Ehime University Open Access Policy
Ehime University Open Access Policy
Enacted on November 17, 2021
Enacted on April 1, 2022
(Purpose)
1. Ehime University (hereinafter referred to as “Ehime University”) Ehime University (hereinafter referred to as “Ehime University”) has established the following policy on open access, based on the “Ehime University Charter”, for the purpose of contributing to the further development of academic research and the creation of innovation by disseminating research results widely in Japan and abroad, ensuring the transparency of research results, and fulfilling accountability to society.
- What is Open Access?
Open Access is to make research results available to everyone without restriction and free of charge through the Internet or other means. - Purpose of this policy
In accordance with the “Ehime University Charter,” Ehime University will promote open access by disseminating the results of research at Ehime University both domestically and internationally.
While academic information such as research results at Ehime University used to be used by a small number of specialists, by promoting open access, Ehime University’s research results will be used by a wider range of people, leading to a greater number of people becoming aware of Ehime University’s research results.
This is expected to further develop research and encourage the creation of innovations, as well as ensure transparency of research results and fulfill accountability to society.
This policy is intended to encourage the voluntary dissemination of research results by Ehime University researchers, and does not force researchers to publish their research results against their will.
（Ehime University will make the research results of its researchers published in journals and other publications issued by publishers, academic societies, and university departments available to the public through the Ehime University Institutional Repository (hereinafter referred to as the “Repository”) and other means.) The University will publish the research results of the University’s researchers published in academic societies and academic journals published by academic departments within the University through the Ehime University Institutional Repository (the “Repository”). However, the copyright of the research results is not transferred to Ehime University.
- Eligible Research Results
The research results covered by this policy are mainly assumed to be articles by Ehime University researchers, and will be made public in principle through the University’s repository*1.
Books, research reports, documents produced in the course of daily educational and research activities, lecture notes, teaching materials, etc. can also be registered in the repository.
Depending on the circumstances of individual departments and research fields, the scope of research results that are eligible for inclusion in the repository can be flexibly adapted.
1 Institutional Repository (Instututional Repojitory)
A system for universities and research institutes to collect, accumulate, store, and widely provide the research results of their own institutions and their members as digital materials.
Reference: Strengthening Information Dissemination Functions through the Use of Institutional Repositories (MEXT website)
At Ehime University, the library operates the Ehime University Institutional Repository.
- Copyright (Permission for Publication)
When an author releases his/her research results in the repository, he/she grants permission for free of charge only, and the copyright is reserved to the copyright holder under the provisions of the “Ehime University Institutional Repository Management and Operation Guidelines” described below.
If the copyright of the research results to be registered in the repository belongs to more than one person, it is necessary to obtain prior permission from all co-authors to make the research results available in Ehime University’s repository. - Copyright (Difference between the versions to be published)
When copyright must be transferred to a publisher, academic society, etc. for publication in an academic journal, the “publisher’s version” of the article actually published in the journal is usually restricted from being made available by other means. However, the “author’s final manuscript” at the time of acceptance (accept) can be made publicly available in the repository of the author’s institution in most cases, although in some cases restrictions may be imposed.
The version that can be made public can be confirmed in the rules for submission, or in the contract or license for copyright transfer required to be submitted by the publisher, academic society, etc.
- Copyright (when the publisher has the copyright)
The conditions for when a publisher’s version of a copyrighted article can be released in a repository vary from journal to journal. In most cases, the “publisher’s version” is not allowed to be released, and in many cases, the “author’s final draft” is also released with restrictions. One common restriction is to set an embargo (grace period for publication). After six months to several years (often one year) have elapsed since the article was published by the publisher, it is allowed to be published in the repository.
You can check the policy of publishers and others for repository registration for each journal at the following sites.
Overseas publishers and academic societies: open policy finder
In Japan: SCPJ (Scholarly and Ac ademic Association Copyright Policy Database)
(Scope of Application)
3. This policy shall apply to research results published on or after the effective date of the policy, and the publication of research results published before the effective date of the policy is also encouraged. However, this policy shall not apply to research results for which an agreement in conflict with this policy was concluded prior to the effective date.
(Exemptions)
4. Ehime University will not release the relevant research results if it is deemed inappropriate to do so for reasons such as copyright and intellectual property rights, or other obstacles to conducting the research.
- Scope of Application (Non-retroactive Application and Recommendation for Public Disclosure)
Research results published before the effective date of this policy will not be applied retroactively, since there may be cases in which contracts already concluded conflict with this policy. However, if there is no such reason to conflict with this policy, we encourage the active publication of research results that were published before the effective date of this policy. - Cases of non-publication
If the Library Committee determines that publication of research results is inappropriate due to suggestions from inside or outside the university, the research results will be made non-public and the researcher will be notified of the reason for the decision.
The following cases can be assumed as cases where publication is inappropriate.
(1) When the copyright has been transferred to the publisher, etc., and the copyright holder does not permit the release of all versions
(2) When the research results contain personal information or privacy-related information, and the release to the general public is deemed problematic from a research ethics perspective
(3) When the research results contain fabrication, falsification, plagiarism, etc.
(4) When there is an inquiry from inside or outside the university about research results that the researcher himself/herself has decided not to disclose, the researcher himself/herself shall explain the reason for non-disclosure. The repository manager can explain the reason for non-disclosure on behalf of the researcher by submitting an application for registration in the repository with the reason for non-disclosure in advance.
(Registration and release to the repository, etc.)
5. The handling of matters related to the registration and release of research results to the repository and the use of data after release shall be in accordance with the “Ehime University Institutional Repository Management and Administration Guidelines”.
- Registration in the repository
The research results to be registered in the repository are stipulated in the “Ehime University Institutional Repository Regulations”, and the specific operation of the repository is governed by the “Ehime University Institutional Repository Management and Operation Guidelines”.
If the applicant owns the copyright of the research results, a Creative Commons License (CC License) *2 can be granted.
Many of the university publications, such as bulletins, have already been stipulated to be published in the repository in the submission rules. Since each article is included in the repository each time the latest issue is published, there is no need for researchers to apply for registration of the relevant internal publications individually.
2 Creative Commons (CC license)
An activity by authors themselves to promote the appropriate reuse of their works by specifying the conditions of use.
In Japan, “Creative Commons Japan (CCJP)” is promoting the CC license.
Reference:
CCJP Organization Overview (Creative Commons Japan Web site)
What is Creative Commons License (Creative Commons Japan Web site)
Granting CC license to your own content (Creative Commons Web site (Creative Commons Japan Web site)
(Others)
6. In addition to the matters set forth in this policy, other necessary matters concerning open access shall be determined through consultation among the parties concerned.
- With the development of open science, it is anticipated that new situations may need to be addressed in the implementation of this policy.
In implementing this policy, matters not stipulated, or when new adjustments are necessary, will be decided through discussions among the researchers, relevant departments within the university, and external organizations such as academic associations and publishers, as necessary.
Supplementary Provisions
This policy shall come into effect on April 1, 2022.
Academic Information Team, Library Administration Division
Mail: libsys@stu.ehime-u.ac.jp
TEL: 089-927-8841