Springer Open Access Authors Workshop

Webinar title page
Feb 12, 2024

Representatives from Springer publishing explain how the OhioLINK Transformative Agreement works for faculty authors publishing articles in Springer journals.

Transcription (select to toggle opened/closed)

Speaker 1 Okay, I see the recording is live. Red light is on, so it's time for action. So thank you everyone for joining today for OhioLINK's, Transformative Agreements author workshop. This would be our third and final session of the onboarding process for the OhioLINK to. Before we jump into the presentations, I just wanted to do some quick introductions on the Springer nature side. My name is Tony Joseph. I am the account development management for the OhioLINK to part of my responsibilities was onboarding the Ohio and to making sure that we had conversations with the approval process managers, their librarians, and now the authors and researchers. Thank you very important parts to making sure that this is accessible to, moving forward. I'll be managing the performance of this with Johanna in April, making sure that we're moving along smoothly. Following this call, I'll send out an email recap of basically what has been discussed so that we're all on the same page. I want to introduce, some members of our licensing team, Paulo and Victor, who's partly responsible for us having these conversations in the first place. I also wanted to introduce Justin Roy from our open access team and, London office or herself, along with myself, will also be managing the performance of this team moving forward, where the best sources of questions, after running things by Johanna in April, and I'll be sure to include our contact information in this recap email. And I also wanted to introduce, some members of our editorial team who's going to discuss a little bit more about open access publishing, which is, Mark Strauss, Nick Nicholas and Anita. Special thank you to Anita for joining us, doing her civic duty. Lastly, I wanted to is there anyone on the Ohio side here in our April that wants to introduce themselves as this session is going to be recorded and sent out, or should we jump into the slides?


Speaker 2 Yeah, I'll just do a quick introduction. Thanks, Sony. And thanks everyone from Springer. I'm Joanna Voss and the associate director for licensing and analytics for Ohio, Inc. so we're the academic library consortium that serves, almost all of the colleges and universities in Ohio. And we're happy to be here with the folks from Springer Publishing today to talk about a new transformative agreement, with open access publishing. And, with that, I'll pass it back to you.


Speaker 1 Thank you. Joanna. So just a quick, agenda run through. I'm going to toss this to Jocelyn, who is going to present, more in detail about the author workflow after her presentation. Well, we're going to open the floor for questions. If anything comes up following that, I'm going to, pass it over to Nicholas to present a little bit more about the open access publishing, and we'll open the floor for questions after that as well. If questions come down, maybe after the training, we'll include our contact information to make sure that we're all on the same page. But if there's no questions at this point, Jason, whenever you're ready to share your screen, please feel free to do so.


Speaker 3 Great. Thanks so much, Sonia. Sorry, I'm not super familiar with the WebEx, so just bear with me while I get my screen up. Can everyone see that? All right.


Speaker 1 Yes.


