Researchers need to be aware of the copyright statement associated with their published research before depositing to espace.
Research outputs with the copyright statement ‘© Publisher 2022. All rights reserved’ do not permit the published version to be made openly available in espace without the express written permission of the publisher.
However an author may have self-archiving rights detailed within the publishing agreement. These author self-archiving rights may permit an open access version of the research outputs to be ‘self-archived’ in a suitable repository, possibly subject to an embargo period.
Copyright statements such as ‘© The Authors 2022. This is an open access publication under CC BY licence’ specifies the authors retain copyright and permit sharing of the published version under an open licence.
Copyright statements such as ‘© Publisher 2022 Open Access CC BY’ specifies the publisher retains copyright but permits sharing of the published version under an open licence.
The published version is permitted to be deposited in espace in both these circumstances.
Look for Creative Commons icons on research publications to determine if the published version is suitable to be deposited to espace under an open licence.
Researchers can make their research open access by depositing a copy of their publication into espace. This is known as Green Open Access, where the author publishes their research and then deposits, or ‘self-archives’, a version of the research in a freely accessible institutional repository.
Refer to the individual publication types below for more information on meeting copyright obligations, author self-archiving rights and selecting the correct version to deposit to espace.
Researchers can make their research open access by depositing a copy of their journal article into espace. The journal version suitable for public access in espace is often dependent on the journal publishing model selected by the author(s).
Generally this is a choice between:
Open accessing publishing - published articles made freely available to everyone, subject to specific licence conditions. Payment is generally through author or funder payment of an Article Processing Charge.
Traditional subscription publishing - published articles made available to institutions and individuals through subscription fees or pay per view arrangements.
Published via open access
Generally the published version can only be displayed in espace if the author has retained copyright or published their research under a Creative Commons licence.
Published journal articles will look similar to the following example:
Published via subscription model
The accepted version, also known as the author’s accepted manuscript, is the final version that has undergone peer review and been accepted for publication but has not yet been copy-edited and formatted for publication. The accepted version may be a Word document or a PDF.
Accepted versions (accepted manuscripts) will look similar to the following example:
Prior to making full text of a published work available, the espace team checks to ensure the deposited version complies with publisher policies such as embargo periods, and copyright provisions.
Note: different provisions apply to reuse of journal articles in Higher Degree Research (HDR) theses. For more information refer to Copyright for HDR students.
Researchers are encouraged to save a copy of the final accepted version of their journal article once it has been accepted for publication. With the shift to article submissions via journal online portals, publishers increasingly expect the corresponding author to retain their own copy of the accepted version suitable for self-archiving in an institutional respository.
It may also be possible to obtain a copy of the accepted version of a publication via the journal’s online submission portal.
Step 1: Identify the journal’s online submission portal
From the journal’s website, locate the “Submit Your Paper” or similar option. This will generally direct you to log into the journal’s online submission portal. Note the type of online submission portal. For example:
Step 2: Identify the corresponding author
The corresponding author is traditionally responsible for overseeing the online publishing process with the journal and has access to the online submission portal.
Step 3: Obtain a copy of the accepted version from the journal’s online submission portal
If you are the corresponding author simply follow the instructions for the appropriate submission portal below to locate and download a copy of the accepted version.
If you are not the corresponding author, please contact and request they download a copy of the accepted version, using the appropriate submission portal instructions.
Instructions to obtain the accepted manuscript version are available for the following online submission systems:
Instructions for the corresponding author to obtain a copy of the accepted manuscript via the Editorial Manager online submission portal.
Instructions for the corresponding author to obtain a copy of the accepted manuscript via the ScholarOne Manuscript online submission portal.
If your journal accepts manuscript submissions via email or uses a bespoke submission portal, please contact your journal’s editor to request a copy of the accepted manuscript suitable for author self-archiving in espace.
Step 4: Upload the accepted manuscript to espace via Elements
For detailed instructions on depositing to espace via Elements refer to:
Image attribution: Dr Melodie Garnier from https://unlockingresearch-blog.lib.cam.ac.uk/?p=1872
For further information on Journal article version terms refer to the 3-minute Video: Understanding journal article versions
Sherpa Romeo is a searchable database of publisher’s policies regarding the self-archiving of journal articles on the web and in Open Access repositories. Each entry provides a summary of the publisher’s policy, including what version of an article can be deposited, where it can be deposited, and any conditions that are attached to that deposit (e.g. embargo period).
For further information on navigating Sherpa Romeo refer to the 6-minute Video: Introduction to Sherpa Romeo.
The right for an author to self-archive a copy of a book or book chapter is determined by the terms of the publishing agreement.
Unfortunately there is no searchable database of publisher policies summarising the self-archiving rights for books or book chapters.
Researchers will need to refer to their publishing agreement for specific author-self archiving rights associated with the accepted version. Alternatively an author may contact their publisher for written permission to deposit the accepted version (author’s final manuscript) to espace.
Published versions of chapters or whole books are seldom permitted to be made openly available in espace unless published Open Access.
The right for an author to self-archive a copy of a conference paper is determined by the terms of the publishing agreement.
Unfortunately there is not yet a comprehensive database of publisher policies summarising the self-archiving rights for conference papers. Sherpa Romeo may provide some information on conference proceedings with valid ISSNs. Researchers will generally need to refer to their publishing agreement for specific author-self archiving rights.
Published versions of conference papers are seldom permitted to be made openly available in espace unless the author retains copyright or the proceedings are made available under an open licence.
Conferences organised by large professional organisations such as IEEE often provide specific guidelines on the version of the conference paper suitable for self-archiving in an open access repository. Alternatively authors can contact the conference organisers directly for written permission to deposit the accepted version of the publication to espace.
Conference outputs suitable for deposit to espace
Conference papers reporting on original research and published in their entirety are suitable for deposit to espace.
Presentation slides and posters are not in scope for deposit to espace.