Advocacy and policy issues : advanced session Open Scholarship 2006 The University of Glasgow 18-20 October Joanne Yeomans CERN Scientific Information Service This work is licensed under a Creative Commons Attribution- NonCommercial-ShareAlike 2.5 License .
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Advocacy and policy issues: advanced session
Open Scholarship 2006The University of Glasgow
18-20 October
Joanne YeomansCERN Scientific Information Service
This work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.5 License.
• Introduction• Presentation on CERN’s experience• Breakout to groups• Brainstorm thoughts/ideas• Coffee• Finalise discussion (5-10 minutes)• Present results of discussion (5 minutes each
group)• General discussion
Advocacy definition
• active support of an idea or cause etc.; especially the act of pleading or arguing for something (Princeton WordNet)
• Advocacy starts with arguing for the benefits of having and using a repository,
• but what happens when everyone has heard the message?
• Repeat the message• Change the message• Add to the message – use new
arguments• Find a new audience • Act yourself
• Many of you already know the main advocacy arguments so let’s also focus on the action you can take
REPOSI
TORY
When everyone has heard the message
CERN Background
• Mandate for approximately 50 years, electronic web repository since 1993
• Electronic repository was started around the time of arXiv (general physics repository)
• Theorists communicate via arXiv and prefer to deposit there
• Experimentalists generally publish via departmental committee and must submit to CDS to get a CERN publication number
• Estimate around 40% author submission (to CDS)• Overall collect around 70% of papers• Many others (especially conference papers and
computing authors) are ‘lost’ at the moment
Identify the problem
• Find what is missing (problem 1)
• Many authors prefer to use arXiv• Some groups prefer to use their own system to
display bibliographies on the web• Many conference papers are missing - Some
authors submit very similar papers to different conferences, is this a big problem?
• Some (usually new) authors just don’t know what they’re supposed to do
Tackle the problems 1
• How to find what is missing?
• Solutions:– Use databases to search by affiliation and compare to
holdings– Check if departments keep their own record of
publications (then set up an automatic harvest/download)
– Analyse the holdings to try to identify patterns• Particular authors or related authors, eg in the same group• Types of document• Time periods• Particular journals or publishers
Tackle the problems 2
• Many authors prefer to use arXiv• Some groups prefer to use their own
system to display on the web
• Solutions:– Harvest from arXiv– Harvest from web pages– Talk to the researchers about why they prefer
to do it like that
Tackle the problems 3
• Some groups prefer to use their own system to display on the web
• Solutions:– Offer to get web pages in the style they want
produced automatically from the repository and show them how simple it becomes then to update the list
– Offer to do this for individuals– Ask them to talk to their colleagues and ask if anyone
else is interested in this service
Tackle the problems 4
• Many conference papers are missing - Some authors submit very similar papers to different conferences
• Solutions:– If they really don’t want to make them public, mark the
records so it is possible to discount them if necessary when producing statistics!
– Mail authors on return from conferences to ask for paper (this works at CERN because we have a central travel request database)
– Offer to suppress the full-text file totally or for viewing only on-site
Tackle the problems 5
• Some (usually new) authors just don’t know what they’re supposed to do
• Solutions:– Speak at staff induction session– Write periodic reminders in the staff bulletin– Ask to speak at group meetings– Use personal contacts to offer to demonstrate the
system– Make general publicity for OA and the repository
Other things we do
• Write to publishers to ask for permission to download published versions– Worked for APS, AIP
• Search Google Scholar for free versions of papers published in commonly missed journals– Worked well for IEEE
Other things we do
• Consider cancellations of journals from publishers with not so good attitudes to OA or repositories– write to them or invite them to discuss this with you
and explain your reasons and what you would like them to do
• Apply for research grants, or ‘free’ students to work on identified projects– We keep a list of different jobs that need doing at
different levels and have all sorts of people:• children of staff come for 1 week work experience, • PhD students for three years, • Library Masters students working on projects
Why are you doing this?
• No-one has the answers yet
• Involve the authors as much as possible in as many activities as possible
• Try to find people who will advocate on your behalf – they are your friends!
• It’s an exciting area to work on • Not many librarians have the chance to work at
the cutting edge• YOU can make a mark!
Brainstorm
• All ideas have equal merit• Start with quantity and then refine the quality• Does anyone have experience to share?
• But please don’t just use the most experienced person in your group to answer all your questions – they are also here to learn
• To get fresh ideas, reframe the problem:– Consider it from a different perspective (director,
department head, researcher, etc)– Consider the opposite of what you want to achieve –
this can help to focus on why you want to do the thing• (eg if you want to look at why a mandate is necessary, ask
what happens if there is no mandate)
Brainstorm practicalities
• Two questions to consider• If someone in the group has a particular problem
they’d like to discuss, use 10 minutes to focus on this
• Use the flip-chart sheets to make notes• 5 mins each presentation after coffee• We’ll stick the sheets onto the wall for everyone
to look at after the session• We’ll write an overview of these discussions to
put on the conference website later
Feedback
Notes taken and written up by
Susanna Mornati
CILEA, Project Leader AEPIC
Questions B1
A repository manager or advocate needs a variety of skills and know-how. Where could you find people with
the skills or knowledge that you are lacking and how can you get them to become alliance partners?
• Survey of skills available within the same institution, e.g. computing, marketing (there is no unique profile)
• Students can help with data entry, small projects for cash
• Consortium approach (more libraries / institutions / researchers together, at the regional or national level, through networks)
• Repository software user groups (expertise available) • Targeting key academics - champions within and outside
the institution
Questions B2
What incentives can you offer to people that will help increase content?
• Focus on add-on services not the filling of the repository
• Sell services to individuals and to the community• Targeted marketing (individuals and wider
audience)• Promoting the increase of access• Long-term preservation issue (raising priority)• Buy them a drink
Questions C1
How could you get people to use the repository as part of their workflow process rather than as a
store for documents?
• Derivative uses: CV production and list of publications, use of content for learning materials, Current research register, publicity
• Feedback to administration: budget allocation, research evaluation
• Unique point of submission: build subject repositories by harvesting from IRs
Questions D1
How can you help authors to understand the complexities of funder mandates, how can you use them to your
advantage, and what can you do for those funders who don’t have a mandate?
• Publicize Juliet database (http://www.sherpa.ac.uk/juliet) on funders’ policies
• Many countries don’t have funder mandates• Alert other funders to existing mandates• Alert authors to implications of mandates – in particular,
tie in with copyright management and retention• Advocate IRs and OA in general (raise awareness