S 1 Annual Meeting 2013 Crediting EC contribution Open access requirements Chiara Bearzotti NACLIM project manager

S 2 Legal background Grant agreement (GA) with the European Commission (EC) This is our contract with the EC, consisting of 1)GA clauses (core text, standard) 2)General Clauses (Annex II to the GA, standard) 3)Special Clauses of the GA (special for NACLIM) 4)Description of Work (DOW) = approved proposal Consortium Agreement signed by all This is the contract between NACLIM partners, signed by all partners and checked thoroughly by your legal experts at the time of writing Guide to Intellectual Property Rules for FP7 projects ftp://ftp.cordis.europa.eu/pub/fp7/docs/ipr_en.pdf Contractual documents are available in the NACLIM intranet

S 3 The requirements… …are mandatory. These are: Rules for crediting the EC contribution correctly Special Clause 39: Open access to NACLIM publications What happens if we do not comply? NACLIM funding could be decreased or cancelled!

S 4 Rules for crediting the EC contribution Apply to YOUR: PowerPoint presentations Posters Articles (scientific publications) Reports

S 5 Powerpoints 1) Add this slide to your presentation >> (intranet) 2) Send a copy of your presentation to Project office (Chiara): we must archive all interventions in the EC SESAM database

S 6 Posters 1) Add the TWO EU logos to the poster (intranet) 2) Add the sentence: “The research leading to these results has received funding from the European Union 7th Framework Programme (FP ) under grant agreement n , NACLIM Project” 3) Send a copy of your poster in PDF to Project office (Chiara): we must archive all interventions in the EC SESAM database +

S 7 Articles 1) “The research leading to these results has received funding from the European Union 7th Framework Programme (FP ) under grant agreement n , NACLIM Project” 2) Send a copy of the POST-PRINT version to Project office (Chiara):for uploading to EC SESAM database “Post-print” version is the final manuscript of a peer-reviewed paper accepted for journal publication, including all modifications from the peer review process, but not yet formatted by the publisher 3) Indicate the DOI to Project office (Chiara) as soon as the article is published. Necessary for uploading info to EC SESAM database

S 8 Reports Examples: Workshop report, article in the press… 1) “The research leading to these results has received funding from the European Union 7th Framework Programme (FP ) under grant agreement n , NACLIM Project” 2) Whenever possible, add the TWO EU logos (intranet) 3) Send a copy of the document to Project office (Chiara):for uploading to EC SESAM database +

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S 10 Contractual requirements: GA Spec. Clause 39 According to the mandatory requirements of the grant agreement (GA), Special Clause 39, NACLIM scientists, as EC grant recipients, are required to make their best efforts to ensure that electronic copies of publications become freely available to anyone - either through an institutional or subject- based repository, as soon as possible, and no later than six months after publication. "Open access" (OA) in this context refers to peer-reviewed publications only

S 11 How can we comply with OA requirements? Privilege Open Access Journals If OA Journals are not interesting to you: Ask your publisher for a Golden OA If no Golden OA is possible, then opt for a Green OA and self-deposit the post-print version If you cannot, ask the publisher to make an exception for the FP7 with an “Amendment to publishing agreement” List available here: Check the publishing agreement & pay extra fee for a Golden OA Check publishing conditions in Sherpa/RoMEO database: can you deposit the post-print version? Send to publisher the templates in the NACLIM intranet If all above is not feasible: wait the end of the embargo time (6M) and then send the final manuscript to project office and deposit the final version or post-print version

S 12 Contractual Requirements How to provide open access? Golden Open Access Open access publishing OR Green Open Access Self-archiving Which version of the article? Final published article –golden OA- OR Final peer-reviewed manuscript (POST-PRINT version) –green OA- Who deposit the article? Main author

S 13 Golden OA: Open access publishing Pay extra publication fees for immediate access to your final published article (eligible costs under FP7) Which version? Final published article Where to deposit? 1) Institutional repository of the research institution with which you are affiliated 2) EC SESAM database NACLIM website (through Chiara) 3) EC OpenAIRE Orphan Repository Who deposits the article? 1)You 2) Chiara 3) You When? As soon as the paper is published

S 14 Green OA : Self-archiving Make sure you are legally allowed to deposit the post-print version during the embargo period and after the embargo is over Which version? Final peer-reviewed manuscript= the POST-PRINT version Where to deposit? 1) Institutional repository of the research institution with which you are affiliated 2) EC SESAM database NACLIM website (through Chiara) 3) EC OpenAIRE Orphan Repository Who deposits the article? 1)You 2) Chiara 3) You When? As soon as you have the post-print version

S 15 The four repositories we will use in NACLIM Articles will be made available at the following: 1. In the institutional repository of the institute where the authors work. Please provide communication to the Project office with indication of the open repository used. 2. In a subject repository, if available. Please provide communication to the Project office with indication of the open repository used. 3. If an institutional or subject repository is not available, in the OpenAIRE Orphan Repository, hosted by CERN. 4. In the NACLIM website, by sending a copy of the publication to the Project office.

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S 18 EC SESAM database: what we need to collect Sections: Publications Dissemination activities Patents Exploitable Foreground Inputs uploaded feed automatically: Period report tables + Final report tables OpenAIRE database (EUFP7 project on Open Access)

S 19 Section: Publications We have to list here: Peer reviewed publications Paper in proceeding of a conference/workshop Article/section in an edited book or book series Thesis/dissertation University publication/scientific monograph NEW!

S 20 List: What is a „dissemination activity“? NEW!

S 21 Activities and audicence Send to the project office detailed information on these activities & type of audience AND list them in your reports (WP report, deliverables…) NEW!

S 22 Long story short Special clause 39 Open access: 1.Do not forget to credit the NACLIM project (see standard sentence in the intranet) 2.Rules and steps to follow are in the intranet. 3.Upoload article in the repositories. 4.Inform Chiara about new publications

Resources This presentation: NACLIM intranet Logos and rules: NACLIM intranet Sherpa/RoMEO database for checking publishing restrictions of the journals: a=en a=en Directory of Open Access Journals OpenAIRE Orphan Repository:More on Open Access rules: Open Access pilot FP7 society/document_library/pdf_06/open-access-pilot_en.pdfhttp://ec.europa.eu/research/science- society/document_library/pdf_06/open-access-pilot_en.pdf

The research leading to these results has received funding from the European Union 7th Framework Programme (FP ), under grant agreement n NACLIM