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What do I need to do?

This page summarises steps to take upon submission and acceptance of your research publications, to ensure you meet the open access requirements of the University of ExeterREF 2021 open access policy and your funder of research.

Upon submission

  1. Check whether your chosen publication venue is compliant with the open access (OA) requirements of your research funder.
  2. If submitting to a full OA venue, identify how you will pay any publishing fees before submitting. 
  3. Contact Open Research upon submission to apply for funding to publish in a full OA venue.
  4. Check if your publication venue charges page, colour, figure or excess length charges. Many funders will no longer pay these, so you may need to adjust your submission to avoid such fees e.g. by opting for colour "online only" free of charge, or request a fee waiver.
  5. If you're planning to publish open access in a journal included in a Transformative Agreement that we have signed up to, are you the primary corresponding author?
  6. Ideally, use your institutional email address on the publisher forms, this helps the publisher verify your affiliation. When publishing through a Transformative Agreement some publishers rely on institutional email domain to identify affiliation and eligibility for OA publishing at no extra cost.
  7. List your funding on the publisher forms, to help them offer you a compliant publishing option.
  8. Acknowledge funding in your publication, including grant references.
  9. Check if your funder requires you to include a set statement applying a CC BY to your submission, e.g. articles funded Wellcome (submissions from 1st January 2021), UKRI (submissions from 1st April 2022), NIHR (submissions from 1st June 2022).
  10. Include a data access statement.
  11. Use your ORCiD ID.

Upon acceptance

  1. Upload your accepted manuscript upon (within three months of) acceptance via Symplectic to ORE to comply with University policy and REF open access policy. If you publish open access with a CC BY licence, you may wait and upload the final published PDF, as soon as possible after publication.
  2. If the journal included in a Transformative Agreement and you are the primary corresponding author, you may be eligible to publish open access without fees. Request open access in the publisher systems and select a Creative Commons licence; we will be notified to approve your request.
  3. Check your funder requirements. If you are publishing in a "hybrid" journal, if the publisher embargo on your accepted manuscript in ORE exceeds your funder allowed maximum, pay to publish OA.
  4. Contact Open Research to discuss your options in a hybrid journal; we can check if you need to pay to publish OA to comply with your funder.
  5. If you publish OA, select a licence. To make your work as open access posslible, we recommend Creative Commons Attribution Licence CC BY; this licence is required by UKRI, Wellcome Trust, NIHR, Horizon Europe. More restrictive licences are also available (additional letters after CC BY place additional restrictions on reuse), this webpage can help you decide.
  6. If funded by a PubMed Central (PMC) funder, ensure a copy is deposited in PMC. If you publish OA, often the publisher will deposit for you; if they do not, upload in Europe PMC Plus.
  7. Wellcome Trust funded monographs and book chapters must be uploaded to PubMed Bookshelf.

Upon publication

  1. Promote your work using social media. If you published open access you can share a link to the final published version on the publisher website, confident that anybody that wishes to read and reuse your work can do so, without having to log in or pay. If you did not publish open access, you may wish to share a link to the copy deposited in ORE (see below).
  2. If you chose not to publish open access, your accepted manuscript in ORE may not be immediately open access there - it may be under a publisher-imposed embargo. Whilst it's under embargo, others can request to read your work using the "request a copy" function. Consider giving "blanket permissions" that allow us to share a copy every time it's requested without checking with you each time.

The University of Exeter’s Open Access Research and Research Data Management Policy applies to all research conducted at the University.

All research papers (journal articles and conference proceedings with an ISSN) produced whilst employed at the University of Exeter should be uploaded to the institutional repository ORE, within three months of acceptance for publication. Embargo periods should not exceed 6 months for biomedicine, 12 months for STEM and 24 months for HASS disciplines.

To comply, upload your accepted manuscript, upon acceptance, via Symplectic to ORE.

Authors of other output types (for example, scholarly monographs or book chapters) are encouraged to pursue open access publication where possible and practical.

REF 2021 open access policy applies to all journal articles and conference contributions (with an ISSN) accepted for publication after 1 April 2016 and published on or before 31 December 2020. The University of Exeter expects that all publications within scope comply with the REF 2021 policy and therefore are available for submission to the next REF.

In order to be eligible for submission to the REF,

  • The output must be deposited in a repository
  • The output must be deposited no later than three months after acceptance.
  • The output deposited should be the accepted manuscript (following peer review).

To comply, upload your accepted manuscript, upon acceptance, via Symplectic to ORE.

The policy does not apply to monographs, book chapters or other long-form publications, working papers, creative or practice-based research outputs or data.

Articles submitted up to and including 31st March 2022

RCUK open access policy applies. Visit the funder policies page for more information.

You may be able to comply with RCUK open access policy by uploading the accepted manuscript to ORE, or you may need to publish open access (there may be a fee to pay). Many journals are now included in publisher Transformative Agreements. APCs are paid via the UKRI open access block grant. Submit an open access funding request upon submission to a fully open access journal, contact us to discuss your open access options upon acceptance to a hybrid journal.

