Standard EPrints OA Offering/s….

Had a good chat with a peer site in Europe today and we are looking at the similar work we have both been doing can be brought into one offering – or two or three modules perhaps – providing tools for open access in EPrints.

We used our Glasgow EPrints Open Access screens as the basis and walked through comparing ideas.

We agreed standardising terminology is useful and I sent him details of the CASRAI UK OA Working Group work in this area.

I’ve also suggested that their national reporting for OA is compared to the Jisc spreadsheet that is being used as the basis for RCUK and COAF reporting as well as Jisc analysis of activity.  Perhaps we can standardise across these.

More on this soon.

Workshop – Open Access and the Research Excellence Framework Workshop

We’re pleased to announce the third of our project workshops. This will look at implementing the Research Excellence Framework Open Access requirements.

We’ll be focusing on processes and tools which can support this implementation, as well as sharing good practice and discussing your own plans and processes.

Speakers include Ben Johnson (HEFCE) and Cameron Neylon.

Please sign up here:

As with previous workshops, presentations and reports will be made available via the project blog.

Repository Fringe

We used the University of Glasgow EPrints live Open Access case demo at this weeks repository fringe event to illustrate the life of an open access record.  One of the breakout groups then discussed open access metadata required by research organisations in addition to that required for funders.

We wove other tools into the story and there were breakouts around Publications Router (potentially getting metadata direct from publishers), SHERPA services for checking compliance rules, and tools for complying with RCUK and REF requirements.

I’m looking forward to pursing this further at the next EPrints meeting 11th September.


Open Access Metadata Profile for Costs – Read and Comment Now

Hi All,

The first draft of the open access metadata profile is available for viewing and comment at

We hope to build a common dictionary of terms about open access to facilitate sharing of information.

You can register to contribute to the profile discussion at

Once your registration is accepted you can ‘navigate by’ ‘profiles’ and select ‘Open Access APC Report’


Open Access Profile

Note this report is only a subset of the metadata we require for open access.  REF, RCUK, and internal institutional information still to be released in ‘CASRAIfied’ format – coming soon.

Any questions I am happy to discuss.

Open Access Reporting


We sent a test report extract from EPrints to Jisc*.

jisc format

* Note this sample includes early stage publications e.g. before a Pubmed ID exists or  before actual publication so not all details in this sample

A Jisc representative confirmed they can ingest it into the process they use to assemble data from the spreadsheet they have created and that is recommended for Charity Open Access Fund (COAF) reporting.

If you are an EPrints user and want to emulate the report do get in touch.

We are pleased we can get rid of the duplicate effort of our spreadsheets.

It is our  understanding that RCUK and the COAF reporting can be satisfied with this output in future though there may be some minor amendments.



Sharing Our OA Experience

Had a short slot in the recent LIBER OpenAire workshop speaking about how Glasgow has communicated with researchers and what systems and processes we have in place for managing open access.


EPrints and Open Access – Update

Following a period of testing and engagement with the community, University of Glasgow are now able to capture Open Access information in our live EPrints repository and generate reports that we can use for Charities Open Access Fund and other reporting purposes.

We have made the code publicly available on GitHub for others to download, try out and fine-tune.

We hope that this forms the basis of more community involvement around EPrints and Open Access reporting and encourage repository users and developers to try it out for themselves and send us comments and suggestions.

If you would like to get in touch, please email:

Working with Others – EU and ORCID

Our work on open access metadata capture was mentioned at the EuroCRIS Paris meeting recently.  Pablo De Castro was giving an overview on the new European Commission/OpenAIRE Gold Open Access Pilot in which Glasgow are participating and included some of his views on open access issues and status across a variety of organisations.

There was reference to the Glasgow paper on experiences with RCUK and Wellcome Trust block funding for open access

Pablo also re-iterated that spreadsheets were troublesome (I’m locked out of our local spreadsheet just now so reminded of that) and used our EPrints screen shot as an example of a system that is gathering data so that spreadsheets can be dispensed with.

A pdf of the slides can be found at the bottom of the page:

During the first day of the International ORCID-CARSAI event in Barcelona on May 18th the E2EOA was singled out for praise. Catherine Grout from Jisc and Ben Ryan from EPSRC were outlining how the UK has engaged with CASRAI and the Open Access reporting group which was informed by the End2End project was seen as the most successful to date.

EPrints and Open Access

We had a very useful chat around our ‘Glasgow’ Open Access fields with EPrints sites and interested parties on 30th April.

We are considering how to share our work on Open Access so that others can use our ‘non-REF/non-RCUK’ fields.  More on this coming soon….

We are using the RCUK (RIOXX project) plugin for RCUK compliance.  Not sure how that will work out in practice but it is in our system and ‘works’:

We will probably try to use this when we report to RCUK later in 2015.  Possibly only for local clarification on where we are.

We await news from Jisc as to possible REF plugin and if this is not forthcoming soon we will build/commission more functionality to address REF ourselves.

Ideally we want to work with the community and avoid duplication so please do get in touch if you are looking at adding more fields for OA metadata to EPrints.

Improved processes for Open Access at Lancaster University

E2E project – Lancaster University

This is an update on how Lancaster University has benefited from the outputs of the E2EOA project so far.

We have already made some changes after considering good practice at other institutions in the E2EOA project:

  • we have changed our funding application process so that the application is made after acceptance rather than before (so no longer tying up funding unnecessarily)
  • we have simplified the process so that we only seek approval from the HoD before the author makes a funding application and the Library carries out administrative checks (we used to also seek approval from the appropriate Associate Dean for Research)
  • Lancaster University has created an Open Access Policy with a focus on green OA, taking on board the HEFCE requirements.  This will be implemented on 1 May 2015.

What we are doing now:

  • We are adding further steps to our Pure validation process so we now ensure that the author completes the project field (from which we can find out associated UK Research Councils).  We are using the Bibliographical note field to record Date of Acceptance, and from 1 May 2015 we will ensure this field is completed, along with a deposit of evidence of acceptance.  From 1 May we will also require the author to add a CC-BY or CC-BY-NC licence to journal articles and conference proceedings.  We are enhancing the help within Pure to explain the changes.
  • We are still continuing with manual checking to discover: which licence has been applied to the repository document and to the publisher’s document, whether the funder has been acknowledged, availability of data has been given.
  • We are reporting to the Associate Deans for Research each quarter on RCUK compliance

What we hope to do in future:

  • Simplify the funding application process even more by having an online Sharepoint form with automated workflows, asking authors to add only their Pure ID number from which the Library can retrieve the relevant information
  • Implement the Pure update in June 2015 – this will keep clearer records of acceptance, embargoes, paper versions and licences
  • Report to the ADRs on a monthly basis on HEFCE compliance (checks should be in place at the point of validation)
  • We are working on a visual representation of the research cycle, starting with Open Access, so that researchers can easily see the requirements and contacts

We will continue to update the blog with further improvements we make. Meanwhile, if you have any comments/questions, please get in touch with us.