University Policy on Self–Archiving and Open Access Provision

[revised April 2009]

1. Position statement

  1. The University of Southampton requires that all of its staff deposit bibliographic information for all research outputs in the Eprints Soton research repository, so there is a comprehensive institutional record of research activity.
  2. The University requires that post-prints of journal and conference articles are deposited, and made open access where this is permitted by the publisher, to maximise the visibility and impact of research.

2. Policy

2.1 Deposit of research outputs

Staff are required to deposit the bibliographic metadata of all forms of published output in the Eprints Soton research repository.

Staff are required to deposit the final, refereed, corrected, accepted drafts (post-prints) of all peer-reviewed journal articles and peer-reviewed conference articles.

Staff are encouraged to deposit, subject to any publishers’ restrictions, the following forms of research output:

  1. “pre-print” pre-refereed drafts of articles where this will not limit future publication opportunities
  2. post publication updates and corrections
  3. research data-sets on which the articles are based
  4. conference and workshop papers
  5. books, book chapters, monographs, reports and working papers
  6. image, video and audio representations of creative works

2.2 Open access to research and external compliance

It is a requirement to make the post-prints of journal and conference articles open access where this is permitted by the publisher. In all cases repository staff will work with authors and depositors to ensure that the requirements of publishers, funding councils and commercial sponsors are met. If an embargo period is needed the output can be stored in the repository and set for public release on the appropriate date.

2.3 Use of research outputs for research assessment

The deposited records and outputs may be used for:

  • internal review of research performance and to assist in appraisals and promotions within the University
  • modelling profiles and submitting information for external review e.g. the Research Excellence Framework

Any additional contextual information stored will be subject to appropriate levels of restricted access.