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How to deposit your work

oalogo.pngTo deposit a publication, you will need to provide some basic details such as article title, date of acceptance and full-text file. 

On your Symplectic homepage:

  • click on the button Deposit your work! and select either 'Conference paper' or 'Journal article'
  • follow the on-screen instructions
  • Once you've uploaded the Author Accepted Manuscript, click on Deposit my publication

If your publication has already been found by Symplectic:

  • click on the link You have 1 publication awaiting deposit
  • click on the blue icon 'Deposit'
  • browse, upload the file, click upload, click Deposit my publication

The Bodleian Library have produced webpages with more details about Act on Acceptance, alongside a 2min video guide how to deposit your work.

Note: there is no set rule for CC-BY (Creative Commons Attribution) on the Symplectic deposit form. If you leave it blank, the ORA team will release the manuscript under the correct permissions.
If you are paying an Article Processing Charge to the journal you must choose CC-BY so that the published article meets the funder requirement.

Why deposit?

In order to be eligible for the next REF, the final peer-reviewed manuscript (Author Accepted Manuscript - before typesetting and layout, see diagram below) of journal articles and conference papers must be deposited in an open access repository within three months of acceptance for publication (the date of acceptance being as given in the acceptance letter or email from the publication to the author).
This includes publications that are not peer-reviewed.

This guide helps you deposit your journal articles or conference papers in the Oxford University Research Archive (ORA), via Symplectic.

Note: Pre-prints cannot be deposited as they have not been peer-reviewed.

Note: Books & book chapters don't need to be deposited; if Symplectic mistakenly records a book/chapter as Journal article, it's possible to change the output type manually (on the publication page, click ont the pencil by 'Journal article' just above the publication's title).

Benefits of depositing in ORA

The purpose of ORA is to store and disseminate digital copies of Oxford research publications. Recent usage patterns show that it offers benefits beyond compliance with HEFCE policy, including publicity for authors, the promotion of research via social media, and global reach.

Who needs to deposit

All authors, academics and researchers employed by the University of Oxford, are strongly encouraged to deposit their manuscripts, even if they are not senior or corresponding authors. This includes visiting fellows and professors. This requirement does not apply to DPhil students.
We encourage newly arrived researchers to deposit previous publications into Oxford's repository if this is practicable, but it is not compulsory if, for example, there are hundreds of items or they've already been deposited in the previous institution's repository.

All articles accepted after the 1st April 2016 are expected to be deposited within 3 months of acceptance, regardless of the institution (even if the researcher was at another institution at the time). Outputs may be submitted by either institution for a researcher who has moved to another university.

One Oxford author can deposit the Author Accepted Manuscript on behalf of all other Oxford authors. Co-authors need to Claim the record, and check that a file has already been deposited

Since not all repositories meet the metadata requirements of the REF/HEFCE policy (for example date of acceptance), all authors are strongly encouraged to deposit all their manuscripts in ORA, even if the article is published open access.

Notes: Documents deposited in ORA are available only after the embargo period (the corresponding 'link' in Symplectic points to the landing area of the file in ORA)
To view the list of deposited article, select Repository status = 'Deposited' on the publications page.

Wellcome Open Research: Once an article passes peer review (i.e. it has received at least two Approved referee reviews, or one Approved plus two Approved with Reservations reviews), it will be indexed in PubMed and other bibliographic databases. 2 green Approved ticks thus equates to final acceptance and can be used as date of acceptance. The final revised version, after peer-review has been completed, is required to be deposited

PubMed PDF is generally not acceptable, depending on the copyright (CC-BY PDFs can de deposited). Normally, authors have the right to deposit the manuscript version (AAM: Author Accepted Manuscript, final peer-reviewed version), not the type-set publisher version. In the case of 'gold' (paid for) open access articles, authors have the right to deposit the final published version. ORA will send a follow-up email asking for the AAM for the sake of completeness, but it is not compulsory to provide one.
Confusingly, AAM is called post-print on Sherpa (post-print does not mean post-publication; it's the author version, not the typeset version)


Act on Acceptance: Open Access and the next REF

HEFCE’s requirements are designed to ‘increase substantially the amount of scholarly material that is made available in an open-access form’. Please consult their FAQs page for further information.

Key points of the policy

  • all academics and researchers employed by the University of Oxford are urged to deposit all newly-accepted journal articles and conference papers within three months of the date of acceptance
  • applies to journal articles and conference papers (with an ISSN)
    Note: Conference proceedings published with an International Standards Book Number (ISBN) or as part of a book series with an ISSN do not meet this definition
  • requires researchers to act on acceptance to deposit their final peer-reviewed text (also known as the ‘Author Accepted Manuscript’) in a compliant open access repository within three months of the date of acceptance
  • applies to article manuscripts accepted after 1 April 2016
  • readers and search engines must be able to find out about the article straight away
  • full-text must be accessible for anyone to read and download either immediately or after the end of an embargo period (that should not exceed 12 months for Science and Medicine)

What this means for researchers

  • failure to act will make research outputs ineligible for the next REF
  • requires additional action; meeting the open access requirements of other funders is not enough
  • you still need to meet the requirements of other funders such as RCUK and Wellcome Trust

Oxford’s message: you deposit; we’ll take care of the rest

  • all academics and researchers employed by the collegiate University
  • all journal articles and conference papers deposited in ORA
  • deposit via Symplectic Elements
  • do it within 2 months of the date of acceptance
  • start now

The Bodleian team will check copyright and licensing conditions, create an ORA record and make the full-text available if and when it complies with the requirements of your publisher.

Further information can be found on the Open Access at Oxford website and their page on FAQs (or you can contact OA by email).
The Bodleian Libraries provide services to the Medical Science Division and NHS Trust; see the Bodleian/Medicine website.