Policy | Scope | Waiver | Opt-Out | Article Ingest Workflow | FAQs | Resources

As a public research university, we recognize that sharing the results and knowledge produced at the university is essential to the research process. Sharing research is at the very core of the mission of Kansas State University as a land-grant institution.  This policy will demonstrate Kansas State University’s Libraries commitment to open access (OA).  Learn more about open access.

Over 30 universities in the US have adopted open access policies, including Harvard, MIT, the University of California, Stanford, and other top research institutions. Similarly, more federal agencies are requiring that results of funded research projects be freely available to the public.  Issued last year, the Policy Statement on Open Access to Scholarship by Academic Librarians from the Association of College and Research Libraries (ACRL) “encourages academic librarians to publish in open access journals.”  The ACRL policy encourages green archiving as soon as possible for authors publishing in subscription journals and for authors to make a variety of their scholarship available open access.  By granting the university license to exercise copyrights for their articles, faculty and staff ensure that copies of their articles can be deposited in K-State Research Exchange (K-REx) and made open access, even if later 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. 

Policy on Open Access to Faculty and Staff Scholarly Articles 


As a land-grant institution, an integral part of K-State’s mission is to serve Kansas, the nation, and the international community by providing access to knowledge and basic research that address public needs.  Ensuring the widest dissemination of and open access to scholarly articles is essential to that mission.  In consideration of this, the faculty and staff of the K-State Libraries are committed to openly disseminating the outcomes of its research and scholarship as widely as possible. In keeping with that commitment, the K-State Libraries adopt the following policy. 


Each faculty and staff member grants to Kansas State University a non-exclusive, irrevocable, royalty-free, worldwide, perpetual license to make available his or her scholarly articles.  This includes rights to reproduce and distribute those articles for the purpose of open dissemination, exercising any and all rights under copyright relating to each of his or her scholarly articles, in any medium and to authorize others to do the same, provided that the articles are intended for non-commercial purposes and not sold for a profit. A final accepted version, the publisher formatted version, or a version approved by the copyright holder(s) of each article will be deposited in the university’s open access institutional repository, the K-REx; electronic copies of article(s) should be provided by the author(s) for deposit as soon as possible and no later than 6 months from the date of publication. We encourage all faculty and staff to publish in journals that are open access, allow open access archiving, or attempt to retain that right by adding an author addendum. This policy does not transfer copyright ownership, which remains with the author(s) unless otherwise assigned.

The policy is to take effect immediately.  Notwithstanding the above, this policy does not in any way prescribe or limit the venue or frequency of publication.


This policy applies to all scholarly articles authored or co-authored while the person is a member of the K-State Libraries faculty or staff.  Excluded are articles published before the adoption of this policy, any articles for which the author entered into an incompatible agreement with the publishers before the adoption of this policy, and other forms of scholarly work, such as conference papers, books, book chapters, etc. However, faculty and staff are encouraged to deposit such works in K-Rex.

Students are also encouraged to deposit their scholarly articles when this content relates to libraries or their employment at K-State Libraries.


Individual articles that are not submitted for inclusion by each author will have an automatic waiver of the nonexclusive license.  This waiver will be applied to all scholarly articles not submitted to the university representative of K-REx within six months of publication. 

After a waiver is applied the author(s) may still elect to deposit this article within K-REx at any later date of their employment. 


Faculty and staff may opt-out of this policy for all future publications with written notification to the university representative of K-REx.  This notification can be sent via email to cads@k-state.edu or delivered to the Center for the Advancement of Digital Scholarship (CADS) in Hale Library Room 118.

After an opt-out option is applied the author(s) may still elect to deposit articles within K-REx at any later date of their employment. 

Oversight and Implementation

CADS at K-State Libraries will be responsible for implementing this policy, along with input and consultation from the Libraries’ faculty, staff and administration. CADS will execute corresponding processes and form documents, ensure compliance with publisher self-archiving policies, resolve disputes concerning its interpretation and application, and recommend any changes to the faculty and staff. 

Article Ingest Workflow

The K-REx university representative may discover articles during normal harvest workflows that qualify for inclusion under the publisher guidelines.  These articles will be included within K-REx as permitted by the publisher.  Authors will receive notification when these items are loaded.  These loads may happen before or after waivers or opt-out options have been elected under this policy.  Authors who do not wish to have their content automatically harvested can provide written notification sent via email to cads@k-state.edu or delivered to the CADS in Hale Library Room 118.

Articles not discovered by the K-REx university representative can be provided in a digital format via email to cads@k-state.edu or delivered to the CADS in Hale Library Room 118.

Definition of Terms 

Scholarly articles - Articles typically presented in a peer-reviewed scholarly journal or conference proceedings.

Nonexclusive permission - Author(s) still retain copyright, and give K-State permissions over this article as described in the policy.  

Open dissemination/Open access -Content is stored and made available through the internet to users for any lawful or non-commercial purpose free of any financial, legal, or technical barriers.

Not sold for a profit -K-State could not generate a profit form the rights granted with this policy, 

Final accepted version - This version of the article is the author’s manuscript incorporating revisions from the peer review process and any additional editing in which the author has participated. This is not a version of the article that includes any publisher formatting, such as the final, published version or the proof sent to authors for final review before publication.

K-State Libraries faculty or staff-Any faculty or staff member employed by K-State Libraries.

1 Waivers are applied on a case-by-case basis of each individual article.

2  Opt-out options are applied to the author as a whole and will apply to all the author’s articles after written notification is received.

Approved 05/31/2017