Author Archives: drsamoakley

About drsamoakley

Research Librarian at Swansea University

Open Access Week at Swansea University #swanoaweek

open access image

Swansea University will be marking the global event Open Access Week 2015. This celebrates the power of openness to drive collaboration and advance research. Here’s how you can join in:

  • Sign up for the “5 Days of OA” daily mini-briefings to get yourself up to speed with Open Access: the open access movement has been gaining momentum in recent years with increasing numbers of funder mandates plus HEFCE’s new open access policy for the next REF. We will send you a short summary each day on what you need to know/do to ensure you comply with these new demands. Sign up here!
  • Tue 20th Oct, 1-2pm: attend the “Why publish open access?” Staff Development topic session: “A look at the benefits and issues of making your work openly available in this open access week. You are welcome to bring questions!” Room 271, DTS, Park Campus. Book via ABW.
  • Wed 21st Oct, 2-3pm: attend our “Getting REF-ready: what you need to do for HEFCW’s new open access policy” briefing: SURF Room, Fulton House, Park Campus *Booking Essential!*
  • Visit our Open Access pop-up stands with guidance, advice and cake: bring along your questions about open access or RIS:
    • Wed 21st Oct 9-10am, Callaghans, Park Campus
    • Thur 22nd Oct 12-2pm, ILS Foyer, Park Campus
    • Fri 23rd Oct, 12-2pm, Coffeeopolis, Engineering Central, Bay Campus
  • Follow us on Twitter all week with the hashtag #swanoaweek

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Choosing where to publish: new checklist for researchers

ThinkCheckSubmit logo

The Think. Check. Submit site is designed to help researchers make informed choices before submitting papers for publication. As stories of malpractice and deceptive publishing seem to be more and more in the news, the aim is to ensure researchers have enough information to evaluate and choose quality publications. From their press release:

Think. Check. Submit. is a new industry-wide initiative that provides a checklist of quality indicators that can help researchers identify if a journal is a trustworthy place to submit their research.

The launch of the campaign coincides with the publication of a new longitudinal study in BMC Medicine by Cenyu Shen and Bo-Christer Björk which highlights the increasing number of publications that fail to meet many of the characteristics outlined in the Think. Check. Submit.check list. The study can be read here:

Read more about it on the Research Information website.

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RIS Update: file version now required

If you are uploading documents to RIS (which Swansea researchers should be to ensure open access compliance with both the University’s mandate and the REF policy…) you will notice that on the “Upload file” screen there is now an additional required field to give the version of the output. This is one of several forthcoming changes to ensure that the system is capturing all the required information for open access compliance:

Screenshot of RIS showing the new "Set Version" field

(Click for full-size screenshot)

The options shown are taken from the NISO documentation and the “Help with setting a version” link will give more detail on what they mean (unfortunately we are required to use this slightly confusing terminology for external reporting purposes). The key ones to note are:

  • “Accepted Manuscript” – this is the version required by the REF policy as a minimum. Also known as the “Author’s accepted version” or “post-print”. This is also the version USUALLY permitted by publishers for self-archiving – see our previous post on how to check your journal’s policy. We would anticipate most files uploaded should be this version and not having any publisher formatting.
  • “Version of Record” – this is the published version. Unless you have retained the copyright to your output AND have permission to use the publisher’s formatted version, it is unlikely you would be permitted under copyright to upload this version. Again, see our post for how to check your copyright situation.

There is a detailed discussion of the various versions of an output on the “Versions toolkit“. As always, contact us on if you have any questions or concerns. We’d be glad to help!

The Guide to RIS has been updated to reflect this change – see p.7 for a step-by-step guide on uploading documents.

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UK Data Service webinars this autumn

The UK Data Service is the UK’s largest collection of digital social research data. They run a series of free webinars which cover an introduction to the service, international macrodata, secondary data, data management and more. There is also “Data Sources for Research Students” which may be useful for new PhD students.

Full details and dates are on their PDF:

We have an introductory library guide to the UK data service (PDF) and subject librarians would be glad to provide further support using the service if required.

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Green Open Access at Swansea University: upload your publications to RIS/Cronfa

Green leaves against a blue sky

Green open access is a cost-free way to make your research publications accessible and free for anyone to read. It liberates research to anyone with an internet connection and can therefore act as a citation booster (particularly when combined with active promotion). It is also required by HEFCE for the next REF (as well as many other research funders) and we have a University Open Access policy to ensure all researchers are compliant.

Swansea University researchers are now required to upload their journal articles (and more, where possible) to make them open access via our repository Cronfa. Of course, this must be done within the bounds of copyright permissions and the following step-by-step guide will show how to check:

  1. Act upon acceptance for publication. The REF policy requires action within 3 months of acceptance NOT publication.
  2. Check the copyright policy of the journal using the Sherpa Romeo database (which uses the term “post-print” to describe the “author accepted version” required by the REF policy).
  3. If your journal is not listed (or the publication is not a journal) you will need to check the publisher’s website or contact the publisher to check your rights for self-archiving. It is useful to emphasize that you are referring to the author’s accepted version (not the published version) and to ask about any embargo period. If you have retained the copyright you will be able to upload your version (but probably not the published, formatted version).
  4. Upload the accepted version of your article to RIS as follows:
    1. Access RIS via Home or (login with your usual staff login)
    2. Create a new Output and enter the publication details. Ensure that the “Publish to Cronfa” flag is ticked. Save the output. There may be some details not known at this point (e.g. pagination).
    3. Move to the “Documents” tab in RIS and locate the output you have just entered. “Upload file” to upload a PDF version. When you click “Agree & Upload” the file will be uploaded into RIS but will not be visible publicly.
    4. To complete the publication process, still on the “Documents” tab, click “Publish to Cronfa” next to the filename. At this point you can enter any embargo period required. The file will only appear publicly via Cronfa once this date is passed – this will happen automatically and a cover sheet will also be added to the PDF. Files without embargo will appear in Cronfa the following day.

We can help with any problems or questions ( We have a PDF that covers this process or there’s the full Guide to using RIS (PDF).


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ORCID import to RIS now available

Swansea University’s internal Research Information System (RIS) now has a one-way import from ORCID. Anyone wanting an easier way to update their publications in RIS can transfer them in bulk from their ORCID (or just update with additional outputs). The import button is on the Outputs tab:

Screenshot from the RIS outputs tab showing the Import button for ORCID

This functionality is available once you have entered your ORCID in the ABW (HR) system. There may be a short delay before it appears in RIS.

Not got an ORCID? You should! ORCID has become the indispensable researcher identifier used by funders, publishers and more. You can sign up on the ORCID website and we have a guide on how to populate your id (PDF).

Please let us know ( if you have any problems or feedback for the ORCID import.

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“How to survive your PhD” Free Course starts this week!

A MOOC created by Australian National University has started this week on EdX. “How to Survive your PhD” focuses on the emotional experiences of doing a PhD and well worth checking out for both students and supervisors alike. Sign up here:

Read about how it came about on the Thesis Whisperer blog:

Join the community on Twitter with #survivephd15

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