 Hello, good morning. I think we are ready now to start our webinar on the Open Access to Publications in Horizon 2020. This webinar is part of the e-learning course that we are holding this week within FOSTA Project. Within FOSTA Project we are setting some courses. Some of them are moderated, others are self-learning. This week we have this course specifically for Open Access to Publications in Horizon 2020. You can look at the FOSTA website and we'll be holding other courses and we'll share them through the social networks and within the FOSTA Project website. For today we're going to talk a little bit on these Open Access to Publications in Horizon 2020 and we'll try to answer your questions in the end of the webinar. We'll first do a summary of the requirements and then the practical implementation and then what Open Air can do to support in terms of services and tools. So the Open Access is default for the research results in Horizon 2020 and this means that all of the publications, all of the research results that are published need to be made open for everybody to see and to be able to reuse. And why is this a requirement? Because there's a lot of benefits in making the publications open access. It's good for science because it allows scientists to build on the previous research results. It avoids unnecessary application of efforts. Also it's good for the economy because it speeds the innovation. It means that you get the information faster and you can build upon it also faster. And it's good for society and to build the relationships and collaborations between scientists and to the people, to the citizens of the countries and also to nonprofit organizations. It builds on transparency and also the validation of the results of the of the scientists experiments. So to do a summary of the requirements of Open Access within Horizon 2020. So if you are participating in a Horizon 2020 funded project, what do you need to know in order to comply with the mandate? Well, it's set in the multi beneficiary general model grant agreement. So in clause 29.2 and 29.3, it details exactly what you need to do in terms of dissemination and the giving open access to the publications. So what it says, and this is the text of the grant agreement, is that each and every beneficiary must ensure open access free of charge and with online access for any user to all peer reviewed scientific publications relating to its results. And we'll detail this a little bit more in the rest of the presentation. But it means that all of the research results need to be made available for everybody and free of charge. And everybody is covered by this. So all of the beneficiaries of the funding must provide this free of charge and online access for users to the peer reviewed publication and doing that by depositing them into a repository. In other words, you can choose to do the green open access, the green routes in which you the published article or final peer reviewed manuscript is uploaded into an online repository with or without an embargo period, or you can choose the open access publishing gold open access or gold routes in which the article is immediately open access through a payment usually with associated costs. Either way you choose the green open access or the gold open access, you must always deposit the publication in a repository. And how do you make your publication open access? Well, you can either publish in any journal of your choice, either is a subscription based or an open access journal, and then deposits in repository and provide access. And you always need to deposit a version in the repository and add metadata like the funder, the grant ID number, the acronym and publication dates and other informations that are necessary. And which way to choose you can try to see the pros and cons to any of them. So if you self archive your publications in the repository, you can choose any subscription based journal and without a fee. So you don't need to make payments to to to self archive, because the repositories usually are belonging to the institution or they're always free. The cons is that you may have an embargo period. So you need to to see if this embargo period is allowed by the the funder. Okay. As for the open access journals, you make a payment. So this is a con you need to pay to publish. But you can make it immediately available. So it's a direct open access. And sometimes you can retain the copyrights to the publication. So where to deposit? You can deposit your publication in an institutional repository, or a disciplinary, if you choose to do so. In some disciplines, there are very specific repositories like Archive and Europe of Med for Health. Or you can use Zanodo.org, which is easy co funded, and it's a multidisciplinary and free repository. And you can see you can look at the directories of open access repositories like OpenDoR and War to see which repository is the most suitable for your case. Okay. And what to deposit? You can deposit the final peer reviewed manuscript or the published version and add the metadata to the funder, the grant ID, the acronym and the publication dates. And this applies to all kinds of publications. But the emphasis is also always on the peer reviewed journal articles. What can you deposit? Well, you should check for your publishers policies. You can look at the Sherpa Rule Meal. This is a database with policies for journals and publishers. And also, sorry, and also you have an overview of the copyright policies and self archiving permissions. But in any case, you should also go to the publishers or the journals websites, because sometimes there are some specificities, for example, regarding the licenses you can use. And you should check both both sites. As for what you can deposit, you can usually in the repositories, people advise you to put either the postprint or the publishers version. The postprint is the version after the peer review. So if you are publishing, you submit your article, and then it goes through a peer review process. And this postprint is the version after the peer review process. But without the layout of the publisher, like the headlines and the pagination and this kind of details. So usually the repositories ask for the postprint or the publishers version if the publisher allows it. And this is what you can see in the Chaperomio database. With or without the embargo. So the embargo is the period during which the access to the article is limited. Most of the publishers, even