Speaker 3 Okay, perfect. Thank you so much for the introduction again. My name is Jocelyn. I'm the open access coordinator for your agreement and some other agreements in the United States as well. And along with Tony, I'll just be one of the sort of points of contact. Springer. In case there's any questions. And today I'll be taking you through the author eligibility workflow. So this is how you guys, as authors, can come to be recognized as eligible for the agreement and have your article processing these covered. So, just to get into it, here's an introduction into our open access publishing services. So here is a breakdown of sort of the publication process. From your perspective as the author. So as you know, you start off with your first year of research and then you start off with your submission. So this is where your manuscript is submitted. And then you will also be able to provide some information like your funding ref and your orchid. If you happen to know it, and also your article category will be assigned at this stage. And the journal that you're spending to will conduct the peer review process as well. After the peer review, you move on to editorial acceptance and after editorial acceptance use, the corresponding author will be able to identify yourselves as affiliated to a member institution. And really, my presentation will focus on these next two bets in the gray box today, which are the identification and verification. And that's how the authors are able to be recognized for the agreement. So first, in the identifications phase, the agreement specific eligibility check will happen. So this is checking for our in scope journals and article types. and use. The corresponding author will also be able to identify yourself as connected to a member institution at this point. After you identify yourself, the article that moves to verification, where it's sent to our internal dashboard, where the approval managers at your affiliated institution will be able to see, your eligibility information, as well as the article information such as the articles Hope and the journal, to make sure that all of that is, able to be covered by the agreement. And after they're able to verify that information, your article will then move to publication and you can complete the remainder of the production process, and the article will be published open access. So once an article has been editorially accepted, authors are able to identify themselves as being affiliated with the relevant institution. And if you're publishing in an eligible journal with an article, type that will be covered by an agreement. Your institution will confirm your eligibility. And for hybrid journals. So that's journals that publish both subscription and open access content. Use the author will have the option to opt out of publishing open access if that's what you would like to do. And also in case of rejection, from the agreement. So if you're recognized but then not verified by your institution, you will also have the option to publish open access with your own funding or to publish traditionally under the subscription model. And below you see a link to the Institutional Agreements website. There is also a highly specific web page that I believe will be sending the link to in the chat. And it's also later in the presentation, and the slides will be sent out after the call. So you'll have that link as well. So now we move to the actual identification. So after the article is accepted, use corresponding author will receive an invitation over email to complete the publication process for the article, and you'll be able to identify yourself under the agreement as well. So we use these three parameters to identify you is affiliated to a member institution and those are the selected institution. So that's an institution that you will select manually when you're going to the process. The second is email domain recognition. So we store in our internal database, institution specific email domains. So whenever you're doing your submission process or going through any eligibility, it's very important that you use your institutional email just because that helps us, verify your affiliation. And the third is IP recognition, which is picked up passively. So if you're on campus will be able to pick up your IP range if you're or if you're using, unaffiliated VPN. And we also apply a hierarchy to these three parameters. So selected institution is seen as sort of the top in the hierarchy, since that's the one that you as the author manually selecting. And then after that would come email domain and IP recognition since those are picked up more possibly. So when you're completing the identification phase, you'll be prompted to type in your institution and select it from a dropdown list. And like I mentioned previously, the email domain and the IP address are picked up by the system automatically. So here's an example where maybe an author might meet a few different eligibility parameters for different institutions. So for example, maybe they've selected University of Lisbon as their situation. But they have an email domain from an old affiliation at the University of Vienna, and that could be at a conference or on a research course at Cairo University. So that's where their IP range is flagging. But because selected institution is the strongest parameter, that's the institution that, the author would be identified as being affiliated to. So that would be University of Lisbon in this case. So like I mentioned, it's important to use your institutional email whenever you're, going through your submission process. But even if you don't, as long as you select an institution, that's affiliated to the agreement, you should be able to be recognized. But it always helps to have as many identification parameters as possible. So now moving to after editorial acceptance, the corresponding author will receive an invitation like the one you see on the screen to complete the publishing agreement. And this will be sent over email to whatever email you use during the submission process. And then once you click the link to go through the eligibility process from that email, you'll first be prompted to select your country from a dropdown list. Then you'll be given some basic information about publishing your article. Open access, and this will include the article processing charge of the journal. Before if you are publishing in a high return, also one that also publishes subscription articles, that can be selected later in the process. So we just get to the open access information upfront. After this point, you'll then be asked to select your institution from a dropdown list. And if you can't find your institution, you can also type it in manually and we'll be able to match it. And if your institution has an agreement with Springer Nature to cover the costs of open access publishing, then you'll be able to give or sorry, you'll be given some information about the agreement in the case that you're eligible for coverage. And you're also able to opt out of an agreement and publish under a subscription model at this stage. You'll then be shown a summary of the information that you've provided and any of the agreements that you might have selected to be covered under. And if any of this information is incorrect, it can also be changed at this stage and corrected. And if your institution doesn't have an agreement or it's run out of funds for the year, at this point you'll be informed. If you, as the author, do not have an agreement available to cover the cost of publication, then you'll be given the option to either publish subscription or to pay for open access using other funds. And if you like to open access, then you'll have the opportunity to provide some billing details at this point. So then authors will be informed whether their APC will be covered by an agreement. Once you're recognized, your article will go to the institutions dashboard and they'll be able to approve or reject. And once that decision is made, you receive, notification over email. And if the IPC is not covered, then you will need to either, choose a subscription. If it's a hybrid journal, which it would be under this agreement, or pay the open access fee using other means. And once you receive that confirmation that you're approved, after this, you'll be able to generate the publishing agreement by then confirming whether you're an employee of the US or UK governments, just because those require slightly different publishing agreement. Then after your LTV is generated, you'll be able to sign it. And for open access articles that are covered by an agreement, this will be done after the article has been accepted and verified by your institution. And then you will receive a confirmation that your license to publish is completed, and you'll be able to download a copy of your publishing agreement. Then after you complete your publishing agreement and the coverage of the EPC has been agreed by the institution, your article will continue into the final stages of publication where you'll be able to complete your proofs. And once you're happy, the article will be able to be published open access online under the relevant license. And once it is published, you'll receive an email containing information about the respective OS license. And this will contain some general information about your article, as well as the specific license that's in use and how the articles are able to be shared, as well as some other author resources that we're able to provide. And a link to the online published article and a PDF copy as well. Here are some links for some author support as well. If you ever have any questions. That verification email address is the best email address to get in touch with. Questions about eligibility specifically. And anything they're not able to solve this far down to me in my team. And certainly and I also function as a point of contact. And the highlighted link that you see on your screen is the OhioLINK specific, webpage. So any information that you're looking for a specific to the OhioLINK agreement, maybe you want to know which journals are covered or which article types, or anything else like that. Then you're able to go to that page. And that's all for me. Thank you so much, everyone, for listening.


