Deposit & Preserve

How can you go about making your scholarship available to all readers, even if your journal isn't a "Gold Open Access" publisher? Deposit an author manuscript in a repository! 

 

Deposit in eScholarship

As noted on the UC Open Access Policy page, there are UC OA policies covering both academic and non-academic staff and students who write scholarly articles while employed at UC. Pursuant to these policies, UC Berkeley faculty, staff, students (and departments!) can make a copy of their scholarship available in the UC's open access repository, called eScholarship.

To deposit something to the eScholarship repository, there are two pathways:

 

For UC Senate Faculty

  • If you are senate faculty, you use a software (fancy term for it is "publication management system") called Symplectic's Elements to facilitate the upload process and capture metadata about your publication. To get started, go to the UC Publication Management System login, and select the UC Berkeley campus. You will then be asked for your CalNet login.

  • The screen you're brought to will let you know whether the system has already identified publications it thinks you authored and that are subject to the OA policy. Otherwise, you can start from scratch by clicking the "+add" link to add a new publication. Here is a screenshot:

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  • Once you click "+add," the software will ask you bibliographic questions about your publication (e.g. is it a journal, chapter, working paper, etc.; what is the title; when was it published). Once you complete those, you'll choose a file to upload, and voila! Your publication is now in eScholarship.

 

For UC Non-Academic Senate Staff & Students

  • If you are a lecturer or student, you complete the upload process directly through the eScholarship website.

  • First, go to escholarship.org and create an account if you don't already have one.

  • Once you have an account, click "Deposit/Publish" and then "Deposit or Manage Your Content." Here is a screenshot:

          

  • You will then be taken to a form in which you enter bibliographic questions about your publication (e.g. is it a journal, chapter, working paper, etc.; what is the title; when was it published). Once you complete those, you'll choose a file to upload, and voila! Your publication is now in eScholarship.

 

What happens next

A copy of your article or material is assigned a stable URL that you can provide to any reader or on your CV, and you can also upload associated files such as supporting media or documentation.

Perhaps most importantly, eScholarship ensures that a copy of your work is preserved at that location, so you'll never need to track down a copy of your manuscript again! eScholarship also enables you to track the number of views and downloads of your work. 

 

Get more help

The UC system-wide Office of Scholarly Communications also has a very helpful guide on both the OA policies and how to make these deposits. To quickly get started, just follow their link for: Deposit your work. You can also check out their FAQs.

 

Getting an Embargo or Waiver

In limited instances based on publisher policy, you may wish or need to delay public access to your articles in eScholarship until a chosen time period has passed after the article is published. This is called "embargoing" the public release of your scholarship.

In certain other limited instances, a small number of publishers will not authorize the deposit of scholarship into eScholarship alltogether. For these publishers, you would need to get a "waiver" of the OA policy's deposit requirement. 

The UC-wide Office of Scholarly Communication can help you with these infrequent occurrences.  Please consult their guidance to: Get a Waiver/Embargo.

 

Using Other Repositories 

You may choose to deposit your manuscript in a repository other than eScholarship. Or, if you prefer, eScholarship can be one of several repositories where you deposit your materials. 

There are discipline-specific OA pre-print and post-print repositories (like ArXivSocArXiv, and HumanitiesCommons), and funder or federal repositories (e.g. PubMed Central for NIH) that enable researchers to make a version of their work available online. 

Note: For purposes of compliance with the Academic Senate OA policy, you should use the publication management software to input whatever URL where your publication ultimately "lives," so that the system knows you deposited it somewhere (even if it's not in eScholarship).

Here are a few discipline-specific repositories it's worth considering, but to find more, check out OpenDOAR (the Directory of Open Access Repositories).

  • ArXiv: e-prints in Physics, Mathematics, Computer Science, Quantitative Biology, Quantitative Finance and Statistics
  • SocArXiv: Platform for social scientists to upload working papers, pre-prints, published papers, data, and code
  • PsyArXiv: Psychological sciences pre-prints
  • LawArXiv: Pre-prints for legal scholarship
  • bioRXiv: Pre-prints for biological sciences
  • HumanitiesCommons: Through its CORE feature, offers a repository for the Humanities
  • PubMed Central: Repository for biomedical and life sciences journal literature at the U.S. National Institutes of Health's National Library of Medicine

 

Using Social Networking Research Platforms

You may choose to add your manuscript to a social networking research platform like Mendeley, ResearchGate, or Academia.edu. These networks can help generate interest and readership for your work. Just keep in mind that many of these scholarly profiling tools are not geared toward actually preserving a copy of your work. So, to ensure that a copy of your work remains publicly available, it’s best to make sure you also deposit a copy in your institutional repository (such as eScholarship.org).

 

Complying with Funder OA Mandates

Agencies and philanthropic organizations that sponsor research are interested in maximizing the value of that research. They may condition receipt of grant funds upon the recipients' acknowledgement that they will make the results of their research – both scholarly articles and the data supporting them – available OA.

We're happy to help you comply with those terms!

Background on funder mandates

The National Institutes of Health (NIH) (“by far the largest federal supporter of basic research, applied research, and R&D at colleges and universities”) has had a public access policy for articles since 2008. In 2013 the White House Office of Science and Technology Policy (OSTP) issued a memo requiring more agencies – all those with more than $100M in R&D expenditures – to develop a plan to require public access to both publications and data arising from the grants they award.

In the years following the OSTP memo’s issuance, several covered agencies released plans.  Some additional agencies adopted plans even though the size of their R&D budget meant they weren’t required to. The agencies have now coordinated to create an authoritative compliance guide on science.gov.  

Increasingly, philanthropic organizations are also implementing OA mandates. For instance, the Bill & Melinda Gates Foundation and Wellcome Trust each require that both the data and final publications of the research they support be made freely available to the public. 

Federally-Funded Research

You can check out U.S. Federal Science Agencies’ Public Access Plans for the most up to date information on requirements for sharing articles and data funded by federal grants.

SPARC also maintains an excellent Article & Data Sharing Requirements by Federal Agency page that allows you to search for policies by agency.

Other Funded Research

If you have a non-federal grant, OA may still be a condition of acceptance. How can you figure out what your funder requires? You can always check the funder's website or the terms of your grant, but there are also a number of online tools and services to help:

  • Major academic publishers have Author Compliance Tools (e.g. here is Wiley's) that allow you to select funders to review their OA policies
  • You can also try entering the funder's name into the SHERPA/JULIET database to read about their OA policies.
  • You can also contact us! We're delighted to help you figure this out.