BBSRC/MRC funded biomedical publications must be made available in PubMed Central (PMC). The publisher may submit to PMC on your behalf. If they do not, upload your accepted manuscript via Europe PubMed Central Plus.

Articles submitted on or after 1st April 2022

New UKRI open access policy applies. Visit the funder policies page for more information.

The policy requires that articles are made open access immediately upon publication with Creative Commons CC BY licence (or other licence allowed by UKRI - see policy for details). Immediate CC BY open access can be provided via a repository or on the publisher website. Check compliance of your chosen journal with the new policy using Journal Checker Tool.

All articles submitted on or after 1st April 2022 must include a set statement acknowledging UKRI funding and advising that a CC BY licence has been applied to the Author Accepted Manuscript (AAM); see UKRI policy for the exact wording that should be used. Inclusion of this set statement ensures you can publish in any journal you choose and comply with the funder policy by self-archiving the AAM with a CC BY licence and no embargo. Check the publishing agreement before submitting to make sure it does not conflict with your obligations to UKRI e.g. by imposing an embargo on the AAM.

Many journals are now included in Transformative Agreements. APCs for fully open access journals are paid via the UKRI open access block grant, administered by the Open Research team. From 1st April 2022 we can no longer pay APCs in hybrid journals that are not included in Transformative Agreements that we have signed up to with publishers and we cannot pay non-open access publication costs such as page charges.

Monographs, long form outputs published on or after 1st January 2024

New UKRI open access policy applies. Visit the funder policies page for more information.

Monographs, book chapters and edited collections must be open access within 12 months of publication. Open access can be provided to the Author Accepted Manuscript or the Version of Record, via a repository or the publisher website. The open access version should be published with a Creative Commons CC BY licence (or other licence allowed by UKRI - see policy for details). Check the policy for exemptions and further details about licensing, particularly in regard to third party copyright.

Funding will be provided to support compliance with the policy for monographs, book chapters and edited collections, further details to follow.

Wellcome Trust open access policy applies to original, peer-reviewed research articles, monographs and book chapters. The policy does not cover editorials, letters, conference proceedings, review articles or study protocols.

Peer-reviewed original research articles, submitted from 1st January 2021

Wellcome Trust OA policy 2021 applies to peer-reviewed original research articles submitted for publication after 01 January 2021.

Check compliance of your chosen journal with Wellcome Trust policy using the Journal Checker Tool.

All in-scope research articles must be open access with the Creative Commons Attribution Licence CC BY (only) immediately upon publication, in PubMed Central (PMC) and Europe PMC. All submissions from 1st January 2021 must include the set statement: 'This research was funded in whole, or in part, by the Wellcome Trust [Grant number]. For the purpose of Open Access, the author has applied a CC BY public copyright licence to any Author Accepted Manuscript version arising from this submission.'. Inclusion of this statement ensures researchers can publish in any journal they choose (that accepts submissions containing this statement) and comply with Wellcome policy. Ensure you check the publishing agreement before submitting to make sure it does not conflict with Wellcome requirements e.g. by imposing an embargo on the Author Accepted Manuscript, if you don't pay for open access.

The policy outlines three routes to compliance:

  • publish in a fully open access journal or platform with CC BY (only) licence and publisher deposit to PMC; contact the Open Research team upon submission to apply for funds to pay for this, if required
  • publish open access with CC BY (only) licence in a journal included in a Transformative Agreement that we have signed up to, no open access fee will be due as it's already been paid for as part of the publishing agreement
  • publish in a subscription journal, or a hybrid journal not included in a Transformative Agreement and self-archive the AAM in PMC with CC BY (only) licence and no embargo, no fee will be paid

Central Wellcome open access funds can also be used to pay APCs in "transformative journals".

All articles must include a data access statement.

Sharing preprints is encouraged, and mandated in Public Health emergencies.

Book chapters and monographs

Wellcome Trust funded book chapters and monographs must be deposited in PMC Bookshelf and made OA there not longer than 6 months after publication. The Wellcome Trust make funds available for paid immediate OA to book chapters and monographs, via supplementation to the research grant. CC BY licence is strongly preferred, although where this isn't available, more restrictive Creative Commons licences such as CC-BY-NC or CC-BY-ND are acceptable.

Apply to the Wellcome Trust for OA funding for chapters and monographs, details on this page.

Open access monograph and book chapter PMC Bookshelf deposit form.

Other funders may require you to make your work available as open access either in a repository, or by paying for open access, including the European Research Council (FP7, H2020) and NIHR. Open access publication costs may be eligible to be paid from your research grant. If you wish to publish with paid immediate open access and your funder cannot pay, consider applying to the Institutional open access fund.

Check your funder open access policy for open access obligations. Check the terms and conditions of your research grant to see if open access and other publication fees are eligible costs.

Visit the funder requirements page, for further details of major funders’ open access policies.

If you have no external funding, you only need to ensure you meet the requirements of University policy and REF 2021 open access policy.

To comply with both of these, upload your accepted manuscript upon (within three months of) acceptance via Symplectic to ORE.

Institutional open access funds are available to pay open access publishing fees for outputs that are not eligible to have open access costs paid by a funder of research, you can also publish open access at no extra cost through publisher Transformative Agreements.