if they allow you to put the publishers version, they ask for an embargo for the PDF or the version that you are publishing. And when should you deposit? You should check the publisher's policies. And you should deposit as soon as possible and let us on publication. This means that if you choose green, if the publisher asks for an embargo period, usually it's allowed six to seven months to 12 months, depending on the research area and the choice of journals. So some areas ask for larger periods of time to embargo and others don't need such a big embargo. If you publish gold, you can give access immediately to the full version of the article. And we now step into the practical implementation of the open access in age 2020. And I'm going to give the floor to Pedro, which will talk a little bit more about this. I would just like to ask you if you have any questions to put them in the chat and we'll take notes and we'll answer all of your questions in the end of the presentations. And Pedro, the floor is yours. Okay, let me start sharing my screen. Okay, so I think we are now I have all the details about the requirements, which I think are well explained. And now we will add some added value information. Let me check the microphone. Okay, so we will add some added value information, some practical information about some parts of the specific topics of the requirements. So we can say that so we can see this this diagram representing like a summary of the of the requirements, the practical implementation of the requirements. So you can go publish in an open access journal or publish in a subscription based journal. For a subscription based journal, you need to self archive in a repository. And you will have the in the eight or delay open access, based on if it is if you have embargo restricted or open access. And then you can also publish in an open access journal and have in the open access, but you should always deposit self archive in a repository as Antonio said. But it's important to check always the publisher policies. And this is the first practical information that I want to provide in this webinar. So if you are not sure about the if the publisher allows you to deposit in a repository to self archive. So you can use this service to share per room meal room meal service where you can check for the publisher copyright policies and self and the self archive archiving policies. So first you can check of course in the and you should check in the journal in the journal website. But if you still have dogs or if you usually use this server meal service, you can check the server meal, you can type your journal search for your journal and you will you will have clear information about the kind of policy. The way that share in this in this service, shall be male present. The policies are based in a colors taxonomy where you can see if it's green, blue, yellow or white and attach it to each color, you have a kind of type of policy. If it's green, you can archive the preprint and the postprint or the publisher version. If it's blue, you can archive you. You are aware that you can archive the postprint but in the or the or the publisher version. If it's yellow, you cannot archive them. The postprint or the publisher version can only archive the preprint. And if it's white archiving, it's not formally supported by that specific journal. You have also two specific services or similar services for Spanish journals and for French journals that you can check with Cine and Eloise. But in Sherpa Romeo, you have so full list of journals where you can check the policies. This is something that you should do because usually the research and the project coordinators have some doubts about the policies and you can always use this service, this useful service. The other question that usually researchers and project coordinators have on the compliance of the EC requirements are related with costs and are related with APCs, the article processing charges. And it's important to say that the costs associated to the article processing charges are covered by the Dora's in 2020 open access policy. So researchers can publish in open access journals or in subscription based journals. But you should have costs for that. But you need to be aware that those costs are part of the budget of the project. The associated to dissemination are eligible for reimbursement. So we have an important question here, an important note here is that the costs are eligible, of course, only during the duration of the action, which is this is a relevant remark because, as you know, as project coordinators or researchers involved in different research projects, several outputs of the projects or articles or other kinds of research outputs from the project appear after the end of the project. Which is a problem for the project because then you don't have the possibility to have to cover those costs. So just be aware of these kind of limitations. It's important to say that the commission is aware of this issue, is trying to find the solutions for to be implemented in the in the FP9 in the next framework program or even maybe during horizon 2020, but we don't have clear information about that. So if you are if you have the possibility to have the reimbursement, what budget should you consider to put in the proposal and you should then to have the reimbursement in the future. So there are different strategies that you can use. So you can base it on the journals that you usually publish or that you think that the consortium partners will publish. You can calculate an average of the APC. So you can circulate within the project consortium documents where they should put the journals that they usually use. So you create a list of journals used in the project. Then you check for the costs, the APC costs of each journal, and then you do an average and base it on that you calculate the right costs to put in the budget or you can also use an average of the APC market let's say. So and for that we have here a slide to detail you some information. We cannot say that we have one specific number in terms of average but we have some recent studies that you can use for your information. So average for open access journals we can say that around between one thousand and one hundred euros to one thousand seventy eight hundred euros for hybrid journals a little bit more than than two thousand euros. So between two thousand and two hundred euros until two thousand and five hundred euros. So different