require the authors to ask for a permission from the publishers themselves.

Publishing agreement and the right to self-archive

• If you are writing an article with others, ask for their permission for open access publishing, preferably already at the beginning of the research process.
  • This also includes the use of images, tables and other graphs.
  • More information above in self-archiving rights that are the author's responsibility.
• When signing a publishing agreement, make sure that you keep the right to use the text elsewhere and self-archive your article in the Turku UAS repository.
  • NOTE: Signing a publishing agreement in the publisher's online system can basically be just a click of a button with which you accept the publishing agreement and all the terms and conditions included in it.
  • Articles written in an RDI project: Remember to check the funding agreement for requirements on open access publishing before signing a publishing agreement.
• The publishing agreement should allow immediate open access (often with an APC) or self-archiving, either immediately or after an embargo period.
• If you have signed a publishing agreement that transfers all rights to the publisher, the publisher or journal may not allow self-archiving.
  • NOTE: Always check the journal information or publishing agreement to see if you are permitted to save your article in social media platforms, for example in ResearchGate, Academia.edu, or LinkedIn. More information about copyright and permitted use of resources.
  • You can always share a link to your article, see for example ResearchGate.
• You should always check the right to self-archive primarily from the journal website.

Ask for help to clarify any questions by email from julkaisutiedonkeruu@turkuamk.fi, we are happy to help!

What are the benefits of self-archiving?

Self-archiving (Green OA), or parallel publishing, is a type of open access publishing that has lots of benefits:

• You can easily share the persistent URL of the self-archived version of your publication in e.g. your own website, to your students or on social networking platforms, such as ResearchGate.
• Self-archiving ensures permanent accessibility and findability of your publications.
• Self-archiving is free of charge and relatively easy to do for the author.
• The author retains copyright in self-archiving, it is not transferred to the repository!

Often publishers may require that the self-archived version is openly accessible only after an embargo period. The embargo period starts from the publication date (either electronic or printed publication) depending on which date is earlier. Embargo periods range between 6-36 months.

Open access publications in categories A-E (in the reporting to the Ministry of Education and Culture) receive a weighted coefficient of 1.2 (fully open or self-archived) in the funding model of universities of applied sciences. Paywalled publications receive a coefficient of 1. More information on the benefits of open access.

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

What is an affiliation?

In scholarly publications, an affiliation is mentioned together with the author’s name. Affiliation refers to the author’s home organisation, higher education institution, or research institution, where the author was employed/studied at the time the publication was created.

It is important the articles you publish contain your name and affiliation Turku University of Applied Sciences or Turun ammattikorkeakoulu, because:

• The affliation ensures Turku UAS gets the publication points in the Ministry of Education and Culture's yearly collection of publication information.
• Self-archiving is easier when the publication has clear information that it has been created as part of your work at Turku UAS.

NOTE: An affiliation can include more than one organisation. For example, if your employer is Turku UAS and you participate in a project coordinated by another organisation, both organisations can be listed as your affiliations in the publication.

About the guide

This guide has Turku UAS's instructions on open access. Among others, the following themes are covered:

• What does open access (OA) mean?
• How to publish open access?
• What are the Turku UAS recommendations on OA publishing?
• How do I report my publications for the Ministry of Education and Culture's data collection, and self-archive them?
• How can we promote the visibility and findability of research and publications?

Contact us

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

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

We are happy to help!

Turku UAS self-archived publications

Tools

• Open policy finder - Search service that has self-archiving policies for major publishers and journals and funder policies on OA publishing and self-archiving (formerly SHERPA/RoMEO and SHERPA/Juliet)