Speaker 1 Thank you, Jocelyn. And just to add to that link that Springer Nature has Joanna put the OhioLINK specific to for those for their publishing as well. And after this calls and the wrap up email, that's all the links and all the presentations we used, for Joanna in April. Dispersal. Before I toss it over to the editorial team, are there any questions? Comments. Currently based on the author workflow. Yeah. And again, I know there's a lot of information and this is a new deal. So questions may arise later down the road and we're happy to answer them and clear up any, confusion moving forward. But if there's no questions for now, we'll open the floor later for more questions. But I'm going to toss it over to Nick to present or rather, discuss the open access publishing. And Nick, are you going to be presenting or I am or not? If you could, that would be great, because you have the latest version of the slides, and this is not one of my, talking is one of my, superpowers. But actually the technical side of presenting is not. No problem. You make sure this is going. If there's a minute. I have a question. Yes. Hi, my name is Bonnie Fisher, and I'm the coeditor of the Security Journal. And I'm calling in. So I was I was listening and I don't have access to the slides, but, I just wanted to clarification. So in terms of, I want to say an author. Being. Eligible or authorized right for this open access agreement with OhioLINK. If there are multiple authors on an article. Is it only the.


Speaker 3 Corresponding.


Speaker 2 Author.


Speaker 1 That has to.


Speaker 2 Have an affiliation.


Speaker 1 With, an institutional in Ohio? Is it all the authors? Is it the first author? You know, I, I just I just wanted to get some clarification because this this will come up and, you know, people might ask me as the editor of the journal.


Speaker 3 Yeah, I'm able to answer that. So it's just that the corresponding author. The one that's going through the eligibility process, they will need to have, an affiliation with an institution. It doesn't have to be every author.


Speaker 1 Okay. So if there's like four authors, does the corresponding one.


Speaker 2 Even if they're not the first author.


Speaker 1 It could be the last author second or third. It's just the who's ever designated as the corresponding author has to have an affiliation with an Ohio institution.


Speaker 3 Yes. That's correct. It's the same for all of our agreements as well. Yeah.


Speaker 1 Okay. No, I just know that'll come up. So.


Speaker 3 Yeah. No worries.


Speaker 1 And and I just have another quick question. Does that have to be. It could be. And it just you have to be employed right. At an Ohio institution. It doesn't you don't have to have a tenure track position or some sort of other designation, right, to be eligible.


Speaker 3 Yeah, no, I don't I don't believe you have to be. A certain designation. I think you just have to be affiliated or the research would have had to have taken place. There's my understanding. But that's also part of what the approval managers will assess when they're going through the verification information.


Speaker 1 You couldn't be a professor. You know, anything like that, I think. No, no.


Speaker 3 You don't have to.


Speaker 1 Provide the report to be at or the student done at the Ohio institution.


Speaker 3 Yeah, it's very case by case.


Speaker 1 Okay. So I'm just going to throw out an example because I know this will come up right. So let's say I was a professor at the University of Cincinnati when I did the research that's being presented in this article. But I've since now moved to, the University of Michigan. I don't know if you know, but what another state that doesn't have this agreement with Springer. And none of my other coauthors are, you know, affiliated with an Ohio institution. So that would be assessed, like you said, on a case by case basis.


Speaker 3 Yeah. So because you were affiliated at one point and that's where the research took place. In that case, I would think that it would be verified and that people would be happy to cover it. But I think it would also depend on the librarian or the specific institution's policies.


Speaker 1 Okay.


Speaker 3 So it's always good to check with them. A librarian just in case. But I think in that case it would be covered.


Speaker 1 So for me, it would be the librarian at the University of Cincinnati.


Speaker 3 Yes.


Speaker 1 Okay. Thank you very much.


Speaker 3 Yeah. No problem.