studies. So you have the references here we will share during this so when we have the questions we will share the slides so and you can check for this information but I think these are relevant numbers for you to to be aware and you can calculate if you want to use this method which is maybe more easy to do it during the proposal phase. So we have lots of things to do when we are writing a proposal and it's not so easy to to have a clear list of the journals that the project consortium will use. So it's important to say all these costs are it's possible to have the reimbursement. So issues that you should consider during the project about this type of costs. Our guidance is for you to have a mixed approach. So to be clear so a mix between the depositing articles so between the green and the gold vias. So depositing articles and repositories publishing wherever you want. Of course you need to be aware that the journal should allow depending of your area embargo periods from six to 12 months is maximal or and then or or also pay for some APCs in subscription based journals and then deposit comply with the and we will have the open access for compliance. So our suggestion is that you use depending of the size of the project the money that you have available. So this mixed approach that we should allow you to have better management of the this kind of dissemination costs. And the other remark it's it's that be aware that open access is something that is really good for science but unfortunately as in all areas there are some some caution that is needed because there are some problems also in this in this field. So some journals that have quality questionable quality. So be aware of that and always publish use open access journals that are registered in the directory of open access journals. So you can check the oag.org to check if the if the journal is trustful. So and then my last remark in terms of practical information so it's about what are projects expected to do in this area of compliance with the open access policies in the rise in 2020 and there are relevant things to think about during the proposal phase when you are writing the proposal during the project and after the end of the project I will highlight one or two topics for each part. For sure you need during the proposal so when you are writing the proposal be aware that all the things related with open access are related with the articles under dissemination and exploitation. So you should explicitly present a strategy the way that you will open your products open your results of the projects and of course you need to also to to predict costs and to calculate in a clear way the cost is in order to have to avoid surprises during the the process and the our suggestion is to have this mixed approach green and gold. Then during the project is quite important to have someone in the in the consortium that is responsible to manage all the issues regarding the the open access compliance. Usually there is a partner responsible for dissemination maybe this can be the partner also responsible to ensure that all the all the products all the results the published results the peer review results of the project are available in repositories comply with these requirements of the European Commission. So be well informed about publisher embargoes the publisher self-archiving policies in order to avoid problems when you are reporting to the European Commission. So it's important to say that the European Commission is now the last like the recent years and for sure in the coming years having a more restrict policy to to monitor the compliance. Of course we had in during the FP7 and during the early years of Horizon 2020 framework program a more pedagogical approach from the European Commission but now the mandate of the European Commission is being monitoring in the more restricted way so be aware of that. After the project so as I told you so you will have outputs to publish you will have articles for sure so pay attention for that fact be prepared and or prepare a project partner that can take that responsibility also to to take care of the deposit of the articles in repositories after the the end of the of the project. Okay and be aware that there are consequences for the non-compliance they are specifically described in the in the in the grant agreement that you signed and and be aware also that the commission in the challenges they they have I'm I put here a screenshot from a slide presentation from project officer they have some challenges that they they are facing and one is the the reinforcing of the monitoring in the sanctions for related with this mandate so be aware that the commission is more restricted so in five minutes to to conclude this webinar I will present now some tools and services that are available in in open air the open access infrastructure for research in Europe that support the the compliance so provides you some useful tools and also some useful information for you to to make it easy for you the compliance so open open air is a open access infrastructure that is serving the the horizon 2020 and the open science policies from the European Commission so we have some useful tools for for you the open area of different tools and services targeting different different stakeholders different users related with open science compliance of horizon 2020 we have specific services for researchers project coordinators research support staff so research managers that are supporting project coordinators and researchers in the compliance so I will highlight four or five services for you during the the coming minutes so services and tools related with open access depositing so it's one of the main requirements claiming publications and datasets so linking your project to specific outputs from your project services to support reporting and some additional information and the kinds of help desk services to support and to help you in to clarify your your dots so the first is about the the discovery service that open air is available where you can find for example so all your outputs aggregated so explored out open air to you it's a service this is a discovery service where you can search for the outputs of your project for your project all the projects have or all the horizon 2020 projects have a landing page in open air so you can type the name of your project and check for that landing page of your project where you can find all the outputs that are deposited in different