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SURE, Open Access, and the REF
By making your research open access, you increase both its potential audience, and its impact.
In addition to this, the Higher Education Funding Council for England (HEFCE) has introduced an open access requirement for the next Research Excellence Framework exercise (REF).
To be eligible for the next REF, the final, author-created manuscript of all journal articles and published conference papers must be uploaded to SURE within 3 months of publication.
This policy applies to all journal articles and conference papers published after 1st April 2016.
From April 1st 2018, these manuscripts must be uploaded within 3 months of acceptance for publication.
This page will help you make your research outputs open access, and make sure you’re eligible for inclusion in the REF.
How can SURE help my eligibility for REF and promote my research?
In order to maximise impact of research that is often hidden behind expensive paywalls, and to go some way toward counteracting the spiralling costs of journal subscriptions, HEFCE announced that journal articles and published conference papers will only be considered for inclusion in the next REF if they are freely available to read online in an open access format.
Depositing your research outputs in SURE means you meet HEFCE’s requirements.
HEFCE’s open access policy:
The core of the policy is that journal articles and conference proceedings must be available in an open-access form to be eligible for the next REF. In practice, this means that these outputs must be uploaded to an institutional or subject repository.
SURE is the institutional repository at the University of Sunderland.
HEFCE’s full open access policy and requirements for the next REF are available here.
You’ll need the following information in order to upload your research to SURE:
- Date of acceptance (the date the output was accepted for publication)
- A copy of the final, author-created manuscript (a PDF of the final version of the paper; this will be the Microsoft Word (or equivalent) document you submitted to the publisher; it must not contain any material added by the publisher, but in terms of content, will be identical to the published version). Here’s a brief explanation of what this means:
- Full citation details (journal article or book chapter title, author(s), journal title or book title, volume and part number, ISBN, date and venue of a conference, etc)
To upload your research outputs to SURE:
Go to sure.sunderland.ac.uk
Login with your University Username and Password
Select ‘Manage Deposits’ and then ‘New Item’
Complete each of the 5 stages : Type, Upload, Details, Subject, Deposit
After you complete the final ‘Deposit’ stage, your research output will be reviewed by the repository coordinator who will check the details are correct, and that any required embargo period is set. The item will then appear on the live site.
Alternatively, email the the repository team with the date of acceptance, final, author-created manuscript, and full citation details. A member of staff will upload it on your behalf, although this might be delayed during busy times.
Here’s a quick recap:
SURE is an open access repository of research done by staff at University of Sunderland. Where possible, the contents are freely available to anyone with access to the web.
Anyone can access SURE from sure.sunderland.ac.uk. In order to upload your research, you’ll need to login with your university user ID and password.
Anything you consider to be a research output: journal articles, conference papers, book chapters, monographs, art work, PhD theses, news articles, audio/ visual files, photographs, and more. Anything you add to SURE will also show on your staff research profile.
Login with your university user ID and password, go to the ‘Manage Deposits’ area, and select ‘New Item’. Simply complete the form, including as much information about your research output as possible, and upload the final, author-created manuscript of any journal article and published conference paper along with any relevant supporting documents, images, etc.
The vast majority of publishers allow the deposit of the final, author-created manuscript. You can find publishers permissions at the SHERPA/ RoMEO database.
Publishers often require an embargo period to be applied before deposit is allowed. This can be anything from a few months to several years (!). HEFCE will allow the following embargo periods:
- REF panel A &B: up to 12 months
- REF panel C&D: up to 24 months
Be aware that papers published in journals with embargo periods in excess of HEFCE’s maximums will not be eligible for the REF.
Check with publishers before you agree to publish your research.
HEFCE’s open access policy should not impact on where you choose to publish. The vast majority of publishers allow you to deposit the final, author-created manuscript in SURE (often with an embargo).
SHERPA REF is a useful tool that allows you to check whether a journal will allow you to comply with HEFCE’s policy. Just type in the title of the journal, and you’ll be given a short report on where that title stands in relation to the policy.
Yes! Although all journal articles and conference papers are required to be on SURE to be eligible for the REF, you can (and should!) upload all research outputs so you maximise the impact of your research profile.
Yes. But you’ll need to inform the repository coordinator when it is published.
This is very important for items you’d like to submit to the REF. Remember, the final, author-created manuscript of all journal articles and published conference papers are required to be uploaded to SURE within 3 months of publication (within 3 months of acceptance from April 1st 2018).
You’ll need to provide as much bibliographic information as possible, so full citation details in the case of a journal article or monograph, for example. For items you’d like to be considered for the next Research Excellence Framework exercise (REF), you’ll need the date of acceptance, and a copy of the final, author-created manuscript.
ORCID is a unique 16 digit ID number used to identify researchers. It’s like an ISBN for authors. Your ORCID ID can be added to entries on SURE, and to submissions for publication, or grant applications.
You can sign up here (it only takes 30 seconds).
Please get in touch if you have a question, or would like to arrange a meeting to discuss anything about SURE, or if you’d like me to speak to you and your colleagues in a more formal setting.
Open Access FAQs
Open Access research means research that is available online, and free of charge, to anyone.
Open Access is a response to calls from the research community, the UK government, and many research funding bodies to make access to research, especially that funded by taxpayers, easier.
You increase your potential audience and citations dramatically.
Many funders now require that research outputs are made OA.
Making journal articles and published conference papers OA is a requirement of the next REF.
Open access makes best use of new communication technologies. Traditional methods of research dissemination are slow, very expensive, and often create barriers to access rather than improving it.
This is why the Higher Education Funding Council for England (HEFCE) now requires all journal articles and published conference papers be made open access if they are to be eligible for the next REF.
Open access is about making research, often funded by the public, more visible.