Who we are
» * Sheridan Brown
» * Tim Miles-Board
› @drtjmb
» * Peter West, Digital Repository Services Ltd
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What we are doing
»Working with HEFCE
»Translating OA policy into executable tests that can be run in EPrints
3 Aug 2015 Jisc Publications Router – Repository Fringe 2015 3
What we are not doing
»Reinventing the existing REF plugin for EPrints
› Developed by EPrints Services for REF2014
› Used by several institutions to create and submit REF return
› Complex workflows and interactions
› Requires resources and coordination– run infrequently
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Aims: Architecture
» Build something lightweight
› separate to REF plugin
› incorporate into day-to-day workflows
» Use data from other plugins / sources
› RIOXX2
› Dates3
› bespoke fields
» Share test results with other plugins
› REF
» Expose test data and decisions for auditing
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Aims: Architecture
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RIOXX2
Dates3
day-to-day workflows
REF Compliance
Checker
Biennial REF exercises
REF
Aims: UX
» Provide at-a-glance compliance status for individual records
» Help you understand how a record is being tested
› why it is not compliant
› remedial steps for false negatives
» Enable you to monitor overall compliance
› management reports
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Roadmap
» September 2015
› first github commit https://github.com/eprintsug/hefce_oa/
» October 2015
› preview release to EPrints Bazaar
» November 2015
› volunteer organisations invited to install and test
» December 2015
› integrate with RIOXX2 and Dates3
› respond to feedback from testers
» January 2016
› official release to EPrints Bazaar
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How it works
» Collect data about record
› manual input
› in response to actions within Eprints
› From other plugins/sources
» Run tests on data
» Store results
› make results available to other plugins eg. REF
» Display stored results
» Run tests and update results whenever record is updated
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The tests
» HEFCE policy distilled into 5 executable tests
1. Does record meet basic OA criteria?
2. Did #1 happen within 3m of acceptance?
3. Is record discoverable?
4. Did full text become OA within 1m of #1 / end of embargo?
5. Was embargo length within limits?
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#1: Basic OA criteria
» Has the record been submitted?
› record is in Review or Live Archive
» Has the accepted or published version of manuscript been uploaded?
› record has an attached document with the Content field set to Accepted or Published
» If record passes both these checks we call it a compliant deposit
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#2: Timing of basic OA criteria
» Did the record meet the basic OA criteria within 3m of acceptance?
» To test this need to know when record first met basic OA criteria
› we call this the Date of First Compliant Deposit
› not the same as date of deposit
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#2: Timing of basic OA criteria
» Example timeline
› Researcher creates record in work area
› ... adds metadata
› ... adds accepted version of manuscript
› ... and submits the record for Review
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#2: Timing of basic OA criteria
» Example timeline
› Researcher creates record in work area
› ... adds metadata
› ... and submits the record for Review
› Editor reviews metadata
› ... and adds accepted version of manuscript
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#2: Timing of basic OA criteria
» Example timeline
› Researcher creates record in work area
› ... adds metadata
› ... and submits the record for Review
› Editor reviews metadata
› ... and makes record live
› Editor returns to record at later stage
› ... and adds published version of manuscript
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#2: Timing of basic OA criteria
» Example timeline
› Batch process imports record complete with accepted version of manuscript directly into Live Archive
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#2: Timing of basic OA criteria
» So now we know when, we can test:
» Did the record meet the basic OA criteria within 3m of acceptance?
› date of FCD < ( acceptance date + 3m )
» Or, for records accepted before April 2017:
» Did the record meet the basic OA criteria within 3m of publication?
› ( acceptance date < 2017-04-01 )
and
( date of FCD < ( publication date + 3m ) )
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#3: Discoverability
» Is record discoverable?
› record is in Live Archive
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#4: Timing of full text OA
» Did the manuscript become OA within 1m of the record meeting the basic OA criteria?
› or within 1m of embargo period ending
» To test this need to know when manuscript became OA
› we call this Date of First Compliant Open Access
› when compliant deposit is made live
› when embargo on compliant deposit is lifted
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#4: Timing of full text OA
» Knowing when, we can test:
» Did the manuscript become OA within 1m of the record meeting the basic OA criteria?
› date of FOA < ( date of FCD + 1m )
» Or for records with an embargo:
› date of FOA < ( date of first online publication + embargo period + 1m )
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#5: Embargo length
» Was the embargo length allowable for the target REF panel?
» To test this we just need to know the embargo length and the target REF panel
› embargo length < 12m # REF panels A & B
› embargo length < 24m # REF panels C & D
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Overall compliance
» To work out the overall compliance result for a record we combine the results of the 5 tests
› and consider any exceptions that have been raised
» The record is compliant if:
› all 5 tests pass
› or there is a deposit exception
› or there is an access exception and tests 1, 2 & 3 pass
› or there is a technical exception
› or there is some other exception
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Demonstration
» Putting it all together..
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Links
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»github development
› https://github.com/eprintsug/hefce_oa/
»Documentation
› http://eprintsug.github.io/hefce_oa/