repositories and aggregated from different journals and you can find for all other types of outputs from this open science ecosystem not only publications we are here talking about literature scientific literature but we can also talk in this open science ecosystem about research data software other kinds of research outputs all available via the explore service where you can also find information about where to deposit so this is the second service that set of services that i want to highlight to you so you need to be aware where can i deposit of course you can have that information in your institution your institution have already a representative that usually use if you are not aware of that you can check in open air if your institution have a compliant repository to to be used for this for the compliance of the rising 2020 mandate so you just need to to search for a specific repository and find that information or a specific thematic repository not only institutional but also other kinds of repositories you can search type here in the information and check if you have a repository available for publications and also for that but i just want to highlight the publications area if you don't have an appropriate repository as antonia said you can use the nodo so the nodo is a service that is a result also of this european infrastructure the open air so you have a repository available the nodo is a catch all repository so it means that you can deposit publications but you can also use this repository to deposit other kinds of research outputs research products like software with data sets other kinds of outputs from your project presentations reports etc so you can use this the service i just want to highlight that you can have per product per the record you can deposit 50 gigabytes so which is for publication it's more than enough for that it may be have some limitations but 50 gigabytes is really a lot so you can have a free upload until 50 gigabytes you can use it so you will have a personal area where you can check all your uploads you can also use the nodo to create communities for your project so where you can ask your partners and the other researchers involved in the project to use that specific collection that specific community to deposit your outputs and using the nodo you will have an easy way to comply with the the mandate because you will have a persistent identifier for your publication for your record so a doi from the nodo and you will have also an easy way to identify your article as an output from your project so as you can see here in this example this is an example of a data set but it can be also an example from an article it's linking to three different projects you can easily in the in the metadata identify the project your project and link this publication to your project so we we did it in terms of facilitate your life all the researchers usually have lots of systems that they need to to to fill and to put information within their institution regulations for funders for national funders European funders for CV systems so the idea of the process and the workflow of the Ryzen 2020 compliance is that you just need to deposit once you just need to use one repository one system to deposit your publication and with this you can easily acknowledge your project and you can easily in the all the information will be available in collected from in open air and will be available for reporting in the participant portal in the EC participant portal in the systems from the European Commission for reporting also be aware that it's not something that a researcher or project coordination needs to see but be aware that the open air have apis that represent reason the other systems from the institutions can use to easily put all the list of projects from the European Commission available in the institution automatic repositories to make it easy to to identify the project as an output from a specific article so in Zinodo we have that in other repositories like the repository of our institution here in Portugal University of Minu we also have that and this make really the life easier to the researcher when they are depositing if you have some limitations depositing articles and identifying those articles as outputs from specific projects we have a final solution so if you cannot do it in your repository or if you don't have an appropriate repository you can come to open air service portal and claim your publication as an output of your project so we have a link research results too that make your life really easier and usually this is a tool that some research support staff some project coordinators can use as a let's say a last minute solution so but you can usually use this service during the project so where you can search for a public you can identify your project and then search for a publication that we should have in our information space be aware that open air currently have 25 26 million records but we have more than those publications publicly available in our discovery service we have almost 100 000 millions publications in our information space so publications close the publication so you can search for that publication if you if you search that publication that is an output from your repository from your project sorry you can type the project and link that article to your project and this information will be available and this article will be available in your private area and in open air and of course available in the participant portal of the european commission for reporting we have a guide in open air portal available about this if you want to just to check is really a simple and short guide openair.eu slash claim publication you can check this guide to have more information about this functionality and the last service that i want to highlight is the the fact as i already told you in open air we have all the projects have a landing page presenting the some like minimum information about the project and is where we gather all the information all the publications research data from the project okay so and the information that you will have available in this page in open air explore it's the information that so the publications that will be available for reporting in the participant portal if you don't find those publications here this means that they are not depositing in compliant repositories or they are not well identified if they are not well identified you can use the claim service to have publications