Open Access Publishing in Cambridge journals Updated 16/01/2020

Open Access Publishing in Cambridge journals Updated 16/01/2020

Open Access Publishing Workflow Open Access Publishing Workflow

Open Access Publishing Workflow Submission Systems – OPRS (Online Peer Review System) 5% 12% OPRS - Scholar One Non-OPRS OPRS - Editorial Manager 23% 61% OPRS -Other

Cambridge Publishing Output 35,315 Articles Published in 2018 46% Research Articles Published Other Article Types Published 54% 19,004 Research Articles 8.3% OA Articles

Open Access Publishing Workflow Manuscript preparation Author: Discovers journal Visits journal information page Reviews author instructions Formats manuscript

Open Access Publishing Workflow Manuscript preparation Information on manuscript preparation is available on Cambridge Core, via the journal landing page. This page will include detail on open access publishing options available in that journal. Whenever possible, we invite and remind authors to check their eligibility for APC waivers and discounts (e.g. banners).

Open Access Publishing Workflow Manuscript preparation Detailed information for contributors is available here. Pop ups appear on relevant gold OA and hybrid journal information pages to invite authors to check their eligibility for an APC waiver / discount.

Open Access Publishing Workflow Manuscript preparation Link clicks through to read and publish agreements page Details of read and publish agreements are hosted on Cambridge Core. Authors may consult this page for more information on the specific terms agreed between Cambridge and their institution.

Open Access Publishing Workflow Link to participating institutions and eligible journals Link to ‘Step by Step Guide’ to publishing OA in Cambridge journals

Open Access Publishing Workflow Manuscript submission and review Author: Navigates to submission system from journal homepage Logs into submission system Submits manuscript and supplementary materials Checks status in online submission system

Open Access Publishing Workflow Manuscript submission Authors navigates to the submission system from the journal’s homepage on Cambridge Core

Open Access Publishing Workflow Manuscript submission To submit their manuscript, authors must log in, using either a username and password or their ORCID iD.

Open Access Publishing Process Manuscript submission

Open Access Publishing Workflow Manuscript submission confirmation email Following submission, the author’s manuscript enters the peer review process. The author is not required to indicate if they wish to publish OA at this point.

Open Access Publishing Workflow Manuscript review Author Centre – check status Using the author dashboard, it is possible to check the status of submissions. The status may differ depending on the journal, but most will say ‘under review’ or ‘awaiting decision’.

Open Access Publishing Workflow Manuscript decision Author: Receives acceptance email Resubmits article with revisions Completes copyright transfer form Chooses licence Deposits accepted manuscript

Open Access Publishing Workflow Manuscript decision email If an article is accepted, following the completion of any revisions required, authors will receive an acceptance email. Completing the OA copyright transfer form is how an author decides to publish an article OA.* Once an article is accepted, a record will be created Cambridge’s production tracking system, including the article and copyright transfer form. *When publishing Gold OA, authors are offered a choice of Creative Commons licences.

Open Access Publishing Workflow Custom email – Open Access opportunity We have the ability to identify eligible authors who have not selected to publish open access and communicate this opportunity to them before their article is published. If the read and publish agreement contains a ‘retroactive OA’ element, the same can be done for articles that have been published.

Open Access Publishing Workflow Agreement Manager - Transaction process What is Agreement Manager? Author workflow – what will change? Agreement Manager profile overview – publisher portal Agreement Manager – institutional portal

Cambridge OA Journals Workflow - Rightslink Demo Open Access publishing workflow

Cambridge OA Journals Workflow - Rightslink Demo What is “OA Agreement Manager”? Cambridge has recently entered into an agreement with Rightslink CCC to use their new tool, OA Agreement Manager, which has been purpose-built to facilitate smoother financial transactions in Read and Publish deals. The system offers a number of advantages: Actively identifies authors who are eligible for an APC discount/waiver and provides touch free transaction for author Allows institutions to authorise APC funding requests Gives institutions visibility on APCs processed under their agreement Allows publishers to configure the parameters of their own agreements

