How to make your publications Open Access

Three simple steps ensure that you comply with HEFCE's Open Access policy - the minimum requirement you need to meet.

Click image for further instructionsPlease note that the following steps are necessary even if you are paying an Article Processing Charge to publish your article in an Open Access journal which anyone can read for free. We will check embargo periods and the like before making the work available. Bibliographic records may appear before publication unless you ask us not to. To submit your manuscript to the Leicester Research Archive you must tick the licence agreement and click 'Deposit my manuscript'.

Academic and research staff

If you are an academic or research member of staff, you should deposit via your IRIS account (or pass a request to your departmental IRIS administrator).

Put simply the procedure is:

  1. Log on to IRIS with your University ID.
  2. In your publications list click on the full text tab for the publication you wish to submit.  If bibliographic details of your paper are not visible, this may be because you have not yet approved it, so please check.  If your publication details are still not visible, create a new manual record.
  3. Upload the file. To submit your manuscript to the Leicester Research Archive you must tick the licence agreement and click 'Deposit my manuscript'. The file will be transferred to the Leicester Research Archive (LRA) automatically.  Library staff will check your publishers' open access conditions and make your text available online from the LRA as appropriate. Please note that linking to a location is not currently active, we need a manuscript file uploaded.

We have created a short video with a soundtrack and a pdf guide to help you.

    Non-academic staff and students

    Only academic and research staff have IRIS accounts.

    If you do not have an IRIS account, please email a copy of your publication to openaccess@le.ac.uk and we will deposit it for you.  We also accept publications via shared files or on portable devices such as USB sticks or on CD / DVD.

    Which version should I deposit?

    You should normally deposit the Author's Accepted Manuscript. This is the peer-reviewed and corrected manuscript that you sent to the publisher, probably as a Word file. Please note that we cannot archive publishers' proofs or the final PDF version of record, although there may be some exceptions.

    You can find out exactly which version your journal allows you to deposit by checking the SHERPA/ROMEO web site. Do not worry about depositing the `wrong' version: we check every item and will get back to you if there are any issues.

    Does this apply to all my publications?

    Please submit information for all your publications.

    You must also include a copy of your final author accepted manuscript (in the cases of journal articles and conference proceedings); a copy of the final text of books, book chapters and other publications is highly desirable.

    The HEFCE policy officially applies to journal articles and conference proceedings.

    However, HEFCE strongly encourages universities to provide public access to information on all their publications and also to hold the full text - even if the full text is not made publicly available because this would not currently be permitted by your publisher.

     

    I'm stuck, what do I do?

    HEFCE has published some useful Open Access FAQs that reflect their current thinking on a range of issues.

    We're also here to help, so please contact us at openaccess@le.ac.uk.

    What happens next?

    Your deposit will be held in a queue while we check its copyright and licensing status, including any embargo periods.  Only when we are satisfied that it is fully within the letter and spirit of the law will it be made open access. Bibliographic records may appear before publication unless you ask us not to. We will always link, wherever possible, to the version of record on the publisher's web site as an additional service.

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