Landman Library

Faculty Authors: Open Access Publishing Steps

On this page we have broken down the process for Arcadia faculty authors to contribute their works to our open access institutional repository, ScholarWorks@Arcadia, into these easy steps.

The two statements below represent the most common starting points for authors looking to get started. Click on a statement to get started, and follow the steps to make your works openly accessible. It’s as easy as 1–2–3.

Working on an Item

I am currently working on an item that I have not published yet, and I want to make sure I can make it openly available.

Step 1: Publish Where You Want

Where you wish to publish is your choice, but there are a couple of options to consider.

Option 1: Publish where you normally would, but make sure you review your publishing agreement to ensure that you will retain enough rights to openly share some version of your work online after publication. This approach is known as Green Open Access. It involves an individual author making their published peer-reviewed articles publicly accessible on a website or institutional repository.

Option 2: Choose to publish in journals that are fully open access, or offer an open access option (the former are preferable). This approach is known as Gold Open Access. Under this approach a publisher provides immediate open access to the articles by making them publicly accessible online, often but not always in exchange for a fee from the author. Visit the Open Access page in this resource to find an open access journal to publish your scholarship in.

Step 2: Before You Sign, Review Your Publication Agreement

Too few authors read their publication agreement. These are legally binding documents that may restrict your ability to provide open access to a version of your scholarship. These documents deserve a few minutes’ study. In most publication agreements you will find a clear statement about whether you are allowed to post a version of your article online and, if so, whether it is the version you initially submitted for review (Pre-Print), the version you submitted once changes had been made in response to reviewer comments (Post-Print), or the final copy edited and typeset version by the publisher (Publisher’s Version/PDF). Sometimes an “embargo period” is also specified.

If you are still unsure what the publisher’s policy is, then check SHERPA/RoMEO. This resource provides an easy interface with information on publishers’ known policies regarding open sharing. It is searchable by publisher name or journal title. We can also assist in checking for you, contact us today with the name of the journal or publisher and we will investigate on your behalf. We can also help identify fully open access journals and publishers as well other publishing options such as author addenda.

Step 3: Send Us Your Citations and Papers

Once you have checked your agreements, and have the version of the article that the publisher allows you to share, send it to the Scholarly Communications Librarian along with bibliographic details about where it is being published. The Library will deposit your works on your behalf in ScholarWorks@Arcadia, minimizing the work you need to do as an author.

Please note: If you are unable to secure enough rights to share a version of your article openly, you can still send us the citation and abstract of the work to be added to ScholarWorks@Arcadia, along with a link to the publisher’s version where available. This provides another mechanism for faculty works to be discovered and referenced.

Already Published My Works

I have already published my works, but I want to know how I can still make make them openly available.

Step 1: Review Your Publications Agreement and/or Check SHERPA/RoMEO

If you have a copy of the publication agreement you signed, you will normally find a section in which the publisher describes what version of your article they will allow you to make openly accessible online. This may be the version you initially submitted for review (Pre-Print), the version you submitted once changes had been made in response to reviewer comments (Post-Print), or the final Publisher Version/PDF, copy edited and typeset by the publisher. Sometimes an “embargo period” is also specified.

If the wording is unclear, or you are unable to locate your publication agreement, then check SHERPA/RoMEO. This resource provides an easy interface with information on publishers’ known policies regarding open sharing. It is also searchable by publisher name or journal title. SHERPA/RoMEO is a widely-trusted resource but will usually only tell you a publisher’s current policies. Referring to the author agreement is always preferable if you have access to it, as many publisher’s policies have changed over time.

We can also assist in checking for you, contact us with the citation of the work and we will investigate on your behalf.

Step 2: Locate the Version of the Work the Publication Agreement Says You Can Deposit to Your Institutional Repository

Publishers and libraries generally recognize three different versions of a work in the scholarly process of writing an academic journal article: Pre-Prints, Post-Prints, and Publisher Version/PDF. The publication agreement will tell you which version the publisher will allow you to deposit in an open access institutional repository. The Post-Print is the most common, but it’s important to check the publication agreement or SHERPA/RoMEO to be sure. Some publisher’s definition of “Post-Print” can also vary, so consult the agreement, or contact us for assistance.

Step 3: Send Us Your Citations and Papers

Once you have checked your agreements, and have the version of the article that the publisher allows you to share, send it to the Scholarly Communications Librarian along with bibliographic details about where it is published. The Library will deposit your works on your behalf in ScholarWorks@Arcadia, minimizing the work you need to do as an author.

Please note: If you are unable to secure enough rights to share a version of your article openly, you can still send us the citation and abstract of the work to be added to ScholarWorks@Arcadia, along with a link to the publisher’s version where available. This provides another mechanism for faculty works to be discovered and referenced

Questions? Contact the Scholarly Communications Librarian

For more information and resources designed to help an author to get started, please see the For Authors resources page.

This workflow adapted from Purdue University