Lessons in OA Compliance for HE (LOCH) College of Medicine and Veterinary Medicine Case study Anna Krzak Open Access Project Coordinator/Administrator, CMVM 1

College of Medicine & Veterinary Medicine Research-intensive institution: approx. 31k research outputs recorded in PURE One of the world’s leading centres for medical and veterinary medical research: 84% of its research activity was rated world leading or internationally excellent (3* or 4*) Medicine was the University of Edinburgh’s largest REF submission and one of the largest in the UK as defined by research power 2

Structure 2 Schools – Vet School and Medical School with 3 Deaneries 5 Research Institutes – each with more than 500 staff and postgraduates 15 interdisciplinary Research Centres - including: 4 MRC Centres, 2 BHF Centres, a CRUK Centre, an Asthma UK (A-UK) Centre, a BBSRC funded institute an and a WHO Collaborating Centre on Population Health Research and Training Division of Health Sciences with 8 sub-units Multiple sites across Edinburgh 3

What would we like to achieve? Compliance with HEFCE OA Policy – ensuring that CMVM research papers are eligible for the next REF Increased compliance with other funders' mandates, especially MRC, BBSRC and Wellcome Trust Increased awareness of OA and its benefits OA requirements become integrated into researcher's publishing practices 4

Challenges (some of them…) New point of intervention – the point of acceptance Timing is crucial – no scope for retro-active compliance Research staff needs to engage with the policy requirements Confusing requirements (e.g. embargoes, etc.) A large number of papers is produced on a regular basis A complex structure of the College (multiple sites) means that the implementation of the policy presents a big challenge in terms of ensuring that everyone is aware of the requirements 5

6 Centre admin staff (administrators, PAs, secretaries, etc.) are the local OA contacts for the deposit of accepted manuscripts and deposit/validate papers in Pure. Local OA Workflows

Arrangements – (Locally) mediated deposit 7

Communications so far... kick-off meetings with the senior admin staff from each centre/unit visiting each centre/site and learning about the local working practices to ensure that the new workflows are fitted in seamlessly within the already existing processes from the Head of College to all staff monthly reminders sent by local administrators And more… every day! 8

Training, training, training… OA sessions for admin staff - cover basic OA- related terminology, versioning, overview of OA policies and detailed instructions regarding PURE. Follow-up one-to-one training. Short OA talks for academic staff - work best if organised as part of their regular meeting Drop-in sessions 9

Lessons (already) learned critical path for the project communication is crucial - without a proper dialogue between all the stakeholders we won't succeed establishing support system - network of dedicated OA contacts 10

Lessons (already) learned detailing the roles and responsibilities of all key stakeholders Responsibility matrix: a.streamlines the organisational structure b.facilitates understanding and improves communication c.shows that each activity is supported and everyone knows who to contact for help 11

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13 Mitigating risks - examples

Outcomes Requests for admin training sessions Requests for short OA talks for academics Established network of OA contacts – better dialogue Mediated deposit but personalised approach OA workflows fitted in the local working practices Resolved queries – happy (returning) academics More OA content in PURE and increasing compliance More OA awareness – admins/academics know to ask questions 14

What’s next? Further streamlining of our processes Regular and more accurate reporting OA updates as the standard item on the College Research Committee agenda More OA advocacy – especially for ECRs 15