available in this in this landing pages so to put it clear so we have this process in place we gather outputs in open air from different sources from different content providers thematic institutional we gather in your project landing pages and we automatically send it to the european commission participant portal this is an example where you can see the info the on the top of this table the publications suggested by open air you can accept or reject or you can manually have publications in the in the moment that you are reporting so the continuous reporting or the final report of your project for this functionality you also have available a short guide that you can check if you have any doubt about that so if you have more questions that just use the the out-desk service of open air or just check our different guides how to use the nodal how to report publications how to claim publications we have different guides and useful information for you lots of new guides available now in the the open air portal open air dot u slash support so just check there if you still have doubts you can contact the the updesk via the aspect question service so in terms of information about open air is all you can check about open air in open air dot u so now i think it's a moment to have questions so tonia can join us and we can start answering the the questions that we we have here yes the first question we have here is about the platforms like research gates so does it count as a green open access repository the answer is no it doesn't count you need to to put your publications in the institutional repository or another more generalized repository like the archive or or zinodo these research gates and academia dot u are really social networks for scientists they're not really repositories and they don't support services like for example the harvesting that's open air does for the the publications they also don't support the long-term preservation which is important because you you want your work to be available long term and they are business models so they ask you for your address book for example for the your contacts they send you emails and this kind of thing so this is not really compliant and you will not be complying with the open access mandate if you put your publications there okay another question i just want to to have i'm sharing the screen now so there is an important tool that is available in the foster open science training materials so there is a course as you know about about the open access to publications and you have a component of this course that is that presents this difference between what you can do in a repository and what you can do in academia do and research great so i think this table for example is quite clear for for you to to explain this that antonia was explaining yes and this is this course that petro was showing you is is part of the is part of the course that you have to link in the lms in the learning management system with the of this course so you can explore it and if you have any question just just tell us okay uh so another another question if i publish a paper in gold open access paying the apcs am i forced to deposit it also in a repository yes you need always to to put the publications in the repository either you publish green or gold open access the other question about the so this is you can think that this is the duplication of effort it's true so if you pay the access is immediate but in fact so it's under a subscription basic service so the commission won't want that the commission want to have the information in the in repositories interoperable with the systems like open air that then we can provide all the information to systems to open systems and to the european commission systems so it's why we have this clearly stated in the in the policy of the european commission then the other question about the conferences paper the conference paper so this is the the same so we can say that you need to deposit all the research outputs the policy talks about per review outputs so the articles is clear but it's the same for conference papers if it's a conference that have a per review process so to submit proposals that are per review it so the outputs from this conference the results of this conference associated to project need to also to be deposited in repositories so what about milestones in deliverables do we have to self-archive or they just can be available on project websites so for milestones milestones in deliverables are not under we can say that are not the target of this policy but of course it's a good practice if you deposited in in in repositories it's important to say that the project website is it's always a project website with the limitations of a project website lots of project websites will die after a few months is after the project ends lots of projects websites are not more than links to PDFs so they are not they don't have metadata information they are not interoperable so putting your outputs in repositories is a very good practice for two main reasons so it's a good practice for preservation and it's a good practice for more visibility and interoperability so if you think that some milestones in deliverables are relevant reports from your project and that you should provide more visibility depositing in your repositories is a very good practice if you don't have an appropriate repository let's just use the note if you check in the note there are thousands of deliverables from from projects what about book chapters book chapters is the the same of articles is the same policy so there are some more limitations and some embargo periods that are longer for book chapters but it's the same so if you have a book chapter that is um that was published in a book as a per review output so under a per review process you need to to consider that as an output from the project and deposit in a repository if you need to provide any embargo period you can you can provide so katerina is asking about must the archive with preprint pdf version contains some predefined preamble like issn publisher link so it's a good practice if you provide that information in the metadata when you deposit preprints it's also important but so it's important to highlight here that for the under the requirements of the horizon 2020 open access policy preprints are not considered okay only the the post print the the manuscript of the author with the the per review process or the final version are versions considered