Speaker 1 Thank you. Bonnie. If there's. Are there any other further questions? And, we're going to open the floor for questions after this presentation as well. So if nothing comes up now, well, we'll have time later as well. But if there are no further questions like I'm going to follow your lead as far as changing the slides, but I had everyone can see my screen. Correct. It's perfect here. Can you guys hear me? Okay. Yes. Yeah. Sounds good. Right. Well, first, a shout out to Bonnie. Because, your, journalists within my, my group's, portfolio and, so many, many thanks for, all your contributions, but specifically for joining us here today and for those great questions. And that's really why we're here. From the publishing side, because we're really, really enthusiastic about, this particular Ta and of course, all of them. And behalf of, Mark and Anita who are joining me here. We work as a, as a kind of informal team across different areas at Springer. To really support these activities as publishers, we're overseeing, portfolios of journals and always, looking for ways that we can help our author communities and make it as easy as possible to take advantage of all of the the resources that we have. So our agenda here is just to kind of fill in some gaps a little bit here and, and just be additional resources for you all. For information about what's going on at our end and how we can help you. So while, you know, officially it says Nick and Anita here, Mark, who is here as well, has been very much a driving force behind this whole project and, as well as other colleagues of ours across other parts of the, the, portfolio. So, Sonia, why don't you go to the next. So the question comes up a lot. You know, why publish open access? And we say, why not publish open access? It really is becoming, much more mainstream across all different disciplines. And there are many, many advantages to publishing open access. I think everybody here knows that open access publishing means, that, articles are published under a very, liberal license, usually a CC by license, which makes it very easy to, reproduce and publish in many different ways without embargoes or without a lot of restrictions. There is some kind of funding here through to, that, covers the cost of publication. And then, access essentially is unrestricted on the other end as opposed to the traditional subscription route. But there's many other, advantages. We can see that when articles are published, open access, because of that open access, there, is a lot more usage of citation and Altmetric and other, media, activity. Just be simply because the articles are more available. And in particular, we see open access is a wonderful way for researchers to get their research out, beyond the, the ivory tower and into, the worlds of practice and clinical clinicians and, and policy and other people who might not be out a traditional university. This makes that research much more available. So we we're constantly doing research to determine, and measure this impact. If you go to the next slide, it's another variation on this. And it just indicates the the amount of activity, that's generated is much higher for any given article. You'll see more downloads, more citations, and more, media coverage. And so again, it's it's all about making your research as widely available as possible. We can go on to the next. And, you know, as publishers, we deal a lot with authors and journal editors and book authors who have a lot of questions about open access. Is this really legitimate? Feels weird. Sometimes I think now it's it's become so much more mainstream, that there aren't those basic questions. But just to reinforce, you know, we're talking here about publication through reputable publishers, not just Springer Nature or esteemed competitors. Elsevier, Wiley, Taylor Francis, etc.. Absolutely. And, you are happy to to share the presentation. This is, fundamentally different from predatory publishers who, basically just want people's money and, they'll, you know, publish anything and everything they can get their hands on, keep going down through this. So regardless of the publishing model here, we're talking about publishing with, reputable publishers who publish through all the regular, channels, through the databases, the abstracting and indexing services. Just like the old fashioned, subscription publishing that everybody's used to. Keep going. It's very important. And and our colleagues have already mentioned this. The processing fee, whether it's a through a T.A. or some other kind of open access, is assessed after acceptance. And this is something that we really want to underscore, to assure authors that it's not a predatory practice. If you see a publisher that's saying, oh, give us your money first, then we'll think about whether or not we publish. You might want to think twice about, working with them here. The, the, editorial process is sacred. We process an article exactly the same way, regardless of the publishing model. It's only after it's been accepted entirely on the basis of editorial merit that there's any payment involved. And, of course, you know, we're working with, journals that, have very well-established, editorial communities. And we're really just talking about a business model here, and not a fundamental different way of publishing. So, and, of course, we're happy to talk about this all the time. We're we're constantly, reassuring our editorial, communities. Keep going. Might as well just go through as best we can. We get a lot of questions about the nature of open access. Is it the same as free access? No. It's not. Open access is a very specific model, that, you know, uses the CC by, licensing and goes through a very formal process as we've described here. But there are other ways that authors can get the word out and to share their material, regardless of the, model through which they've, published. Here we're talking about the to. So we don't want to distract from it. But just in case, authors have questions along the way. We have lots of resources here. We're always happy to to advise, and provide information about different, ways that authors can share their, their material. If they published open access, then there really are no restrictions. And, so they're very, able to share their material as soon as it publishes. You also have very, liberal preprint, policies. So when when authors are working on material at the front end, they can, post versions and drafts and, and the like, there