Author workflow - What will change? Agreement Manager transaction process for authors

Production Process Once an article is accepted for publication the author/s are required to complete a Copyright Transfer Form/License to Publish If an author has chosen a Gold Open Access license, the Production Editor will assign a Grid ID to the article based on the institution of the corresponding author The Production Editor sends the article to Rightslink to create a transaction for the APC. Included in this information is the Grid ID, corresponding author email address and journal of publication Rightslinks uses this information to match the article with the parameters of a publishing agreement and automatically apply the appropriate discount to the APC

Touch Free Transactions An institution with a 100% unlimited Read and Publish deal can opt for their authors to by-pass the transaction workflow. This means that the authors will not need to interact with Rightslink at all. The transaction details will be sent from production, match with a profile and complete the transaction automatically. A final notification will still be sent to the author to confirm the APC discount has been approved This can work in conjunction with the funding request approval function in the Institutional Portal. Institutions can also still receive notifications. This configuration must be decided upon before the profile can be created and is not editable once the profile is active or throughout the agreement.

Cambridge OA Journals Workflow - Rightslink Demo Institution receives notification of the funding request

Cambridge OA Journals Workflow - Rightslink Demo Institutional portal Librarian view of all articles submitted from researchers in their institution requiring OA funding approval Librarian approves or denies request

Cambridge OA Journals Workflow - Rightslink Demo Institutional portal

Cambridge OA Journals Workflow - Rightslink Demo Confirmation email to author that request has been approved or denied

Agreement Manager Profile Overview Publisher Portal

Billing details Profile can be suspended or re-instated at any time Notifications on token or deposit usage can be created here Billing details of either consortium or institution form the basis of the profile

Institution matching criteria Articles are matched with a profile and offered the appropriate discount for their APC based on Grid ID and/or email domain. These identifiers can be added, updated or removed throughout the agreement.

Agreement criteria Contract PO – Institution’s PO number, will appear on author confirmation screen and invoicing if applicable End Date – profile will automatically expire after this date Invoicing currency – will show the APC price in a single currency Eligible journals – only articles from chosen journals will match with the profile

APC tokens and discounts Read and Publish discount Agreement Manager discounts are driven by tokens - Tokens can be added or subtracted at any time throughout the agreement - Promotion Name will appear on reporting

Key contacts Organization Contacts will be able to log into the Institutional portal and approve or deny articles requesting to use the agreement discount Publisher contact will appear in the institutional portal

Agreement Manager Institutional Portal

Billing Profiles

Key Contacts

Institution Message to Authors The Special Note to Authors will appear in the initial pop up message once an author has begun an APC transaction matched to an Agreement Manager profile. This can be updated throughout the agreement period.

Summary of key CUP workflow projects

Open Access Publishing Workflow Improving the Cambridge OA publishing workflow Seven technology projects Example projects A series of key technology projects in one programme, running over this fiscal year to ensure: Improved storage of author and article metadata 1. We develop the best workflow for our authors and customers Content Enrichment 2. All our article and author metadata is present and correct to fully support read and publish deals 3. Our existing systems have the necessary support, and plans for new systems are developed around the needs of our customers. OA & Author Data Additional metadata in backlist content Terms of publication Digital solution for the completion, collection & storage of copyright forms

Cambridge OA Journals Workflow - Rightslink Demo CUP – Operationalising Open Access Programme Update Completed/ Due to Deliver Clear messaging throughout author journey, signposting R&P eligibility Roll out of bespoke messaging to authors with details of specific deals Launch of dedicated customer support function Capture of full metadata at submission point, capturing GRID as the key institutional identifier Revision of all “Copyright Transfer” forms for OA – to be replaced by “Author Publishing Agreement” Forthcoming Digital licence management tool R&P Eligibility checking tool for authors Continued improvements to communications during submissions process to drive “default OA”