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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 as 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.
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 email@example.com 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.
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.
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 firstname.lastname@example.org 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 email@example.com or delivered to the CADS in Hale Library Room 118.
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 from 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.
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.” CADS staff would actively look for content to harvest into K-REx, but library employees would need to alert us to be sure their content is made openly available.
Yes. The K-State Research Exchange (K-REx) is the institutional repository for K-State. Scholarly work created at the university may be archived in K-REx.
Faculty and staff will need to provide an electronic copy of their final, peer-reviewed, revised manuscript to K-State Libraries' Center for the Advancement of Digital Scholarship, who will facilitate archiving articles.
***If publisher policies allow for the use of the publisher’s version of the article, Library staff may use that version instead of the manuscript.
None. This policy is not meant to influence where a faculty or staff 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.
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.
Yes. Faculty can choose to apply a waiver on an article by article basis or the may choose to opt entirely out of the policy (including the option to opt out of all K-REx inclusion).
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 not need to complete any form to apply the waiver. Waivers to this policy will automatically be applied to any scholarly content not submitted to K-State Libraries' Center for the Advancement of Digital Scholarship. Please note that K-State Libraries' Faculty and Staff members scholarly content may still be included within K-REx during our auto harvesting of all university scholarly content. If you do not wish for your content to be included during this process please complete the opt out instructions below.
To opt-out of this policy or any inclusion within K-REx please indicate your preference in a letter or email and submit to the Center for the Advancement of Digital Scholarship. No burden of proof or justification is needed. The option to opt-out will always be granted.
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.
The policy also 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 another repository like PubMed Central or SSRN, just send the link to K-State Libraries' Center for the Advancement of Digital Scholarship. Library staff will review the publication to determine what may be deposited. Depending on the publisher or repository, the Library may still need a copy of your as-accepted manuscript.
Yes. The embargo period specified by the publisher will be observed before an article is made available through K-REx.
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.
Hajjem, Harnad, and Gingras analyzed more than 1 million articles published over a 10-year period and their findings show that articles openly available on the web were cited 36-172% more than articles available only through paid access. As you are cited more as an author this could have a positive influence on your publisher or the journal's impact factor. We also will comply with any embargo requests which should further minimize any possible harm to publishers/journals.
No. You still retain all rights as an author. This policy only grants the university a non-exclusive license, which means you are free to license, grant, or transfer rights to anyone else.
You may contact K-State Libraries' Center for the Advancement of Digital Scholarship to verify if the publisher allows the upload of the final/publisher format of the content. A waiver will automatically be applied to this policy if you do not submit your content. You may also opt-out of this policy or any inclusion within K-REx at any time in writing.
Waivers are automatic to this policy and are applied on a content by content basis. However, the content may still be included, at a later date, based on publisher permissions through our K-REX normal harvest procedures for all university content.
Opt-out option excludes the author from the OA policy for all their content. However, the content may still be included, at a later date, based on publisher permissions through our K-REX normal harvest procedures for all university content.
No inclusion in K-REx option means that the author will be excluded from the OA policy and your content will not be included even if your publisher permits the upload. Content written with another K-State author may still be included.
Good Practices for university open-access policies
Opening the Door: How faculty authors can implement an open access policy at their institutions (pdf)
Copyright and the Harvard Open Access Mandate
A Model Open Access Policy (Harvard)
Scholarly Publishing & Academic Resources Coalition (SPARC)- SPARC is a major proponent of and a good source of information about Open Access.
Directory of Open Access Journals (DOAJ)- DOAJ currently lists open access journals in a range of disciplines.
Right to Research Coalition - No student should be denied access to the articles they need because their institution cannot afford the often high cost of access.
Coalition of Open Access Policy Institutions (COAPI) (CADS COAPI Membership Information)
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.
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