Center for the Advancement of Digital Scholarship (CADS) 

1. What types of works does the open access policy cover?

Only scholarly articles. The Budapest Open Access Initiative defines scholarly articles as “those that describe the fruits of scholars’ research and that they give to the world for the sake of inquiry and knowledge without expectations of payment. Such articles are typically presented in peer-reviewed scholarly journals and conference proceedings.”

2. Does K-State have an Open Access Institutional Repository? 

Yes. The K-State Research Exchange (K-REx) is the institutional repository for K-State. Scholarly work created at the university is archived in K-REx.

3. What would faculty need to do to comply with the K-State Open Access policy? 

Faculty will need to provide an electronic copy of their final, peer-reviewed, revised manuscript to K-State Libraries, who will facilitate archiving articles.  If publisher policies allow for the use of the publisher’s version of the article, Library staff will acquire and use that version instead of the manuscript. 

4. What effect will the K-State Open Access policy have on the ability of faculty to publish in the journals of their choice? 

None. This policy is not meant to influence where a faculty member may wish to publish. Instead, it grants K-State a non-exclusive license to make the article available in K-REx. The Libraries will always comply with publisher policies. Should a publication agreement come into conflict with the policy, the faculty author may use an addendum to adjust the agreement or request a waiver for that particular article.   

5. What is a non-exclusive license? 

A non-exclusive license is a grant of some or all of the copyrights from the author to one or more licensees. The non-exclusive license gives K-State the right to archive and disseminate your work in K-REx. Authors still retain their copyright and may grant a license elsewhere.

6. Can Faculty opt out of this policy? 

Yes. Waivers will be granted on an article-by-article basis with no burden of proof or justification needed.  A waiver will always be granted.  Authors will only need to complete a web form to request the waiver. A formal letter notifying you of the waiver will be emailed to you at the address you provide.  The policy does not allow for faculty to opt out on a global basis, i.e., not to deposit any of their articles in K-REx.  

7. What if I’m not the primary author or my co-author is at another institution? Do I need to have their permission?

As a co-author you have the independent right to use or non-exclusively license a work, even if you are not the primary author. As a practical matter, it is best to discuss the policy with co-authors and inform them of any deposit of their work in an open access repository. It is up to the author to decide whether to opt out of the policy for a given article to accommodate the wishes of co-authors.

8. What if my article is already openly available?

The policy requires that articles be made available in the university’s repository, K-REx. If your article is available for free at the publisher’s website, or you’ve added it to a repository like PubMed Central or SSRN, just send the link to K-REx. Library staff will see that it is deposited.  Depending on the publisher or repository, the Library may still need a copy of your as-accepted manuscript.

9. Does the K-State Open Access Policy accommodate embargoed publications? 

Yes. The embargo period specified by the publisher will be observed before an article is made available through K-REx. 

10. Will my publisher know about the policy?

If the policy is adopted, K-State Libraries will contact all major publishers to let them know about the policy. Publishers who object to the policy may require authors to opt out.

11. Do other institutions have similar policies?

Faculty at more than 30 universities in the U.S. and over 200 worldwide have adopted policies that grant their university a license to place copies of scholarly articles in the institutional repository.  This draft policy is based closely on policies already in place at the University of Kansas, Harvard, MIT, Duke, the University of California system, and other land-grant institutions including Oregon State and Utah State.   A full list of academic and funder open access policies that have been adopted can be found at ROARMAP.

12. Does this apply to articles written before the policy was adopted?

No.  The policy applies only those articles written by faculty after the policy goes into effect.  Faculty are welcome to deposit in K-REx any and all articles written while employed at K-State, but it is not a requirement of the policy.

13. Why an Open Access Policy?

By granting the University license to exercise copyrights for their articles, faculty ensure that copies of their articles can be deposited in K-REx and made open access, even if restricted by the publisher’s copyright transfer agreement. In essence, faculty are giving the University permission to make their articles open access, and this permission prevails, in a legal sense, over any subsequent agreements a publisher may ask the author to sign.

More federal agencies are requiring that results of funded research projects be freely available to the public. Adopting this policy will demonstrate K-State’s commitment to open access while helping us to meet federal requirements.