Open Access Operations Margarita Bläß, Heidelberg, December 2019 Verification of Compact articles in external workflow 1. Introduction 1.1. What is Compact? Compact is an agreement that offers authors the opportunity to publish open access in hybrid subscription-based journals and is based on the Open Choice publishing option. The agreement combine the costs for article processing charges (APC) and access to subscription content for participating institutions. Researchers from participating institutions are able to publish their articles open access at no extra cost to them. Compact supports Gold Open Access publishing and promotes the transition to more transparent and sustainable open access publishing. Additionally it enables researchers to comply with their funders´ open access requirements. Currently, every journal offering Open Choice is automatically part of the nine Compact agreements: Agreement Start date Dutch agreement January 2015 UK agreement October 2015 Austrian agreement January 2016 Swedish agreement July 2016 Finnish agreement October 2018 Hungarian agreement January 2019 Polish agreement January 2019 Qatar agreement February 2019 Norwegian agreement1 January 2020 DEAL January 2020 For more information on the copyright and license terms, and Compact in general, please refer to https://www.springer.com/gp/open-access/springer-open-choice/springer-compact 1.2. Guideline abstract The document includes the guidelines for the identification and verification of Compact articles in the external workflow which is created for Publishing Editors, External Publishing Editors, Vendors and the OA Verification team, including a detailed overview of the identification and verification process. The external workflow comprises journals which do not use the “standard production workflow” (i.e. JWF/JFlux and s150/MyPublication), meaning that the Compact author/article identification process needs to be done manually. The verification process became more automated in January 2018 and 1 The link will be available as soon as possible. 1 now enables Approval Managers to verify the articles via their Author Approval Service (AAS). Furthermore the new feature ensures an automatic transmission of the DOIs to the institutional reports and also reduces the email communication between the OA verification team, affiliated institutions and the Production team. 2. Overview of the verification process 2.1.1. Workflow Overview Parameters 2 1 ok 3 Email to OA Inserting of DOI in AAS Check affiliation verification team Cc the article + article type + the Springer via Insert Publishing Editor of article license feature in the journal + attach Admin Tool article pdf As part of the daily filtering in the 4 ORL*, the inserted article will be marked as “true” in the “Inserted?” No answer from Reminders will be sent by column (Articles in AAS sheet, institution after 3-5 OA verification team to the column AA) business days Approval Managers 5 - Inform respective 6 - Confirmation sent to author Publishing Editor/vendor, Production Coordinator - if OA approval from AT, NO, DEAL, HU, QA or selected FI OA approval or S. Lehr institution add respective special open access funding note - Add date in the overview - OA license form sent to author for signing request list in the “xJWF - OA rejection email sent to PE date” Inform author that their article (column AB) will be published under subscription Green: done by vendor (V = external Publishing Editor) Orange: done by OA verification *ORL: Overview request list team External journal workflow, created by Veronika Spinka and Julia Thran 2017 and updated by M. Blaess 2017 2.1.2. Check list with responsibilities Identification/Verification procedure Responsible team Step 1. Manual check of Compact in-scope articles : The External Publishing to check article parameters and if the article is in-scope to inform the Editor OA verification team Step 2. Article Verification via the Insert feature: OA Verification Team - Insert the article - Check the article approval/rejection status - Send reminders for verification - Forward the article status to the External Publishing Editor Step 3. Final steps after the article verification The External Publishing - Inform the author about the article rejection or approval Editor - In case of approval to add the respective funding note if the customer 2 is from Germany, Austria, Norway, Hungary or selected Finnish institution. - If the article is rejected and the author wants to publish OA, coordinate the APC payment 3. Identification/Verification process 3.1. Step 1. Manual check of Compact in-scope articles The External Publishing Editor has to verify the author´s and article’s eligibility to be covered under the Compact agreement. If the article is eligible for Compact, please inform the author immediately. 