are a lot of, very well developed preprint servers, both in the hard sciences and the social sciences that allow this to happen. And then, if they publish through the traditional, format, through subscription, there's an embargo, period. After publication, through which they can, post their, their author accepted manuscript. And there's a slight difference there. If it's fully open access, they can, very quickly and easily distribute the final version anywhere and everywhere. And just to toot our horn, we do have a special, unique, service called Shared it, through which authors can provide a link, to their material even if it's not fully open access. But let's not spend too much time on that because we're really talking about the the open access arrangements. Continue. And then just, you know, because we're publishers and, and we always love to, to help authors, I pull together on our collective behalf, a variety of links here that provide lots of information for authors and researchers. It's like going down the rabbit hole once you get in and you hit, you know, on one link, you get to another and another and another. So, this is, a way to kind of condense it and, and focus in on some of the, elements that we think will be most interesting to authors. But there's a lot of information, of course. You know, we're here to, to, promote Springer Nature's approach, but all of our, competitors have similar, kinds of resources. And we very much encourage authors to take advantage of these. There's just tons and tons of information, and we really want to share it and make it as easy as possible, for authors to learn more about the whole process of, of publishing, and all the options that are available to them. So we have a very general page where you can get started if you go to the next slide. Here, we've put together a whole bunch of links, that, focus on various elements of the publishing process and the research process. For us, open access publishing is part of a broader philosophy, of open research, which really starts at the very beginning of the, the whole process. And, as I said, we encourage authors to post to preprint servers to, share as much information about their data and sources of data as possible. We're constantly, developing new policies and practices and best practices. To support these philosophies. We have lots of information. About, aspects of the publishing process, the publishing cycle, books, journals, etc.. For those who are in, positions as journal editors, we have a lot of information there. And, certainly for reviewers, many authors, also serve as reviewers. And we will want to provide as much, guidance as possible, to, highlight the review process and, take advantage of, of all of the many benefits that, peer review have for, for everybody involved. And like other publishers, we're constantly, honing our, practice and as, practices and policies with regard to integrity and ethics. And always, you know, looking for ways that we can protect the intellectual property, of our authors. And there are even, resources specific to early career researchers. So we're almost done with this part and eager to to, open up the floor for questions. I think there may be one more slide. Maybe not. This might be it. Yes. That's it. So my stick here. Certainly. If, Anita or Mark want to jump in, I think you can all tell we're, very excited about, this, to for the the Ohio Lake community and very eager to encourage as many people across all of the different universities and institutions that are involved to take advantage of it, publish, as much as you can. And, and obviously we want to promote open access publishing, wherever, wherever you have the opportunity to take advantage of it. Thank you so much, Mike. Great job for the whole editorial publishing team. Guess what? I'm going to send a copy of this presentation, along with Jocelyn's presentation, to Joanna in April after this call. And along with other resources. I do want to open the floor for some questions. In the meantime, before I wrap this, today's call up. Or if any comments. Well wishes. Okay. And I know, today's call, there was a lot of information included, so questions may come, later this week or later today. As far as, my responsibility as a county development, first part of this to was to get Ohio Lake onboarded. And throughout these three sessions, I could officially say we're onboarded. But I want to make it clear that, this is not a goodbye, because moving forward, you have this full support of the account development team. The open access team added the editorial team to making sure that this is successful, transformative agreement. Typically the way things have been working and it's been working well is that if there's any issues or questions, they would go first to Johanna or April, who would then reach out to myself. And I'll make sure to find the right colleague to answer these questions. Seems like that's like the best chain of command. Lastly, I just want to thank everyone for joining joining us today, especially on the Springer nature side. Anita was at jury duty right now and still making the time and efforts, but I really want to thank Joanna and Hippo for all of your hard work. The past few weeks, setting these multiple sessions, getting the participants. I know it's ridiculously hard to get manage my own schedule, so I can't imagine managing a schedule for all of these institutions. So I really want to thank you for your continued support throughout. Before I wrap up, is there any last comments from the Ohio side or any questions? Any notes before we end today's call?


Speaker 2 Thanks, Tony, and thanks everyone. Just one note. Authors can always get in contact with their local librarian. And if that needs further, further help answering your question, that can reach out to us at OhioLINK or, the support at Springer Nature. So your library is always a great place to start with. Questions?


Speaker 1 Of course. Okay. So that's all I have on my agenda today. So again, lastly, want to thank everyone for making the time today. I believe people will be sharing this recording by following this call. I'm going to get in touch with both Joanne on April as well with the last few details. Making sure that we have all our resources in a row. I do want to thank everyone. And I hope everyone has a great rest of your Monday rest of the week, and we'll be talking to you guys soon. So until then. Bye, everyone. Thank you.


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