to comply with the ec requirements okay please be aware of that you can deposit the preprint but then when the version the one that paper is accepted you can update or deposit another version or update sorry or the update that that record if the repository allows you to to have this kind of version functionality so for for printed journals so you need to to do to to provide the digital life to the article let's say so what can i do if it is not an online journal so i do not have a pdf as author but online only a printed version this happens in some areas i know but you need to to create a digital life for that for that that article so digitalized the the article and put it available in in a repository or use the version that you have submitted to the to the journal okay we have one hour for this webinar so so please put your question so we have more time we have more three four five minutes so vera is asking if not considered on a project itself any other sources for funding for our we have applied in the past to fp7 post grant price any more options to come so we don't have uh so this is an important question so in in arising so in the in 2014 and 15 open air ran a pilot to support the european commission to to do a study on how to cover costs of articles after the end of the project so we did this the fp7 post grant publishing fans pilot was the name of that project so we so we took all the we did the study the study were distributed almost so a little bit more than two million euros for hundreds of projects in thousands of articles all the conclusions of that pilot were delivered to the european commission the commission is analyzing and trying to find the solution so the only information i have from some with project officers that work in european commission in this area of open science is that they are working on a solution for for sure to have it in the european in the horizon europe in the in the next framework fp9 but i'm not sure if we will have a solution so for sure if we have we will advertise a lot you know the the open air and the foster channels communication channels so please stay tuned and follow our channels so subscribe our newsletter or follow on the twitter so for sure we will provide that information but we do not have information about that if you have more questions just to conclude let me share here one slide that i i think may be important just for the future if you have any question and just before we conclude this okay we have one more question here he is publishing a article in hybrid journal complaint yeah so yes so so open access journals subscription basic journal so we we call it hybrid here but it's the normal journals of some of the publishers elsewhere for example so we have some journals that you can only access via a subscription based service and you can pay to have that article fully in open access so this is what we call hybrid so yes so we we present this this short graphic here where we summarize where is it yeah so here you can you can find the the information and so you can comply based on open access journals or a subscription basic journal what you need to do is self archive so and then in the good practice should be even if you are in a period that your journal don't allow to have that article available in open access and you are you are under an embargo period please deposit your article describe your article so put all the metadata information and then put your article in a closed or embargoed version and then later you can open that article or you can already provide that information in the the deposit when you deposit you can state that this will be available in six or one year but after so you have the article accepted for publication you should be able to deposit even if it's closed at least the world and the commission knows that you have a an article and you have the metadata information about the article okay so we don't have so be aware that the commission for the Eurasian Europe framework will have we'll continue this policy in terms of open access to publications will be completely the same public policy with more with the clear ways to monitor and with clear sanctions we can say that we are in a much predagogical period but we are hearing more cases of project coordinators that have their for example reports frozen until they explain why all the publications are in closed access or why they do not comply with the requirements of the European Commission so lots of national open access desks in from open air in Europe are aware of new cases even in Portugal we are aware of new situations that beneficiaries from European Research Council grants or from Eurasian 2020 projects that are that have more comments from the project officers about their practices in terms of compliance of the open science policies so be aware of that please and so for the data in the Eurasian Europe the the open science fair data will also be have a strong mandate in the future but we are not now talking only about publications so if we deposit in a institutional repository like the University of Porto it will be automatically available through open air yes so the the publication will be available maybe from a port to the metadata will not be perfect in terms of identification of the project but for sure this will be available in fact the University of Porto is the largest repository from Portugal represented in open air so i'm not sure about the the numbers right now but is the largest repository from Portugal in open air so we have thousands of articles and if you have any problem if we aggregate the content but it's not well identified as a project output maybe we have sometimes we have this kind of limitations you can send an email to open air or you can use also the claim service and you can say okay the publication is already in open air but it's not identified as an output from my project you can claim you just search the publication it's quite easy to do that so and you link that publication to to the project so Antonija should we finish yes if there are no more questions i think we reached our our limit of time and we need to to close this discussion anyway if you have any questions any further questions you can always put them in the forum in the course we have a space where you can put all of the questions that you may have and we'll answer you through the learning management system okay thank you very much for your attention and contact us if you need anything else okay thank you