3.1.1. Article Parameters Please check the following parameters to determine if the article is Compact eligible: Parameter Requirements Corresponding Check if any of the corresponding authors of the article are affiliated with author´s affiliation one of the Compact partner institutions. When checking, please refer to the Appendix of this document: “Participating Institutions”. Article type Check whether the article type is covered by the agreement. As each Compact partner has different criteria, please refer to the table below summarizing the eligible article types. When checking, please refer to the table in point 3.1.2 below: “Overview of article types and licenses accepted under the Compact agreements”. Article license Check whether the Article License is accepted by the Compact agreement (CC BY or CC BY-NC). When checking, please refer to the table below: “Overview of article types and licenses accepted under the Compact agreement”. 3 3.1.2. Overview of article types, licenses and OA Policy accepted under the Compact agreements Agreement Eligible Eligible OA Policy2 article types license(s) Netherlands OriginalPaper CC BY “Default OA Policy” ReviewPaper CC BY-NC BriefCommunication ContinuingEducation United OriginalPaper CC BY “Default OA Policy” for: Kingdom ReviewPaper ● Aston University BriefCommunication ● Bangor University ContinuingEducation ● Cardiff University ● Imperial College London ● King's College London ● Liverpool John Moores University ● London South Bank University ● Loughborough University ● Manchester Metropolitan University ● Newcastle University ● Open University ● Sheffield Hallam University ● University College London (UCL) ● University of Edinburgh ● University of Kent ● University of Lancaster ● University of Liverpool ● University of Nottingham ● University of Reading ● University of Roehampton ● University of Salford ● University of Southampton ● University of St. Andrews ● University of Sussex ● University of the West of England ● University of York “Opt out Policy” for the rest Austria OriginalPaper CC BY “Opt out Policy” ReviewPaper CC BY-NC BriefCommunication ContinuingEducation 2 “Default OA”: The author must choose Open Choice. This used to be referred to as “Compulsory OA”. Going forward please ensure you only refer to “Default OA”. “OA Opt out Policy”: The author has a possibility to opt out from Open Choice. 4 Sweden OriginalPaper CC BY “Default OA Policy” ReviewPaper CC BY-NC BriefCommunication ContinuingEducation Finland OriginalPaper CC BY “Default OA Policy” ReviewPaper CC BY-NC BriefCommunication ContinuingEducation Hungary OriginalPaper CC BY “Default OA Policy” ReviewPaper CC BY-NC BriefCommunication ContinuingEducation Poland OriginalPaper CC BY “Default OA Policy” ReviewPaper CC BY-NC BriefCommunication ContinuingEducation Qatar OriginalPaper CC BY “Default OA Policy” ReviewPaper CC BY-NC BriefCommunication ContinuingEducation Germany OriginalPaper CC BY “Opt out Policy” (DEAL) ReviewPaper CC BY-NC BriefCommunication EditorialNotes BookReview Letter Report Norway OriginalPaper CC BY “Default OA Policy” ReviewPaper CC BY-NC BriefCommunication ContinuingEducation 3.1.3 Article type definitions3: Please make sure that the article type is chosen from the below list of four types of articles (otherwise the article can´t be inserted into the Author Approval Service (AAS)). Article type Definition Most frequently used article categories OriginalPaper - standard article - Research - peer reviewed - Research Article - case report about own new results of research - Original Article - theoretical and empirical research - Original Paper - can also be referred to as Research Article, - Original Research Original Article, Original Research, Scientific - Case Report Letter 3 Source: https://hive.springernature.com/docs/DOC-65314, created by Melanie Rudolf 2016 5 - defined as an article containing original, scientific content (and is not just a personal message) - presentation and distribution of new own results ReviewPaper - standard article - Review - peer reviewed - Review Article - systematic collection, summarization and critical - Review Paper analysis of current research/ knowledge - summary of specific research - also be referred to as Review Article, Review - updated overview - usually not presenting new own results but summary of specific research BriefCommunication - standard article - Short Communication - peer reviewed - Brief Communication - short article submitted for rapid publication - not usually reviewed that exhibits the same structure as a standard article - also be referred to as Short Communication - fast distribution of important Content ContinuingEducation - article forming integral part of further -